COMPUTER APPLICATION

PRACTICAL
METROPOLITAN INTERNATIONAL
UNIVERSITY

One-click or open, multiple solutions

MAY 12, 2022

TURYATUNGA_WANGLES
NAMUGOONA
Table of Contents
COMPUTER APPLICATIONS ................................................................................................ 1
1 Sub-module 2: Operating System ....................................................................................... 1
1.1 Installation of Windows operating system and application software ........................ 1
How to boot from USB? Change your computer's boot orde....................................... 6
1.2 How to Install Windows using Bootable USB ........................................................ 13
2 Sub-module 3: Desktop Main Menu ................................................................................. 17
2.1 Start Menu ............................................................................................................ 17
2.2 Applications menu................................................................................................. 17
2.3 Working with the desktop background and screen saver....................................... 17
2.4 Icons, files and folders .......................................................................................... 17
2.5 Manipulating open windows; resizing, maximizing, minimizing task pane, and tiling
windows. ......................................................................................................................... 17
2.5.1 The Secret Start Menu ................................................................................... 38
4 Sub-module 4: Word Processing...................................................................................... 40
4.1 Starting, creating and opening a Word window ..................................................... 40
4.2 Working with texts ................................................................................................. 40
4.3 Word menus for document editing; e.g. copy, paste, cut ....................................... 40
4.4 Saving a Word document ...................................................................................... 40
4.5 Formatting a page, document, and paper size ...................................................... 40
4.6 Working with tables ............................................................................................... 40
4.7 Working with drawings, clipart and pictures........................................................... 40
5 Sub-module 5: Printing, Scanning, and Copying................................................................. 53
5.1 Installing a printer .................................................................................................. 53
6 How to Add a Printer in Windows 10................................................................................ 53
6.1 Working with printer cartridges and toners ............................................................ 55
6.2 How does toner work?........................................................................................ 55
6.3 How does the cartridge work? ........................................................................... 56
6.4 Color vs. Monochrome Printing ......................................................................... 56
7 Toner: what it is and how it works .................................................................................... 57
7.1 What is a toner?.................................................................................................... 57
7.2 How do toner cartridges work? ............................................................................. 57
7.2.1 Laser printing process:................................................................................... 58
7.3 Why does my printer toner stain the sheets? ........................................................ 59
7.4 How to clean the toner .......................................................................................... 59
7.5 What to take into account when buying a toner ..................................................... 61
7.6 Liquid toner ........................................................................................................... 62
7.7 Among the parts of the toner we find the following: ............................................... 62

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 7.8 What is a Printer Toner? ....................................................................................... 62
7.9 What is a Laser Printer?........................................................................................ 63
7.10 A Laser Printer Comprises of the Following Components… .................................. 63
7.11 How does a Printer Toner work? ........................................................................... 63
7.12 Evolution of Printer Toners.................................................................................... 64
7.13 What are the Different Components of a Printer Toner?........................................ 64
7.14 What is the Difference between Toner Cartridges and Ink Cartridges? ................. 65
7.14.1 Replacement Cost ......................................................................................... 65
7.14.2 Speed and Capacity....................................................................................... 65
7.14.3 Image Quality................................................................................................. 65
7.14.4 How Does a Laser Printer Toner Work?......................................................... 65
7.15 How do Color Printers Work? ................................................................................ 66
7.16 What are the Different Types of Printer Toner Cartridges?.................................... 66
7.17 Is Recycling of Toner Cartridges Possible? ........................................................... 67
7.18 Printing documents ............................................................................................... 67
7.19 Scanning documents and pictures ........................................................................ 67
7.20 Safety, security and health precautions when printing and scanning documents .. 67
8 Sub-module 6: Microsoft Excel ........................................................................................ 67
8.1 Creating an excel document ................................................................................. 67
8.2 Entering data to a spreadsheet, editing and formatting a datasheet ...................... 67
8.3 Using formulas and functions ................................................................................ 67
8.4 Creating/plotting charts and graphs from excel data values .................................. 67
8.5 Inserting tables to excel worksheet ....................................................................... 67
8.6 Printing a spreadsheet .......................................................................................... 67
9 MS Excel- 2007 ............................................................................................................. 67
9.1.2 Quick Access Toolbar ................................................................................. 69
9.1.3 Formula Bar.................................................................................................. 72
10 OR ............................................................................................................................ 74
11 Sub-module 7: Internet and E-mail ................................... Error! Bookmark not defined.
11.1 The internet, web browsers ...................................... Error! Bookmark not defined.
12 MS Access – Overview............................................................................................. 75
12.1 MS Access – RDBMS ........................................................................................... 76
12.1.1 Data Manipulation .......................................................................................... 76
12.1.2 Data Control .................................................................................................. 77
12.2 MS Access — Objects .......................................................................................... 77
12.2.1 Table ............................................................................................................. 77
12.2.2 Query ............................................................................................................. 78

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 12.2.3 Form .............................................................................................................. 78
12.2.4 Report ............................................................................................................ 78
12.2.5 Module ........................................................................................................... 79
12.3 MS Access — Create Database............................................................................ 79
12.4 Create Blank Database ......................................................................................... 81
12.5 MS Access — Data Types .................................................................................... 82
12.6 MS Access — Create Tables ................................................................................ 84
12.7 MS Access – Adding Data .................................................................................... 85
12.7.1 Web browser history ...................................................................................... 87
12.7.2 Common Web browser features..................................................................... 88
12.7.3 How a Web browser works ............................................................................ 88
12.7.4 Popular web browsers ................................................................................... 88
12.8 Opening a website; website address ..................................................................... 89
12.9 What is a Web Address?....................................................................................... 89
12.9.1 Network: ........................................................................................................ 90
12.9.2 Top Level Domain: ......................................................................................... 90
12.9.3 Folders & subfolders: ..................................................................................... 90
12.9.4 File name: ...................................................................................................... 91
12.10 Webpages in the Walden Library ....................................................................... 91
12.10.1 Accessing Databases through the Walden Library: .................................... 91
12.11 Linking to individual articles ............................................................................... 92
12.12 Internet surfing and search engines...................... Error! Bookmark not defined.
12.13 Saving information from the internet, downloading files, music and pictures to the
computer ............................................................................ Error! Bookmark not defined.
12.14 Electronic mail: .................................................................................................. 94
12.15 Electronic Mail (Email) .................................................................................... 94
12.15.1 Creating email account ............................................................................... 98
12.16 Your new email address ................................................................................. 98
12.16.1 User name ................................................................................................. 98
12.16.2 Domain name............................................................................................ 98
12.16.3 Password .................................................................................................. 98
12.17 How to create an email account ..................................................................... 98
12.17.1 Create a free email account with mail.com in just seven easy steps ... 98
12.17.2 Email folders and attachments ................................................................... 99
12.17.3 Attaching documents to outgoing email ...................................................... 99
12.17.4 Downloading email attachment................................................................. 101
12.17.5 Formatting mail......................................................................................... 103
13 HOW TO ADDRESS AN ENVELOPE/PACKAGE ..................................................... 103

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 13.1 Student Mailing Address ..................................................................................... 103
13.2 Addressing a Package ........................................................................................ 104
13.2.1 Searching mail ............................................................................................. 105
14 Search in Gmail ........................................................................................................ 105
14.1 How to search ................................................................................................... 105
14.2 Use filters when you search ............................................................................. 106
14.3 Clear search history ......................................................................................... 107
14.4 Health, safety and security precautions when using the internet and email ......... 107
15 Top 10 Internet Safety Rules & What Not to Do Online................................................. 107
15.1 1. Keep Personal Information Professional and Limited ...................................... 108
15.2 2. Keep Your Privacy Settings On ....................................................................... 108
15.3 3. Practice Safe Browsing ................................................................................... 108
15.4 4. Make Sure Your Internet Connection is Secure............................................... 108
15.5 5. Be Careful What You Download ...................................................................... 109
15.6 6. Choose Strong Passwords .............................................................................. 109
15.7 7. Make Online Purchases From Secure Sites .................................................... 109
15.8 8. Be Careful What You Post .............................................................................. 109
15.9 9. Be Careful Who You Meet Online ................................................................... 109
15.10 10. Keep Your Antivirus Program Up To Date ................................................. 110

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COMPUTER APPLICATIONS
The Course provides a fundamental understanding of computer applications with the course focus
on the computer basics like installations, Microsoft Office Applications (Microsoft Word, Microsoft
Excel, and Microsoft PowerPoint, Microsoft Access, and Microsoft Frontpage). This is a complete
lab-based course where students will learn these applications by working on class assignments in
the lab. The course topics include Basics and Fundamentals of computer applications. Students will
also be covering the basic concepts in Computer Hardware, Software, Operating Systems,
Telecommunications, Databases, as well as the usage of the Internet and conversion of Microsoft
file format into various other file format (PDF, PS etc.).

1 Sub-module 2: Operating System

1.1 Installation of Windows operating system and application software
What Does Installation Mean?
Installation is the process of making hardware and/or software ready for use. Obviously, different
systems require different types of installations. While certain installations are simple and straightforward
and can be performed by non-professionals, others are more complex and time-consuming and may
require the involvement of specialists.
Turyatunga Explains Installation as.

Installation can be categorized into two broad categories: physical and virtual. Physical installation
pertains to installing physical equipment such as computer hard drives, cables, modems and so on, while
virtual installation refers to installation of software. Much physical machine installation requires specific
expertise. Similarly, there are software installations that can be done only by experts, whereas other
installations are as simple and straightforward as the wizard-based installations commonly found with
consumer software and frequently available on websites to be downloaded. Different types of software
installations include Windows Installer installation, web-based software installation and single exe
software installation.

How to Install Windows 10, 8.1 or 7 Using a Bootable USB

You have plenty of choices to make when installing a new version of Windows on your device. If your
computer doesn’t have a CD or DVD drive, you may want to learn how to run the installation from a
“bootable USB” to quickly set up your operating system.

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 Most modern computers and laptops have completely abandoned the
CD or DVD drive, making installation disks obsolete. While this isn’t
an issue in many areas, such as video games and movies, it does
oppose a roadblock for some software installations.

It is the same way of installing Windows 10, Windows

8.1, and Windows 7 using a bootable USB.

This article will go in-depth regarding what a bootable USB is and

how to use one to create installation media for various Windows
Operating Systems to install Windows 10, 8.1, or even 7.

If you’ve already got your bootable USB ready — simply jump to the “How to Install Windows using
Bootable USB” section and set your new copy of Windows up in a matter of minutes.

Benefits of installing Windows with a bootable USB

There are many instances where you might need to reinstall your operating system or get a new one
entirely. For example, you’d need to reinstall Windows if you encountered a serious error, your hard
drive became damaged or corrupted, or you’re upgrading/downgrading your system.

When planning to reinstall or install a Windows operating system on your PC, you need to have the
necessary installation files beforehand. This will allow you to boot and install the system.
Tip: Try creating an installation media using your device before starting the installation of a new system.
If it’s not possible, use a different device near you, or ask someone you know to help you out.

Because CD and DVDs are becoming less practical, many computers and laptops no longer come with a
drive to read and write physical disks. This makes it impossible for you to create or use an installation
media unless it’s on a bootable USB drive. While this may sound impractical at first, USB sticks have a
huge advantage over disks.

USBs are incredibly accessible, given the fact that almost every computer has a USB port that you can
use to connect external devices. It’s the easiest and most streamlined method of installing an operating
system. Nowadays, you can create a bootable USB to install various versions of Windows.

How to create a Windows bootable USB with the Media Creation Tool (PowerISO, Rufus)
Before you can install Windows using a USB, you need to create the installation media itself. This will
be read by your computer once the USB flash drive is connected, allowing it to boot from USB. Below
are the steps to create this bootable USB flash drive using the Media Creation Tool issued by Microsoft?
Download the appropriate installation media from Microsoft:
Download Windows 10
Download Windows 8.1 Disc Image (ISO File)

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Download Windows 7 Disc Images (ISO Files)
Why Do You Format USB Flash Drive

• The storage devices that are widely used nowadays are typically HDDs and SSDs, which are
always set up on a PC/Mac to install the operating system and store data files.
• Meanwhile, there are many other types of prevailing devices with more flexible features for
different purposes. Yes, they are removable storage devices such as USB flash drive.
• The truth is that no matter what drive you're using, it must have a valid file system so that
Windows can recognize it and put it to use.
• What's more, it's inevitable to develop bad sectors or corruption issues on a specified flash drive
after a long-time use.
• By formatting, you can easily fix any USB flash drive, pen drive or memory stick that is write
protected, virus infected, corrupted, damaged, unreadable, unrecognized by PC and Mobile.
• So here comes the question, how to format a USB flash drive? This page mainly illustrates how
to format a USB flash drive using Windows inbuilt Command Prompt, and the following is the
detailed guide you should strictly follow.

Create a Bootable USB Flash Drive

• For your information, any form of PowerISO formatting will completely erase data, so backup
as many as important files before the start.
• Altogether, you'll walk through the whole formatting process in eight steps, and the time spent
will depend on the USB flash drive capacity and used space on it. (The following steps are
performed on Windows 10 PC.)

Step 1: Start PowerISO

Step 2: Insert the USB drive you intend to boot from.
Step 3: Choose the menu "Tools > Create Bootable USB Drive". The "Create Bootable USB Drive"
dialog will popup. If you are using Windows Vista or above operating system, you need confirm the
UAC dialog to continue.

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Click OK

Step 4: In "Create Bootable USB Drive" dialog, click "..." button to open the iso file of Windows
operating system.
Step 5: Select the correct USB drive from the "Destination USB Drive" list if multiple USB drives are
connected to the computer.
Step 6: Choose the proper writing method. "USB-HDD" is recommended.
Step 7: Click "Start" button to start creating bootable USB drive.

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Step 8: PowerISO will alert you that all data on USB drive will be destroyed. Click "OK" to continue.

The program will start writing USB drive, and showing the progress information. You should get the
message "Writing USB drive completed successfully." after the operation completes.

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If no errors occurred in the above process, you should now be all set to setup Windows from USB drive!

How to boot from USB? Change your computer's boot order

After creating an installation media, you need to know how to boot from USB. This is needed to install
Windows from the bootable USB.

The trick is: you need to change your computer’s boot order. By doing so, you’ll place the USB flash
drive at the top of the boot order priority list, meaning that your computer will read the files on it first.
This is going to prompt your computer to load the installation media instead of the already installed
system.

To boot from USB, you need to change the boot order in your computer’s BIOS. After completing this
step, during the next startup sequence, your system will immediately boot from USB and use the
installation media you created, starting the Windows installation process.

Changing the boot order of the "bootable" devices on your computer, like your hard drive or bootable
media in a USB port (e.g., flash drive), floppy drive, or optical drive, is very easy.

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Why Change the Boot Order?
There are several scenarios where it's necessary to change the boot order, like when launching some data
destruction tools and bootable antivirus programs, as well as when installing an operating system.
The BIOS setup utility is where you change boot order settings.

The boot order is a BIOS setting, so it's operating-system independent. In other words, it doesn't matter
if you have Windows 10, Windows 8, or another Windows version, Linux, or any other PC OS on your
hard drive or another bootable device; these boot sequence change instructions will still apply.

How to Change the Boot Order

Follow these steps to change the boot order in BIOS. A change to the boot sequence will change the
order in which devices are booted.

Step 1: Turn on or Restart Your Computer

Turn on or restart your computer and watch for a message during the POST about a particular key,
usually Del or F2, that you'll need to press to access the BIOS setup utility. Press this key as soon as you
see the message.
Power On Self-Test (POST).

Step 2: Enter the BIOS Setup Utility

After pressing the correct keyboard command from the previous step, you'll enter the BIOS Setup Utility.

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BIOS Setup Utility Main Menu.

All BIOS utilities are a little different, so yours may look like this or it may look completely different.
No matter how it appears, they're all basically a set of menus containing many different settings for your
computer's hardware.

In this particular BIOS, the menu options are listed horizontally at the top of the screen, the hardware
options are listed in the middle (grey area), and the instructions for how to move around the BIOS and
make changes are listed at the bottom.

Using the instructions given for navigating around your BIOS utility, locate the option for changing the
boot order. In the example BIOS above, the changes are made under the Boot menu.

Since every BIOS setup utility is different, the specifics on where the boot order options are located
varies from computer to computer. The menu option or configuration item might be called Boot
Options, Boot, Boot Order, etc. The option may even be located within a general menu like Advanced
Options, Advanced BIOS Features, or Other Options.

Step 3: Find the Boot Order Options in BIOS

Locate and navigate to the boot order options in BIOS.

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BIOS Setup Utility Boot Menu (Hard Drive Priority).
In most BIOS setup utilities, it will look something like the screenshot above.

Any hardware connected to your motherboard that's able to be booted from—like your hard drive, floppy
drive, USB ports, and optical drive—will be listed here.

The order in which the devices are listed is the order in which your computer will look for operating
system information—in other words, the "boot order."
With the order shown above, BIOS will first try to boot from any devices it considers "hard drives,"
which usually means the integrated hard drive that's in the computer.

If no hard drives are bootable, BIOS will next look for bootable media in the CD-ROM drive, next for
bootable media that's attached (like a flash drive), and finally, it will look on the network.

To change which device to boot from first, follow the directions on the BIOS setup utility screen to
change the boot order. In our example, it's changed using the + and - keys.
Remember, your BIOS may have different instructions!

If you're confident that your BIOS setup is missing a boot order option, consider flashing BIOS to the
latest version and checking again.

Step 4: Make Changes to the Boot Order

Next, you'll make changes to the boot order.

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BIOS Setup Utility Boot Menu (CD-ROM Priority).

As you can see above, we've changed it from Hard Drive shown in the previous step to the CD-ROM
Drive as an example.

BIOS will now look for a bootable disc in the optical disc drive first, before trying to boot from the hard
drive, and also before trying to boot from any removable media like a floppy drive or flash drive, or a
network resource.
Make whatever boot order changes you need and then proceed to the next step to save your settings.

Step 5: Save Your BIOS Changes

Before your preference takes effect, you'll need to save the BIOS changes you made. To do that, follow
the instructions given to you in your BIOS utility to navigate to the Exit or Save and Exit menu.

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BIOS Setup Utility Exit Menu.
In this example, we'd choose Exit Saving Changes.

Step 6: Confirm Your Changes

Confirm the changes and exit BIOS. You'll most likely see a confirmation prompt like below, so you'd
select yes.

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BIOS Setup Utility Save and Exit Confirmation.

This Setup Confirmation message can sometimes be cryptic. The example above is pretty clear but I've
seen many BIOS change confirmation questions that are so "wordy" that they're often difficult to
understand. Read the message carefully to be sure that you're actually saving your changes and not
exiting without saving changes.

Your boot order changes, and any other changes you may have made while in BIOS, are now saved and
your computer will restart automatically.

Step 7: Start the Computer

Start the computer with the new boot order. When your computer restarts, BIOS will attempt to boot
from the first device in the order you specified. If the first device isn't bootable, your computer will try
to boot from the second device in the boot order, and so on.

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Boot from CD Prompt.

In Step 4, we set the first boot device to the CD-ROM Drive as an example. As you can see in the
screenshot above, the computer is attempting to boot from the CD but is asking for a confirmation first.
This only happens on some bootable CDs and will not show up when booting to Windows or other
operating systems on a hard drive. Configuring the boot order to boot from a disc like a CD, DVD, or
BD is the most common reason for making this change, so I wanted to include this screenshot as an
example.

1.2 How to Install Windows using Bootable USB

With your computer’s boot order successfully changed to load up from a USB device first, you can now
crack on with installing Windows using your USB’s installation file.

Note: Make sure you’ve backed up all your files before doing the installation to make sure you don’t
lose any valuable data.

How to install Windows 10 using a bootable USB

1. Plug your USB device into your computer’s USB port, and start up the computer. You may be
asked to press a key to boot from the USB.
2. Choose your preferred language, time zone, currency, and keyboard settings. Once you’re
happy with customizing these settings, click next. (Note that these settings can be changed in the

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 future after the Windows 10
installation is complete.).

3. Click Install Now and select

the Windows 10 edition you’ve
purchased. Now click Next to start
the installation process.

4. Choose your installation

type. You can either
choose Upgrade, which will allow
keeping your current files, settings,
and apps; or do a fresh clean
installation by picking Custom. In
this example, we’ll be choosing
custom to do a fresh Windows
installation.

5. To install Windows,
you need a partition on your hard
drive for storing system files; this
will become the main C: drive. You
can either pick an existing partition
or format it, or you can delete
everything and create new
partitions.
• Note: If you haven’t yet
backed up your hard drive, you may
want to stop now, back everything
up, and start over. Once you’ve
deleted a partition, you won’t be able to recover the data previously stored on it.
You can either use one of the existing partitions on your hard drive by formatting it or you
can delete the ones there and create new ones from fresh instead:

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 • To use one of the existing partitions, select
it, and click Format.

• To delete the existing partitions, select each

one and click Delete, then OK.

6. If you’ve deleted all the existing partitions,

your harddrive’s space will be unallocated, and
you’ll need to create new partitions. If you just
formatted an existing partition, then skip to Step 7
now. To create new partitions:
• Click Drive options (advanced).

• Now click New and choose the size for your new partition, then click Next.

• Windows will now create a new partition for storing system files. Click OK to accept.

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 • Repeat this process if you wish to create
more partitions.
Once you’ve finished creating all the partitions
you want, format each one except for the
partition you want to store your Windows
system files on. Select the partitions one by one
and click Format, then OK when prompted.

7. Now select the partition where you want to

install Windows and click Next. The Windows
10 installation will begin. Your computer may
reboot a few times during the process. This is normal.

8. After the installation is complete, your

computer will automatically restart one last
time. When it starts up again for the first time,
you’ll be able to choose more of your settings,
or you use express settings recommended by

Microsoft.

9. Finally, sign in to your Microsoft account to

use some of the new features with Windows 10
such as password recovery, and to access One
Drive. If you don’t want to sign in with your
Microsoft account, click Skip this step and
follow the instructions to create a local user
account instead.

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2 Sub-module 3: Desktop Main Menu
2.1 Start Menu
2.2 Applications menu
2.3 Working with the desktop background and screen saver.
2.4 Icons, files and folders
2.5 Manipulating open windows; resizing, maximizing, minimizing task pane, and tiling windows.
Chapter 1. Desktop & Start Menu

These days, the graphic user interface (the colorful world of icons, windows, and menus) is standard.
Mac, Windows, Chrome OS, Linux—every operating system is fundamentally the same, which is to say
a very long way from the lines of typed commands that defined the earliest computers.

Windows 10 restores the desktop to its traditional importance, following a weird three-year detour into
“what the heck” land known as Windows 8. The desktop is once again your only home base, your single
starting point. It is the view that greets you when the computer turns on, and it offers all the tools you
need to manage and organize your files.

Herewith: a grand tour of the state of the art in computer desktops—the one in Windows 10.

The Lock Screen

When you turn on a Windows 10 machine, you know right away that you are not in Kansas anymore.
The first thing you see is a colorful curtain that has been drawn over the computer’s world. It’s the Lock
screen

The Lock screen serves the same purpose it does on a phone: It gives a quick glance at the time, the date,
your WiFi signal strength, the weather, and (on laptops and tablets) your battery charge. As you
download and install new apps, they can add informational tidbits to this Lock screen, too.

The point is that sometimes you do not really need to wake the machine up. You just want to know what
time it is.

The Lock screen can also give you instant access to your Camera and Skype apps (Camera and Skype).
You might want to take a picture or answer a call without having to go through the red tape of fully
logging in.

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 Figure 1-1. You can control which apps are
allowed to add information to the Lock screen in
Settings (like the weather report shown here).
You’re not stuck with the Lock screen photo as
Mother Microsoft has installed it, either. You can
change the picture, if you like, or you can
eliminate it altogether. Chapter 4 has the details.

When you do want to go past the Lock screen to

log in, there’s nothing to it. Almost anything you
do that says, “I’m here!” works:

Touchscreen: Swipe a finger upward. (Swipe

downward to jump into Camera mode.)

Mouse: Click anywhere. Or turn the mouse

wheel.

Keyboard: Press any key.

The Lock screen slides up and out of the way,

revealing the Login screen (Figure 1-2, top).

TIP

You can change the photo background of the

Lock screen, make it a slideshow, or fiddle with
which information appears here;
see Customizing the Lock Screen. You can even
eliminate the Lock screen altogether—after all,
it’s an extra click every time you log in. For step-
by-step instructions, see “Eliminating the Windows 10 Lock Screen,” a free downloadable PDF appendix
on this book’s “Missing CD” page.

The Login Screen

As in any modern operating system, you have your own account in Windows. It’s your world of files,
settings, and preferences. So the second thing you encounter in Windows 10 is the Login screen. Here,
at lower left, you see the name and photo for each person who has an account on this machine (Figure 1-
2). Choose yours.

This is also where you’re supposed to log in—to prove that you’re you. But logging in no longer has to
mean typing a password. One of Windows 10’s primary goals is to embrace touchscreens, and typing is
a pain on tablets.

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Figure 1-2. Lower left: If your machine has more than one account set up, tap or click your icon to sign
in. Top right: Typing is so 2009! In Windows 10, you can log into your account using any of several
more touchscreen-friendly methods, like drawing three predetermined lines on a photograph.

Therefore, you can log in using any of these techniques:

• Just look at your screen. On laptops or tablets with Intel’s RealSense infrared cameras, facial
recognition logs you in.
• Swipe your finger across the fingerprint reader, if your computer has one.
• Put your eye up to the iris reader, if your machine is so equipped.
• Draw three lines, taps, or circles on a photo you’ve selected (Figure 1-2, top).
• Type in a PIN you’ve memorized.
• Type a traditional password.
• Skip the security altogether. Jump directly to the desktop when you turn on the machine.
The Desktop

Once you’ve gotten past the security barrier, you finally wind up at the home base of Windows: the
desktop. See Figure 1-3 for a refresher course.

You can, and should, make the desktop look like whatever you want. You can change its background
picture or color scheme; you can make the text larger; you can clutter up the whole thing with icons you
use a lot. Chapter 4 is a crash course in desktop interior decoration.

Figure 1-3. The desktop returns in Windows 10 as

everybody’s starting place. It’s once again the first
thing you see after you log in. It has a shiny, clean,
new look, but the time-honored landmarks—Start
menu, taskbar, system tray—are just where they’ve
always been.

Meet the Start Menu

Windows is composed of 50 million lines of

computer code, scattered across your hard drive in
thousands of files. The vast majority of them are
not for you; they’re support files, there for behind-
the-scenes use by Windows and your applications.
They may as well bear a sticker reading, “No user-serviceable parts inside.”

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 That’s why the Start menu is so
important (Figure 1-4). It lists
every useful piece of software on
your computer, including
commands, programs, and files.
Just about everything you do on
your PC begins—or can begin—
with your Start menu.

In Windows 10, as you’ve probably

noticed, the word “Start” doesn’t
actually appear on the Start menu,
as it did for years; now the Start
menu is just a square button in the
lower-left corner of your screen,
bearing the Windows logo ( ).
But it’s still called the Start menu,
and it’s still the gateway to
everything on the PC.

If you’re the type who bills by the hour, you can open the Start menu (Figure 1-3, lower left) by clicking
it with the mouse. If you feel that life’s too short, however, tap the key on the keyboard instead, or
the button if it’s a tablet.

Really, truly: Learn this. Tap to open the Start menu (or to close it!).

The Start menu (Figure 1-4) is split into two columns. For convenience, let’s call them the left side and
the right side.

Figure 1-4. Here it is, the single biggest change in Windows 10: the new, hybrid Start menu. The left side gives
you direct access to apps you use frequently, or that you’ve installed recently, as well as important commands and
places like Power and “All apps.” The right side is yours to customize.

NOTE

If your computer is a tablet, and it has no physical keyboard at all, then it may start up in Windows 10’s
new Tablet mode. In this mode, the right side of the Start menu fills the entire screen, and the left side
doesn’t appear unless you tap the in the top-left corner. For details on Tablet mode, see Chapter 13.

Start Menu: The Left Side

The most amazing thing about the Windows 10 Start menu is that Windows 10 has a Start menu—
something that’s been missing since Windows 7. The left side, or something like it, has been with
20
 Windows from the beginning. The right side is a pared-
back version of the Start screen that distinguished
Windows 8.

The left side may look like the Start menu that has been
in Windows from the beginning (except during that one
unfortunate three-year Windows 8 phase). However,
there is a big difference: In Windows 10, you cannot
use it to list your own favorite programs, folders, and
files. (That is what the right side is for.) The left side is
meant to be managed and run entirely by Windows
itself.

The left side has five sections, described here from top to bottom:

[Your name]

See your account name and picture in the upper-left corner of the Start menu (Figure 1-5)?

Figure 1-5. Your account icon isn’t just an icon; it’s also a pop-up menu. Click it to see the “Sign out” and “Lock”
commands, as well as a shortcut to your account settings.

That’s not just helpful information. The picture is also a pop-up menu. And its commands all have to do
with switching from one account to another. (In Windows’ accounts feature, each person who uses this
PC gets to see her own desktop picture, email account, files, and so on. See Chapter 19.) Here’s what
they do.

TIP

Some keystrokes from previous Windows versions are still around. For example, you can still press
Ctrl+Alt+Delete to summon the three commands described here: “Lock,” “Switch user,” and “Sign
out”—plus a bonus link for the Task Manager (Exiting Programs).

• Change account settings takes you directly to the Settings→Account screen, where you can
change your account picture, password, login method, and other details of your account—and you can
create accounts for other family members.
• Lock. This command takes you back to the Lock screen described at the beginning of this chapter.
In essence, it throws a sheet of inch-thick steel over everything you were doing, hiding your screen from
view. This is an ideal way to protect your PC from nosy people who happen to wander by your desk
while you’re away getting coffee or lunch.

Whatever you had running remains open behind the scenes. When you log in again, you’ll find all your
open programs and documents exactly as you left them.

21
• Sign out. When you choose “Sign out,” Windows closes all your open programs and documents
(giving you an opportunity to save any unsaved documents first). It then presents a new Login screen so
that somebody else can log in.
Most Used

Beneath your name icon, you get a list of the programs that Windows sees you using a lot. Windows
computes this list automatically and continuously. It’s a really great feature, because, well, if you’ve
been using something a lot recently, you’ll probably use it a lot more still, and now you don’t have to
burrow around looking for it.

On the other hand, if you’d rather not have Windows track what you’re doing, you can get rid of this list,
or just certain items on it; see the box below.

If you see a submenu arrow (>) next to a program’s name in the Start menu, congrats. You’ve just found
a jump list, a feature that gives you quick access to documents you’ve opened recently. See Jump Lists
in the Taskbar for details on creating, deleting, and working with jump lists.

Important Places

In general, the bottom of the left side is devoted to listing important places on the computer. On a shiny
new PC, the list includes these:

• File Explorer. This “app” is the standard desktop window, showing the contents of your drives
and folders (Chapter 2).
• Settings. Yes, adjusting the settings and preferences of your PC is about six steps quicker now,
since Settings is listed right here in the Start menu. Chapter 7 covers Settings in absurd detail.
• Power. Hard though it may be to believe, there may come a day when you want to shut down or
restart your computer. See Change the color.
• All apps opens the complete master list of all your programs, as described below.

What’s great, though, is that you can add other important folders to this list, following the steps shown
in Figure 1-6. These are some of your options:

• Documents: This command opens up your Documents folder, a very important folder indeed.
It’s designed to store just about all the work you do on your PC—everything except music, pictures, and
videos, which get folders of their own.

Of course, you’re welcome to file your documents anywhere on the hard drive, but most programs
propose depositing newly created documents into the Documents folder. That principle makes navigation
easy. You never have to wonder where you filed something, since all your stuff is sitting right there in
Documents.
NOTE

The Documents folder actually sits in the This PC Local Disk (C:) Users [Your Name] folder.
22
If you study that path carefully, it should become clear that what’s in Documents when you log in isn’t
the same thing other people will see when they log in. That is, each account holder (Chapter 19) has a
different Documents folder, whose contents switch according to who’s logged in.

• Downloads. For decades, computer novices have been baffled: They download something from
the web but then can’t find where it went. Now you’ll know. Out of the box, Windows puts your
downloaded files into this Downloads folder (which is inside your Personal folder). It makes perfect
sense to add this item to your Start menu so you have quick access to it.

Figure 1-6. You can add other

important folders to your Start
menu. Choose →Settings.
In the Settings window (top
right), choose
Personalization. On the next
screen, click Start. Finally,
click “Choose which folders
appear on Start” (middle). Up
pops a list of items like File
Explorer, Settings,
Documents, Downloads,
Music, Pictures, Videos,
HomeGroup, and Network, so
that you can turn on or off the
ones you like (bottom).

Music, Pictures, Videos.

Microsoft assumes (correctly)
that most people these days
use their home computers for
managing digital music,
photos, and video collections. As you can probably guess, the Music, Pictures, and Videos folders are
intended to house them—and these Start menu commands are quick ways to open them.

In fact, whatever software came with your phone, digital camera, or MP3 player probably dumps your
photos into, and sucks your music files out of, these folders automatically. You’ll find much more on
photos and music in Chapter 8.
HomeGroup is Microsoft’s name for an easy file-sharing system. It lets you see what’s on other
computers on your home network, so that you can shove folders and files back and forth without
running all over the house with a flash drive. This command opens the HomeGroup window
(HomeGroups).

Network opens (what else?) the Network folder, where you can see a map of your home or office
network and make changes to the settings. See Chapter 20.
23
Personal folder. As the box below makes clear, Windows keeps all your stuff—your files, folders,
email, pictures, music, bookmarks, even settings and preferences—in one handy, central location:
your Personal folder. This folder bears your name, or whatever account name you typed when you
installed Windows.

Everyone with an account on your PC has a Personal folder.

Technically, your Personal folder lurks inside the C: →Users folder. But that’s a lot of burrowing when
you just want a view of your empire. That’s why your Personal folder can also be installed here.
Why did Microsoft bury my files in a folder three levels deep?

Because Windows has been designed for computer sharing. It’s ideal for any situation where family
members, students, or workers share the same PC.

Each person who uses the computer will turn on the machine to find his own separate desktop picture,
set of files, web bookmarks, font collection, and preference settings. (You’ll find much more about this
feature in Chapter 19.)

Like it or not, Windows considers you one of these people. If you’re the only one who uses this PC,
fine—simply ignore the sharing features. But in its little software head, Windows still considers you an
account holder and stands ready to accommodate any others who should come along.

In any case, now you should see the importance of the Users folder in the main hard drive window. Inside
are folders—the Personal folders—named for the people who use this PC. In general, nobody is allowed
to touch what’s inside anybody else’s folder.

If you’re the sole proprietor of the machine, of course, there’s only one Personal folder in the Users
folder—named for you. (You can ignore the Public folder.)

This is only the first of many examples in which Windows imposes a fairly rigid folder structure. Still,
the approach has its advantages. By keeping such tight control over which files go where, Windows
keeps itself pure—and very, very stable. (Other operating systems known for their stability, including
Mac OS X, work the same way.)

Furthermore, keeping all your stuff in a single folder makes it very easy for you to back up your work.
It also makes life easier when you try to connect to your machine from elsewhere in the office (over the
network) or elsewhere in the world (over the Internet), as described in
Chapters Chapter 13 and Chapter 21.

All Apps
When you click “All apps” at the bottom of the Start menu, you’re shown an important list indeed: the
master catalog of every program on your computer (Figure 1-7). You can jump directly to your word
processor, calendar, or favorite game, for example, just by choosing its name in this scrolling list. As a

24
 handy bonus, the word “New”
appears beneath the name of
any new programs—ones you’ve
installed but haven’t yet used.

You can restore the original left-side

column by clicking back (at the
bottom of the list).

TIP

You can also open the “All apps”

menu with a quick swipe
upward anywhere on the left side of
the Start menu—either with the
mouse, trackpad, or your finger on a
touchscreen. Try it!

There are even more ways to open “All apps” if the Start menu is already open. Click the phrase “All
apps,” or point to it and keep the mouse still for a moment, or press the , key (to highlight “All apps”).
Then tap the Enter key, the key, or the space bar. Just for keyboard fanatics: Once the “All apps” list
is open, you can also choose anything in it without involving the mouse. Just press the and keys to
highlight the item you want (or type a few letters of its name). Then press Enter to seal the deal.

The “All apps” list used to be called All Programs, of course, but Microsoft had to go with the lingo of
those crazy kids today. But there is one handy trick in Windows 10 that never existed before: You can
now jump around in the list using an alphabetic index, shown at right in Figure 1-7.

Figure 1-7. Left: When the “All apps” list is visible, your apps are grouped alphabetically. Turns out
that those letter headings (A, B, C…) are also buttons. When you click one, Windows offers you a grid
of the entire alphabet (right). Click a letter to jump directly to that section of the “All apps” list. If you
have a lot of programs, this trick can save you a lot of scrolling.

Folders

As you’ll quickly discover, the “All apps” list doesn’t list just programs. It also houses a number
of folders. See Figure 1-8.

TIP

Submenus, also known as cascading menus, largely have been eliminated from the Start menu. Instead,
when you open something that contains other things—like a folder listed in the Start menu—you see its
25
contents listed beneath, indented slightly, as shown at right in Figure 1-8. Click the folder name again to
collapse the sub listing.

Keyboard freaks should note that you can also open a highlighted folder in the list by pressing the Enter
key (or the key). Close the folder by pressing Enter again (or the key).

Figure 1-8. You know when you’re looking at a folder in the “All apps” list because a appears to the
right of its name (left). Click the folder’s name to expand the listing—to see what’s hiding inside. (You
don’t have to click right on the .) When the folder is expanded, the symbol changes to , just in case
you didn’t get the point.

• Software-company folders. Some of these folders bear the names of software you’ve installed;
you might see a folder called, for example, PowerSoft or Logitech. These generally contain programs,
uninstallers, instruction manuals, and other related junk.
• Program-group folders. Another set of folders is designed to trim down the Programs menu by
consolidating related programs, like Games, Accessories (little single-purpose programs), and
Maintenance. Everything in these folders is described in Chapter 8.
How to Customize the Left Side

You can’t add anything to the left side yourself, which is a big change from Windows 7. Nor can you
change the order of anything here.

26
You do, however, have three opportunities to redesign the left side:

• Eliminate the “Most used” list (or certain items in it). See the box on Getting Rid of the “Most
Used” List.
• Move something to Start or the taskbar. Suppose there’s some app—say, Calculator—that’s
listed in “Most used” or the “All apps” list. And you think you’d rather have it installed on your taskbar,
visible at all times. Or you think it’d work best as a tile on the right side.

Turns out you can right-click its name on the left side. From the shortcut menu, choose “Pin to taskbar”
or “Pin to Start.” It disappears from the “Most used” list (if that’s where it was) and goes where you sent
it.
TIP

If you have a touchscreen, you can “right-click” something by holding your finger down on it for one
second.

• Add certain Windows folders to the Important Places list. You do that in Settings, as
described on Recently Added.
TIP

How cool is this? You can uninstall a program right from the “All apps” list. Just right-click it (or hold
your finger down on it); from the shortcut menu, choose Uninstall. Confirm in the dialog box that
appears. (You can’t uninstall apps that came with Windows 10 this way—only stuff you’ve added.

Start Menu: The Right Side

The right side of the Start menu is all that remains of the Great Touchscreen Experiment of 2012, during
which Microsoft expected every PC on earth to come with a touchscreen. Instead of a Start menu, you
got a Start screen, stretching from edge to edge of your monitor, displaying your files, folders, and
programs as big rectangular tiles.

Unfortunately, the Start screen covered up your entire screen, blocking whatever you were working on.
It was horribly space-inefficient—finding a new program you’d downloaded often meant scrolling
several screens to the right. And it just felt detached from the rest of the Windows world.

Turns out most people preferred the Start menu.

There were some nice aspects of the Start-screen idea, though. For one thing, it’s more than just a
launcher. It’s also a dashboard. Each tile isn’t just a button that opens the corresponding program; it’s
also a little display—a live tile, as Microsoft calls it—that can show you real-time information from that
program. The Calendar tile shows you your next appointment. Your Mail tile shows the latest incoming
subject line. The People tile shows Twitter and Facebook posts as they pour in.

TIP
27
Not all Start menu tiles display their own names. Some apps, like the ones for Calendar, People, and
Mail, are meant to be visual dashboards. To find out such an app’s name, point to it with your cursor
without clicking. A tinted, rectangular tooltip bar appears, identifying the name.

So in Windows 10, Microsoft decided to retain those colorful live tiles—on the right side of the Start
menu (Figure 1-9).

Figure 1-9. As you drag the top or right edge of the Right Side of the Start menu, you see it snap to a
larger size once you’ve moved your cursor far enough. You don’t have an infinite degree of freedom
here; you can only double the width or, if you have one of those rare Samsung Billboard Monitors, maybe

28
triple it. You can also adjust the height of the Start menu—by dragging the top edge. You can goose it
all the way to the top of your screen, or you can squish it down to mushroom height.

You can make this scrolling “column” bigger; you can even make it fill the screen, as it did in Windows
8; or you can hide it completely. However, the point is that this time, it is up to you. The “Start screen”
takes over your world only as much as you want it to.

TIP

If you are keyboard oriented, you can use the arrow keys to highlight the icon you want and then press
the Enter key to open it.

How to Customize the Right Side

The left side is really Windows’ playground; you cannot do much to change it.

The right side, however, is your playground. You can customize it in lots of different ways. If your
current job doesn’t work out, you could become a full-time right-side customizer.

Make the right side bigger or smaller

If you have a mouse or a trackpad, you can make the right side of the Start menu either wider or taller;
just grab the right edge or the top edge and drag. (In the initial release of Windows 10, you can’t enlarge
the Start menu with your finger on a touchscreen.)

Make the right side fill the screen

Maybe you were one of the 11 people who actually liked Windows 8, including the way it had a
Start screen instead of a Start menu. Well, that look is still available.

Right-click anywhere on the desktop. (Touchscreen: Hold your finger down on the desktop.) From the
shortcut menu, choose Personalize. On the Settings screen, click Start, and then click turn on “Use Start
full screen.”

In this mode, the left side of the Start menu is gone. The live tiles fill your entire desktop (which is handy
for touchscreens).

NOTE

If your goal is to use Windows 10 on a tablet, you don’t need to do all this. Just turn on Tablet mode
(Chapter 13). In Tablet mode, the Start screen is standard and automatic.

Move a tile

29
You can, of course, drag the right side’s tiles into a new order, putting the personal back into personal
computer.

With the Start menu open, just drag the tile to a new spot. The other tiles scoot out of the way to make
room.

That works fine if you have a mouse or a trackpad. But if you’re using a touchscreen, that instruction
leaves out a key fact: Dragging scrolls the right side! Instead, hold your finger down on the tile for half
a second before dragging it.

Resize a tile

Tiles come in four sizes: three square sizes and one rectangle. As part of your Start menu interior
decoration binge, you may want to make some of them bigger and some of them smaller. Maybe you
want to make the important ones rectangular so you can read more information on them. Maybe you
want to make the rarely used ones smaller so that more of them fit into a compact space.

Right-click the tile. (Touchscreen: Hold your finger down on the tile; tap the … button that appears.)
From the shortcut menu, choose Resize. All icons give you a choice of Small and Medium; some apps
offer Wide or Large options, too. See Figure 1-10.

Figure 1-10. Tiles on the right side come in four sizes: Small (tiny square, no label); Medium (4x the
times of Small—room for a name); Wide (twice the width of Medium); and Large (4x the size of Medium).
Wide and Large options appear only for apps whose live tiles can display useful information. Drag them
around into a mosaic that satisfies your inner Mondrian.

Add new tiles

30
You can add tiles to the right side. They can be apps, folders, or disks (but not individual files). You can
use either of two techniques: dragging or right-clicking.

• The drag method. Drag the icon directly into the open Start menu—from the desktop, an open
window, the “All apps” list, or the left side of the Start menu.
• The right-click method. Right-click an icon wherever fine icons are found: in a window, on the
desktop, in the “All apps” list, or on the left side. (Touchscreen: Hold your finger down on the icon for
a second.) From the shortcut menu, choose Pin to Start.
TIP

In the Edge browser, you can also add a web page to the right side. With the page open, click the …
button at top right; choose Pin to Start.

In each case, the newly installed tile appears at the bottom of the right side. (You might have to scroll to
see it.)

Make a tile stop blinking

Some of your right side tiles are live tiles—tiny dashboards that display real-time incoming information.
There, on the Mail tile, you see the subject lines of the last few incoming messages; there, on the Calendar
tile, is your next appointment; and so on.

It has to be said, though: Altogether, a Start menu filled with blinky, scrolling icons can look a little like
Times Square at midnight.

If you’re feeling quite caffeinated enough already, you might not want live tiles so much as,
well, dead ones.

If you’d rather silence the animation of a live tile, right-click it. (Touchscreen: Hold your finger down
on it, and then tap .) From the shortcut menu, choose “Turn live tile off.” The tile’s current information
disappears, and the live updating stops.

To reverse the procedure, “right-click” an unmoving tile; from the shortcut menu, choose “Turn live tile
on” instead.

Remove a tile

Open the Start menu. Right-click the tile you want to eliminate. (Touchscreen: Hold your finger down
on it, and then tap the … button.) From the shortcut menu, choose Unpin from Start. (You’re not actually
discarding that item—just getting its tile off the Start menu.)

Group your tiles

31
The right side’s tiles aren’t scattered pell-mell; they present an attractive, orderly mosaic. Not only are
they mathematically nestled among one another, but they’re actually grouped. Each cluster of related
tiles can bear a name, like “Life at a glance” (Calendar, Mail, Weather…) or “Play and explore” (games,
music, TV…).

But you can change those headings, or those groupings, and come up with new ones of your own.

The technique isn’t quite obvious, but you’ll get the hang of it (see Figure 1-11). It works like this:

Drag a tile to the very bottom of the existing ones. (Touchscreen: Hold your finger still for a
second before dragging.)

When you drag far enough—the right side might scroll, but keep your finger down—a horizontal bar
appears, as shown in Figure 1-11. That’s Windows telling you, “I get it. You want to create a new group
right here.”
Drag the tile below the bar and release it.

Release the tile you’re dragging; it’s now happily setting up the homestead. Go get some other tiles to
drag over into the new group to join it, if you like. Build up the group’s population.
Click or tap just above your newly grouped tiles.

The words “Name group” appear.

Type a name for this group, and then press Enter.

Your group name is now immortalized.

By the way: Whenever you point to (or tap) the heading of any group, you may notice a little “grip strip”
at the right side. If you like, you can drag that strip up or down to move the entire group to a new spot
among your existing groups. (Or horizontally, if you have a multicolumn right side.)

At any point, you can rename a group (click or tap its name; type). To eliminate a group, just drag all of
its tiles into other groups, one at a time. When the group is empty, its name vanishes into wherever
withered, obsolete tile groups go.

Eliminate all tiles

Yes, it’s possible to eliminate the entire right side. If you like your Start menu to look like it did in the
good old days, with only the left side showing, you can do that, as shown in Figure 1-12.

Of course, once you’ve done that, you’ve just eliminated one of the most useful ways of opening things
on your PC. Now you can open apps only from the left side or the taskbar.

32
 Figure 1-12. Top: To remove
all the tiles from the right
side, right-click it and
choose Unpin from Start.
(Touchscreen: Hold your
finger down on the tile, and
then tap the … button to see
Unpin from Start.) Repeat
until you’ve eliminated all
the tiles. Middle: Now only
the left column remains, just
as it was in Windows 7.
Bottom: Drag the right edge
of the menu inward, closing
up the empty space where the
right side used to be.

Change the color

You can also change colors

of the various Start menu
elements (and the taskbar,
and the Action Center).
See Chapter 4 for the step-
by-steps.

Turn off ads

From time to time, you may

spot a Start-menu tile that
you didn’t put there. It’s a
suggestion of an app that
Microsoft thinks you might like—
in other words, an ad.

If you’d prefer Microsoft and its ad

partners to keep their darned apps
to themselves, open Settings→Personalization→Start, and turn off “Occasionally show suggestions in
Start.”

Shutting Down

33
What should you do when you’re finished using your computer for the moment?

Millions of people shut their PCs off, but they shouldn’t; it’s a colossal waste of time. When you shut
down, you have to wait for all your programs to close—and then the next morning, you have to reopen
everything, reposition your windows, and get everything back the way you had it.

You shouldn’t just leave your computer on all the time, either. That’s a waste of electricity, a security
risk, and a black mark for the environment.

What you should do is put your machine to sleep. If it’s a laptop, just close the lid. If it’s a tablet, just
press the Sleep switch. If it’s a desktop PC, it’s usually a matter of pressing the physical power button.

TURYATUNGA CLINIC: BRINGING BACK THE HIBERNATE COMMAND

Hibernate mode is a lot like Sleep, except that it doesn’t offer a period during which the computer will
wake up instantly. Hibernate equals the second phase of Sleep mode, in which your working world is
saved to the hard drive. Waking the computer from Hibernate takes about 30 seconds.

In an effort to make life simpler, Microsoft has hidden the Hibernate command in Windows 10. You
won’t find it in the →Power pop-up menu.

You can bring it back, though.

To get there, press to put your cursor in the search box, and type power but.

In the search results, click Power Options.

Now click “Change settings that are currently unavailable” and authenticate yourself, if necessary
(Microsoft’s way of ensuring that only an administrator can change such important settings).

Finally, scroll down until you see “Shutdown settings.” Turn on the “Hibernate: Show in Power menu”
checkbox. Click “Save changes.”

From now on, the Hibernate option appears in the menu shown in Figure 1-13, just like it did in the good
old days.

The Sleep/Shut Down/Restart Commands

If you really want to do the sleeping or shutting down thing using the onscreen commands, you’ll be
happy to know that in Windows 10, you no longer need 20 minutes and a tour guide to find them. They’re
right there in the Start menu, near the bottom. Choose Power to see them.

34
As shown in Figure 1-13, shutting down is only one of the options for finishing your work session. What
follows are your others.

Sleep

Sleep is great. When the flight attendant hands over your pretzels and cranberry cocktail, you can take a
break without closing all your programs or shutting down the computer.

Figure 1-13. Shutting down your computer requires only two steps now, rather than 417 (as in Windows
8). Open the Start menu. Choose Power, and then “Shut down”.

The instant you put the computer to sleep, Windows quietly transfers a copy of everything in memory
into an invisible file on the hard drive. But it still keeps everything alive in memory—the battery provides
a tiny trickle of power—for when you return and want to dive back into work.

If you do return soon, the next startup is lightning-fast. Everything reappears on the screen faster than
you can say, “Redmond, Washington.”

If you don’t return shortly, then Windows eventually cuts power, abandoning what it had memorized in
RAM. Now your computer is using no power at all; it’s in hibernate mode.

Fortunately, Windows still has the hard drive copy of your work environment. So now when you tap a
key to wake the computer, you may have to wait 30 seconds or so—not as fast as 2 seconds, but certainly
better than the 5 minutes it would take to start up, reopen all your programs, reposition your document
windows, and so on.

The bottom line: When you’re done working for the moment—or for the day—put your computer to sleep
instead of shutting it down. You save power, you save time, and you don’t risk any data loss.

You can send a laptop to sleep just by closing the lid. On any kind of computer, you can trigger Sleep by
choosing it from the →Power command, or by pushing the PC’s power button, if you’ve set it up that
way, as described below.
35
Restart

This command quits all open programs and then quits and restarts Windows again automatically. The
computer doesn’t actually turn off. You might do this to “refresh” your computer when you notice that
it’s responding sluggishly, for example.

Shut down

This is what most people would call “really, really off.” When you shut down your PC, Windows quits
all open programs, offers you the opportunity to save any unsaved documents, exits Windows, and turns
off the computer.

There’s almost no reason to shut down your PC anymore, though. Sleep is almost always better all the
way around.

The only exceptions have to do with hardware installation. Anytime you have to open up the PC to make
a change (installing memory, hard drives, or sound or video cards), you should shut the thing down first.

TIP

If you’re a keyboardy sort of person, you might prefer this faster route to shut down: Press
Ctrl+Alt+Delete to summon the Lock/Switch User screen, and then Tab your way over to the button
in the lower right. Press Enter, and arrow-key your way to Shut down. Press Enter again.

Three Triggers for Sleep/Shut Down—and How to Change Them

You now know how to trigger the Shut down command using the Start menu→Power button. But there
are even faster ways.

If you have a laptop, just close the lid. If it’s a tablet, tap its Sleep switch. If you have a desktop PC, press
its power button ( ).

In each of these cases, though—menu, lid, switch, or button—you can decide whether the computer shuts
down, goes to sleep, hibernates, or just ignores you.

To find the factory setting that controls what happens when you close the lid or hit the power button,
click in the “Ask me anything” search box and type lid.

In the search results, the top hit is “Change what closing the lid does.” Press Enter to select it.

Now you arrive at the “Define power buttons” screen. Here, for each option (pressing the power button;
pressing the Sleep button, if you have one; closing the lid), you can choose “Sleep,” “Do nothing,”
“Hibernate,” “Shut down,” or “Turn off the display.”

36
And you can set up different behaviors for when the machine is plugged in and when it’s running on
battery power.

Navigating the Start Menu by Keyboard

If your computer has a physical keyboard—you old-timer, you!—you can navigate and control the Start
menu in either of two ways:

Use the Arrow Keys

Once the Start menu is open, you can use the arrow keys to “walk” up and down the menu. For example,
press to enter the left-side column from the bottom. Or press and then to enter the right side.

Either way, once you’ve highlighted something in either column, you can press the or keys to hop
to the opposite side of the menu, or press the or keys to highlight other commands in the column
(even the Power command or “All apps”). (You can no longer type the first initial of something to select
it.)

Once you’ve highlighted something, you can press Enter to “click” it (open it), or tap the key or Esc
to close the Start menu and forget the whole thing.

Use the Search Box

This thing is awesome. The instant you press the key, your insertion point blinks in the new “Ask me
anything” search box below the Start menu (Figure 1-13).

NOTE

If you click in the “Ask me anything” search box instead of pressing , you get a panel full of news,
weather, and other details Windows thinks might be relevant to your life. That’s all part of Cortana, the
voice assistant described in Chapter 5.

That’s your cue that you can now begin typing the name of whatever you want to open.

NOTE

The search box used to be part of the Start menu. Now it’s actually part of the taskbar. It still takes you
one click, tap, or keystroke to highlight it for typing—but because it’s always visible, it seems more
present and useful. You know?

The instant you start to type, you trigger Windows’ very fast, whole-computer search function. This
search can find files, folders, programs, email messages, address book entries, calendar appointments,

37
pictures, movies, PDF documents, music files, web bookmarks, and Microsoft Office documents, among
other things.

It also finds anything in the Start menu, making it a very quick way to pull up something without having
to click through a bunch of submenus.

Jump Lists in the Start Menu

Jump lists are submenus that list frequently used commands and files in each of your programs for quick
access.

For example, the jump list for a web browser might offer commands like “New window” and “Close
window”; the jump list for a Microsoft Office program (like Word) might list documents you’ve edited
lately.

In other words, jump lists can save you time when you want to resume work on something you had open
recently. They save you burrowing through folders.

Now, jump lists can appear either in the Start menu (in the “Most used” section) or on your taskbar. Jump
Lists in the Taskbar describes the taskbar versions, but here’s a quick rundown on the Start menu
versions.

Recently Opened Documents

The left side of the Start menu—the “Most used” section—keeps track of recently used documents
automatically, as shown in Figure 1-14. This list of Recent documents changes as your workflow does;
documents drop off the list if you don’t open them much anymore.

You can, however, pin a document to its jump list, meaning that it won’t disappear even if you never
open it. Figure 1-14 shows the technique.

2.5.1 The Secret Start Menu

Windows 10’s new (old) Start button harbors a secret: It can sprout a tiny utility menu, as shown
in Figure 1-15.

To see it, right-click the button, or (on a touchscreen) hold your finger down on it.

TIP

Or press +X to make the secret Start menu appear (if you have a keyboard, of course).

38
 Figure 1-15. This secret little menu of options
appears when you right-click the button. It’s
a shortcut to the Task Manager and the Control
Panel, among other things.

There, in all its majesty, is the secret Start menu.

It’s seething with shortcuts to toys for the
technically inclined.

All the items in it are described elsewhere in this

book, but some are especially useful to have at
your mousetip:

• System opens a window that provides every

possible detail about your machine.
• Control Panel is the quickest known
method to get to the desktop Control Panel, described in Chapter 7.
• Task Manager. Huge. This special screen (Exiting Programs) is your lifeline when a program
seems to be locked up. Thanks to the Task Manager, you can quit that app and get on with your life.

39
4 Sub-module 4: Word Processing
4.1 Starting, creating and opening a Word window
4.2 Working with texts
4.3 Word menus for document editing; e.g. copy, paste, cut
4.4 Saving a Word document
4.5 Formatting a page, document, and paper size
4.6 Working with tables
4.7 Working with drawings, clipart and pictures
MS–WORD 2007 – PRACTICAL

 What is MS-Word? In addition, describe different Parts of MS-Word window -2007

with diagram.

40
Question to present in class marked out of 100%.

41
Title Bar
 Title Bar is the bar which display the name of the current document
 Default name is Document1
 Extension name of MS-word is .docx

Ribbon:
The Ribbon is the Region at the top of the user interface that provides quick access to task- specific
command. It provides you with an easy to access set of commands organized onto tabs. All of the
relevant commands for any particular task are placed under an individual tab that represents the
main functionality.

Office button:

The Microsoft office button brings together all the level features , such as new, open save , save as.
It provides access to the tab , which allows you to customized the environment . It also display the
list of recently open document to enable you to quickly access the required the document /
presentation/ spread sheet program.
Quick Access Toolbar
The Quick access Toolbar is a customizable toolbar that provides easy access toany command in the
application.

By default ,the Quick access bar is places on top of the Ribbon and includescore commands such
as Save, Undo, Redo, Open.

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 The status bar

 The status bar at the

bottom is display the page
number, Line number, word
count, zoom, etc.
 Word's Status Bar can
keep track of and display
statistics about yourdocument.
Statistics or features can be
added, removed, or viewed
simply.

How to open Microsoft Word -2007

 Start Programs Microsoft office Microsoft Word.

OR

 Click Windows + R button

 Run

 Run winword

 Ok

5 How to Delete Text in MS Word

43
You can easily delete the text in Word including characters, paragraphs or all of the content of
your document. Word offers you different methods to delete the text; some of the commonly
used methods are given below;

o Place the cursor next to the text then press Backspace key
o Place the cursor to the left of the text then press Delete key
o Select the text and press the Backspace or Delete key
o Select the text and type over it the new text.

6 How to Select Text in MS Word

Place the cursor next to the text then left click the mouse and holding it down move it over the
text then release it. The text will be selected.

Some shortcuts for selecting text are:

o To select a single word double click within the word

o To select the entire paragraph triple click within the paragraph
o To select entire document, in Home tab, in Editing group click Select then choose Select All
option or press CTRL+A
o o Shift + Arrow; hold down the shift key then press the arrow key, the word will select the text in
the direction of the arrow key. There are three arrow keys, so you can select the text in three
different directions.

7 How to Copy and Paste Text in MS Word

Word offers different methods to copy and paste text. Some of the popular methods are given
below;

Method 1;

o Select the text you want to copy

o Select the Home tab and click the Copy command
o Place the cursor where you want to paste the text
o Click the Paste command in Home tab

Method 2;

o Select the text

44
 o Place the cursor over the text and right click the mouse
o A menu will appear; with a left click select the "Copy" option
o Now, move the cursor to a desired location and right click the mouse
o A menu will appear; with a left click select the 'Paste" option.

8 How to Save the Document in MS Word

When you create a document it is important to save the document so that it can be viewed or
reused later. The basic steps to save a document are listed below;

o Click the Microsoft Office Button

o A list of different commands appears
o Click the 'Save As' command
o it displays 'Save As' Dialogue Box
o Save the document to desired location with a desired name

You can also choose 'Save' command from the list to save the document to its current location
with same title. If you are saving a fresh document, it displays 'Save As' dialogue box.

The shortcut method to save a document is to press "Ctrl+S" keys. It opens the 'Save As'
dialogue box where you can name you document and save it to a desired location.

9 How to Insert a Text Box in MS Word

Text box allows you to control the position of a block of text in your document. You can also
format them with borders and shading. The two commonly used methods to insert Text Boxes
are given below:

Method 1:

o Select the Insert tab

o Locate the Text group
o Click the Text Box button
o It displays Built-In text box menu and an option to draw table
o With a left click select the desired text box format from the menu

Method 2:

• Select 'Draw Text Box' option

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• A cross shaped cursor appears

• Left click the mouse and holding it down drag it to draw the box of desired dimensions

See the image:

10 Bold, Italic and Underline Commands in MS

Word
These commands are given in the Font group in the Home tab. Their functions are given below;

o Bold: It allows you to Bold the text of your document

o Italic: It allows you to Italicize the text of your document
o Underline: It allows you to underline the text of your document

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft Office
2007. It is located below the Quick Access Toolbar and the Title Bar. It comprises seven tabs;

46
Home, Insert, Page layout, References, Mailing, Review and View. Each tab has specific groups
of related commands. It gives you quick access to the commonly used commands that you need
to complete a task.

See the image:

10.1.1 Home tab:

The Home tab is the default tab in Microsoft Word. It has five groups of related commands;
Clipboard, Font, Paragraph, Styles and Editing. It helps you change document settings like font
size, adding bullets, adjusting styles and many other common features. It also helps you to
return to the home section of the document.

See the image:

10.1.2 Insert tab:

Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or add
extra features in your document. It is commonly used to add tables, pictures, clip art, shapes,
page number, etc. The Insert tab has seven groups of related commands; Pages, Tables,
Illustrations, Links, Header & Footer, Text and Symbols.

See the image:

47
10.1.3 Page Layout tab:
It is the third tab in the Ribbon. This tab allows you to control the look and feel of your
document, i.e. you can change the page size, margins, line spacing, indentation, documentation
orientation, etc. The Page Layout tab has five groups of related commands; Themes, Page Setup,
Page Background, Paragraph and Arrange.

See the image:

10.1.4 References tab:

It is the fourth tab in the Ribbon. It allows you to enter document sources, citations, bibliography
commands, etc. It also offers commands to create a table of contents, an index, table of contents
and table of authorities. The References tab has six groups of related commands; Table of
Contents, Footnotes, Citations & Bibliography, Captions, Index and Table of Authorities.

See the image:

10.1.5 Mailings tab:

It is the fifth tab in the ribbon. It is the least-often used tab of all the tabs available in the Ribbon.
It allows you merge emails, writing and inserting different fields, preview results and convert a
file into a PDF format. The Mailings tab has five groups of related commands; Create, Start Mail
Merge, Write & Insert Fields, Preview Results and Finish.

See the image:

48
10.1.6 Review tab:
It is the sixth tab in the Ribbon. This tab offers you some important commands to modify your
document. It helps you proofread your content, to add or remove comments, track changes,
etc. The Review tab has six groups of related commands; Proofing, Comments, Tracking,
Changes, Compare and Protect.

See the image:

10.1.7 View tab:

The View tab is located next to the Review tab. This tab allows you to switch between Single
Page and Two Page views. It also enables you to control various layout tools like boundaries,
guides, rulers. Its primary purpose is to offers you different ways to view your document. The
View tab has five groups of related commands; Document Views, Show/Hide, Zoom, Window
and Macros.

See the image:

11 How to Change Font Size in MS Word

You can easily change the font size of your text in the document. The basic steps to change the
Font size are listed below;

o Select the text that you want to modify

o In Home tab locate the Font group
49
 o In Font group click the drop-down arrow next to font size box
o Font size menu appears
o Select the desired font size with a left click
o Select the text and click the increase or decrease font size buttons

See the image:

12 How to Change Font Style in MS Word

The basic steps to change the font of a text in a document are given below;

o Select the text you want to modify

o Select the Home tab and locate the Font group
o Click the drop-down arrow next to font style box
o Font style menu appears
o With a left click select the desired font style
o If you want to change the font to bold or italic, click the 'B' or 'I' icons on the format bar.

See the image:

50
13 How to Format Font Color in MS Word
MS Word allows you to change the Font color of your text. If you want to emphasize a particular
word or phrase, you can change its font color. The basic steps to change the Font color are
given below;

o Select the text you want to modify

o In Home tab locate the Font group
o Click the drop-down arrow next to Font color button
o Font color menu appears
o Select the desired font color with a left click
o Word will change the Font color of the selected text.

14 How to Change Text Case in MS Word

You can easily change the text case in your document by following the steps given below;

o Select the text you want to change

o In Home tab locate the Font group
o Click the drop-down arrow in 'Change Case' button
o It displays text case menu
o Select the desired case with a left click
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The case menu offers four options;

Sentence case: It capitalizes the first letter of each sentence.

Lowercase: It changes the text from uppercase to lowercase.

Uppercase: It capitalizes all the all letters of your text.

Capitalize Each Word: It capitalizes the first letter of each word.

Toggle Case: It allows you to shift between two case views, e.g. to shift between Capitalize Each
Word and cAPITALIZE eACH wORD .

15 How to Change Text Alignment in MS Word

You can change the text alignment in your document to make it more presentable and readable.
The basic steps to change the text alignment are given below;

o Select the content you want to modify

o In Home tab locate the Paragraph group
o It has four alignment options ;

Align Text Left: Aligns the text towards left margin

Center: Brings the text at centre

Align Text Right: Aligns the text towards right margin

Justify: Aligns the text to both left and right margins

o Select the desired alignment option with a left click

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 16 Sub-module 5: Printing, Scanning, and Copying
16.1 Installing a printer
17 How to Add a Printer in Windows 10
If your network-capable printer is not automatically detected by Windows, you will need to set it up
manually. This will involve going to your printer menu, configuring a TCP/IP a port, and installing the
drivers. Follow the steps below to add a network printer in Windows 10.
1. Open the Windows Start menu. This is the button in the bottom left corner of your screen that is shaped
like the Windows logo.
2. Then click to Settings. This is the gear-shaped icon just above the
power button in the Start menu.

3. Then click on Devices.

4. Next, select Printers & Scanners. You can find this in the left
sidebar.
5. Then click Add a Printer.

Note: Once Windows detects your printer, all you have to do is follow the on-screen instructions for
setting it up. If this is the case, you can stop at this point. However, if Windows does not auto-detect your
printer, proceed to the next step.
6. Click “The printer that I want isn’t listed.” Once you select this, the “Add Printer” screen will pop up.

53
 Choose “Add a local printer or network printer with
manual settings,” and click next.

Click on “Create a New Port” and select Standard

TCP/IP from the drop-down box.

7. Type in your printer’s IP address or URL (e.g. printer-one.school.edu) and click next. At this point, your
computer will try to detect the TCP/IP port. This might take some time.
8. Select the appropriate device type. Use one of the following methods to identify/install the appropriate
printer driver:
• In the drop-down menu for Standard Device Type, select the device type that corresponds with your
printer brand. For example, if you have a Canon printer, choose either Canon Network Printer or Canon
54
 Network Printing Device. Windows will then detect the driver model. You will notice that once it detects
the driver, your printer will be added to the list of devices in the Printer & Scanners menu.
• Install the print driver. Click on the box that says Have Disk. You will be instructed to install the driver
from the manufacturer’s installation disk (or a download of the driver) and copy it from where the driver
is located.
9. Set up optional preferences. Type a printer name if you want to. Otherwise, click Next. In the next
window, you could also set up set up printer sharing if you like (generally you should not do this). Once
done, click on Next.
10. Print a test page. You will get a message that you have successfully set up the printer. From here, you
can print a test page or click on Finish.

17.1 Working with printer cartridges and toners

17.2 How does toner work?
The two ingredients of toner, plastic and pigment, each have a simple role in the printing process.

The pigment provides the color, while the plastic allows the pigment to stick to the paper when the plastic
is heated and melts.

The melting process gives laser toner an advantage over ink, in that it binds firmly to the paper fibers,
resisting smudges and bleeding.

This also provides an even, vivid tone that helps text appear sharp on paper.

Another advantage of toner is the cost. Offices usually choose laser printers because the cost of replacing
the toner cartridges is less than inkjet printer cartridges, and laser printers tend to cost only slightly more
than inkjet printers.

Anatomy of a toner cartridge

The design of a toner cartridge varies with different models and manufacturers, but the following
components are commonly found in most toner cartridges.

Toner hopper:The small container which houses the toner

Seal:A removable strip that prevents toner from spilling before installation

Doctor blade: Helps control the precise amount of toner that is distributed to the developer

Developer:Transfers toner to the OPC drum

Waste bin:Collects residual toner wiped from the OPC drum

Wiper blade:Wipes away residual toner applied to the page

55
Primary charge roller (PCR):Applies a uniform negative to the OPC drum prior to laser-writing. It also
erases the laser image

Organic photo-conductor (OPC) drum:holds an electrostatic image and transfers toner onto the paper

Drum shutter:protects the drum from light when outside the machine and retracts the drum into the printer

17.3 How does the cartridge work?

In most cartridges, the toner hopper, developer and drum assembly are all part of the replaceable cartridge
unit.

When an image or text is being printed on paper, the printer gathers toner from the hopper with the
developer.

The developer, composed of negatively-charged magnetic beads attached to a metal roller, moves
through the hopper gathering toner.

The developer collects positively-charged toner particles and brushes them past the drum assembly.

The electrostatic image on the drum has a stronger negative charge than the beads on the developer, so
the toner is pulled from the developer onto the drum.

Next, the drum moves over the paper. The paper has an even stronger negative charge than the drum,
and pulls the toner particles off of the drum in the shape of the electrostatic image.

Next, the paper is discharged by the detac corona wire.

At this point, gravity is the only thing keeping the toner in place. In order to affix the toner, the paper
needs to pass through the fuser rollers, which are heated by internal quartz tube lamps.

The heat melts the plastic in the toner particles, causing the toner to be absorbed into the paper fibers.

Although the melted plastic sticks to the paper, it does not adhere to the heated fuser rollers.

This is possible because the rollers are coated with Teflon, the same material that helps food slide out of
non-stick frying pans.

17.4 Color vs. Monochrome Printing

Color toner works essentially the same way as monochrome toner, except the process is repeated for
each of the toner colors.

The standard toner colors are cyan (blue), magenta (red), yellow and black. The black is needed because
the three primary colors (red, yellow and blue) can be combined to form any color except black.

The reason for this is black is not technically a color, but the complete absence of color.

56
These four toner colors, when combined at varying levels of saturation and lightness, can produce
millions of different shades and hues.

This quick guided tour of toner cartridges should help provide a basic understanding of how they work.

The current technology of toner cartridges has allowed laser printers to dominate the office printing
market.

In the years to come, new designs of toner cartridges promise to provide more efficient and cost-effective
solutions for office and home printing.

18 Toner: what it is and how it works

18.1 What is a toner?
It is one of the key elements for our work to achieve a remarkable quality at the time of being printed,
but few know exactly what this mechanism consists of. We refer to toner, whose function and
mechanisms we will try to analyze and transmit in the following lines.

When talking about toner we refer to the dust that, electrically charged, consists of two types of elements,
on the one hand the pigments and on the other, the plastic. In the first case it is the elements that give
color to the text that we are going to print. The function of the plastic is precisely to mix with those
pigments, subsequently melting through the toner melting unit.

Meaning of the word toner: this word has several meanings, but we only use it as a mixture of powder to
form images using laser xerography technology.

18.2 How do toner cartridges work?

How does this process work? In a very simple way. It starts when the transfer roller receives a negative
charge, and a uniform negative charge is transferred to the image cylinder. From there, the cleaning blade
comes into operation, which mechanically traps the elements, which fall into the waste hopper.
57
Then, the laser unit comes on, which hits the surface of the image cylinder and generates an electrostatic
image. This is possible after the laser beam hits the surface of the drum and causes it to lose its load.

This step results in the developing part, in which the roller releases a layer of negatively charged toner,
transferring to the surface of the cylinder only in the parts that are illuminated by the laser light beam.

This process results in the last step, in which the printer selects the sheet and it passes through the image
cylinder and the transfer roller. This function supposes a consequence, that is not another one that the
toner is attracted towards him by the difference of loads, which generates the impression in the paper.

At this point, it should be noted that the toner is firmly fixed after using heat to melt it on the paper,
avoiding spills of material in parallel. It is the key to the process, which allows to obtain a very high print
quality.

18.2.1 Laser printing process:

In this video it explains very well the basic operation of laser printing.

Toner powder is a powder that is manufactured by a chemical process, it is a powder similar to the residue
left by a candle when this oily dust is burned, it is not exactly the same as for the toner there is a
purification process for all the particles have the same size and the same color, the most important thing
is that they have an electrostatic charge either positive or negative, according to this designed printer.
When you buy a toner for a specific printer and that model comes prepared with the correct electrostatic
charge and with the powder to the size (the diameter of the particle) and color required, that’s why the
toner powder is specific for each brand or model of printer.
58
How do we make that powder become the desired impression?

First we would have to explain what parts we can find in the toner cartridge that make laser printing
possible

The powder, which is inside the tank on the back of the cartridge. When we buy a toner, many
manufacturers ask us to move the toner cartridge vertically and horizontally the cartridge so that the
powder does not get stuck, Inside many toner is incorporated the photosensitive cylinder or printing
drum, what we want to draw is projected with the laser to this cylinder, the charge of the laser will ionize
the cylinder and put an electric charge, the cylinder rotates and when going through the deposit of toner
powder, it is stuck to the drum by the electrostatic charge coinciding exactly with what we want to print
. the paper is loaded with the opposite load that the cylinder has, with which the image is transferred
from the cylinder to the paper, at this moment the toner is only attached to the paper by the load that the
paper and the toner have, but it is not yet set.

We would go to the last stage, but out of the cartridge, since this part is always in the printers, the melter
comes into operation, which is a roller with an electrical resistance, by means of the pressure and the
temperature it exerts on the paper. It melts and anchors it.

After this the cylinder is cleaned a knife removes the excess toner and puts it in a tank for residual toner

The laser prints are very cheap in terms of the price per copy since the toner powder is very economical
but the cartridges to incorporate in some cases the drum expensive price.

In the large printers or photocopiers for the amount of pages that print and the high price of its
components have everything separated, on the one hand the deposit on the other hand the drum and on
the other hand the blades and the waste deposit.

18.3 Why does my printer toner stain the sheets?

These drums when loaded must be very careful when removing them from the printer since on the outside
with strong lights like the sun (when going ionized) they can lose the electrostatic charge in an
irreversible way, and leaves to be stained when they can not draw the laser well the load. It can also be
a problem of the blade that does not separate the excess toner well and generate lines from top to bottom.

How much is the toner of a printer worth?

18.4 How to clean the toner

In an office environment, the cleaning of the equipment is key and decisive when it comes to extending
the life of a laser printer. In fact, toner care is one of the most important parts of toner maintenance. Thus,
this does not happen only by cleaning the outer casing.

59
On the contrary, it is necessary to take care of one of the elements that have more value within these
equipment, such as toner. A part of the cleaning that we talked about should focus on toner, part of the
printer that stands as the protagonist of the most special care.

In particular, it is important that when you get ready to clean this device do not open the toner. Neither
try to shake it, an action that is automatically played when the user notices the first problems in the
absence of ink in the laser printer. In this sense, one must bear in mind that there is a risk directly related
to this bad gesture, which involves filling the inside of the printer with dust.

As a result of such an error, likewise, one must also know that the clothes we wear at that time can be
stained. And worst of all: that it is a very difficult substance to be eliminated, especially if you do not act
quickly.

In parallel, they have to take care of the temperature and humidity controls of the printer, although experts
say that these two indicators are not decisive for good toner maintenance. In this sense, you have to try
to keep the toners unused as well as the equipment in environments where there is not too much light or
temperature.

However, in the market there are certain toners that are photosensitive, which is why they have to be
specially taken care of and not exposed to the sun in excess. In parallel, and although it seems obvious,
you must take special care with the blows and avoid falls, chafing and impact of these products.
Especially when they are transported or at the moment of being placed.

In spite of this, specialists recognize again that, as happens with sun exposure, toners must be taken care
of delicately and avoid knocks, although the user should not be obsessed with it, since otherwise , is
exposed to have more chances of this occurring.

Avoid toner shock when transporting or when it is to be placed. It is composed of very sensitive pieces
that can be released at the slightest stroke. We must treat it in a delicate way but as we said before,
without obsessing.

How to act in the event of a spill

In parallel, we must take into account how to act in the case of a powder spill, which is the result of the
toner handling process when changing it, cleaning it or simply removing it to clean the equipment. So,
the first thing we have to do is stop our hands and, quickly, throw warm water and soap. This traditional
remedy is very effective when the powder comes in contact with the skin.

Then, if the ink falls on the clothes, do not try to remove the liquid by rubbing it with your hands. In fact,
through this mechanism it will spread further and the action will be ineffective. On the contrary, it is best
to find a brush and rub it in a strong and fast way.

60
In the case of using liquid and stain remover and rubbing it with a napkin one makes it penetrate more
and its elimination will be a very hard test. On the contrary, a rag and cold water are great remedies if
the ink has spilled on the floor, since to aspire it can have the opposite effect, and that is that it spreads
more.

18.5 What to take into account when buying a toner

There are many experts who believe that the use of printer toner is cheaper for those users who print a
large number of documents. Within a minority stream, this element is also chosen depending on the
model of printer used and the performance of the ink cartridges that are available.

However, how can we be able to select the toner that best suits us? The printers that use the toner
cartridges are the laser printers.

In this sense, there are some criteria that allow us to compare the different types of toner that exist in the
market, so knowing them will be of great help before making your purchase.

For this reason, it is essential to know, in the first place, the type of toner that your printer uses, whether
it is powder, liquid or laser. To facilitate the task, we recommend that you only compare those toners of
the class that your equipment uses.

Next, know and identify what kind of performance your ink cartridges have, what we commonly call the
cartridge life. It consists of a number that as a rule is printed on the toner box. However, it can also be
located on the manufacturer’s website. With this indicator in your possession you can know the number
of pages that can be printed from a toner cartridge. So all you have to do is buy that identifier with respect
to those toners that you are thinking of buying.

To facilitate this process, you must divide the number of pages you calculate of the cartridge’s
performance between the price of printer toner, operation from which we will obtain the cost of each
page. Again you will have to compare the result of all the toner that is in your mind to buy, a comparison
that will help you to verify what is the true price of toner.

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This is because in practice a toner can have a cost of more than 15 euros on average higher than another
model. However, by making this comparison based on the cost per page we will find that in the long
term the one with the highest price can yield more.

Finally, it is also important to know and compare the useful life of the toner. And in some cases can last
less than a year and a half, so for those users who make impressions in a timely manner would not be a
convenient choice. Therefore, we must take into account the number of impressions that are going to be
made, in addition to their rhythm and duration, before selecting the toner that we are going to buy.

18.6 Liquid toner

The way to print with liquid toner is practically the same as the one done with powder toner, but the
following peculiarities can be highlighted:

The constitution of the toner for obvious reasons is different in a significant way. The particles of toner
are suspended in an insulating liquid, for that it is typical to use paraffin, these particles are attracted
by the charge of the drum as it happens in the printers of toner powder.
As the liquid toner is inside the fluid and it is easier to control the size of the particles it is much
smaller and this makes the resolution with which it can be worked is greater

18.7 Among the parts of the toner we find the following:

• Toner powder
• Dosing blade: It is responsible for regulating the amount of dust that must be moved from the
deposit of the same to the magnetized cylinder. As this blade wears, the prints start to come out
with stripes.
• Toner powder deposit: Here the powder that will be «impregnated» in the paper by magnetism
is stored and fixed by a laser action.
• Cleaning blade: Its function is simple. Remove the toner that did not adhere to the paper and
return it to the waste toner box. If it is not perfectly installed, the sheets that are printed may
include stains or could damage the magnetized cylinder.
• Toner chips: They are used to analyze the performance of the toner itself. Keep track of the
number of pages printed, remaining toner, etc.
• Waste toner tank: It is smaller than the main tank, since toner that is left over after making a
copy is collected.
• Primary charge roller or PCR: Apply electricity with a negative charge to the OPC cylinder so
that the laser can trace what is requested on it.
• Magnetized Cylinder: This tube is responsible for transporting the toner from the deposit to
the paper.
• OPC cylinder unit: It is the mechanism on which the laser acts. This is loaded in a negative
way so that later the laser writes or draws on it and impregnates the dust on the sheet.
18.8 What is a Printer Toner?
A printer toner, laser toner or toner may be described as the consumable component of a laser printer. A
printer toner is comprised of dry toner powder which is a mixture of carbon, plastic or polyester,
polypropylene wax, black and other coloring pigments. We explain how the toner works and the different
components that make up the printer toner and much more in this article. Read on!

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18.9 What is a Laser Printer?
A laser printer is a type of printer where the keys don’t strike the paper. These printers make use of a
non-impact photocopier technology. The first laser printer was introduced by IBM in 1975, but it was
made only for mainframe computers.

It was Hewlett-Packard which made laser printers a popular device, with the launch of LaserJet. LaserJet
was made for personal computers and was reasonably priced. Laser printers of today are cheaper than
they have ever been in the past, and far more efficient. While HP is still the leading manufacturer of laser
printers, it is closely followed by Xerox, Okidata and Lexmark.

18.10 A Laser Printer Comprises of the Following Components…

• Toner Cartridge
• High Voltage Power Supply
• Laser Scanning Assembly
• Paper Transport Assembly
• DC Power Supply
• Transfer Corona Assembly
• Formatter Board
• Fuser Assembly
The toner cartridge comprises of a print drum, toner, cleaning blade and a charge corona wire. For the
purpose of this article, we are specifically interested in the printer toner.

18.11 How does a Printer Toner work?

The printer toner is something most of us take for granted – we don’t think much about it because it is
such a simple thing and works so well for the most part. When the printer runs low, just put in a new
toner cartridge and it starts working perfectly yet again.

The toner is comprised of powdered plastic. The thing about plastic is that you can manipulate it as you
like with static electricity. You can also melt the plastic and fuse it onto paper to create clear and perfect
images.

Printer toners make use of a technique called xerography, which means printing with paper rather than
with ink. It works pretty much the same manner in printers as it does in photocopier machines.

In fact, the laser printer was invented by a certain Gary Starkweather, an employee of Xerox, the world’s
leading maker of photocopier machines, in 1969.

Photocopier machines comprise of a rotating drum coated with selenium, a semiconductor. The selenium
coating converts light into electricity, much in the manner of a solar cell.

When the bright light of the laser beam is bounced off the paper onto the drum, a type of static charge is
created, which has an effect on the toner. As the laser is scanned directly onto the drum, an electrostatic
charge is created, which can be used to generate various types of electrostatic images.
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18.12 Evolution of Printer Toners
Back in the 1970s, when printer toners were first introduced, they were quite basic and contained only
rust and soot for the most part. The rust, or iron oxide, was magnetic and allowed superior control during
the imaging process.

But color printing was not possible with the toners of old. The reason was the dark oxide contained in
the rust made the colors brown. Color printing was only introduced in 1994 as manufacturers added more
refinements and additives to the toner for better speed and image quality.

18.13 What are the Different Components of a Printer Toner?

Here’s a look at the different components of a printer toner….

Polyester/Plastic – Most color toners are made of at least 85% to 95% plastic or polyester which is
broken into a very fine powder. The grains have to be made as small as possible for better image
resolution. The thing about plastic is that is that while it does not conduct electricity, it holds a static
charge. This means plastic can cling to anything that gives an opposite charge. This property of plastic
is made use of by laser printers. They use the power of plastic to cling to things under static charge to
ensure that the toner gets onto the imaging drum and from there onto paper.
Carbon Black – Polyester, which is the main ingredient in toners, is not black, it is clear. So in order to
make it appear black, makers of printer toners add carbon black, which is essentially a high-purity soot
to it. This high-purity soot is produced by burning creosote or tar and is usually used to make rubber
products such as tires tougher and stronger. Carbon black is a class II carcinogen, it ensures that the toner
is sealed in place once it hardens on the paper.
Fumed Silica – The fumed silica or SiO2 provides a silky or liquid flow to the polyester toners. This
substance looks like microscopic glass beads and are considered essential for spreading the toner across
the page at superfast speeds especially in an office environment.
Charge Control Agents – When the toner leaves the toner cartridge, it clashes against the metering
blade, which results in a static charge. This is referred to as Tribo-electrification. With charge control
agents you can put a negative bias to the toner, which ensures that it clings to the imaging drum. The
charge control agents consist of bits of zinc, iron and chromium and they ensure that the toner holds on
to the charge.
Pigment Yellow 180 – A color printer should have separate cartridges for magenta, cyan, yellow and
black. The yellow color comes from Pigment Yellow 180, which is an organic pigment or a
benzimidazolone compound.
Pigment Red 122 – The red color in the toner used in a color printer comes from Pigment Red 122,
which is a Quinacridone compound which features a range of reddish hues. This is a highly durable
substance, which is why it is used in exterior paints.
Pigment Blue 15:3 – Cyan is one of the colors used in color printers and this is produced by Pigment
Blue 15:3, or the compound copper phthalocyanine. This is a common pigment which is used in solar
cells and even in quantum computers.
Polypropylene Wax – Polypropylene wax is an essential ingredient used in printer toner for lubrication.
It is a solution to an old problem with toners, where the toner would stick to the fuser rollers and the next
page would get smudged. Polypropylene wax is a polymer much like polyester but has much longer

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carbon strands and fewer amounts of chemicals hanging out of the strands. This means there is enough
space for molecules to slide or slip past one another.
18.14 What is the Difference between Toner Cartridges and Ink Cartridges?
There are two types of printers – laser printers and inkjet printers. Laser printers, which make use of
toner cartridges, are different from inkjet printers, which make use of ink cartridges. Inkjet printers spray
liquid ink onto paper through microscopic nozzles to create a printing pattern.

Toners differ from ink cartridges when it comes to functionality and the format or the printing patterns.
There is also a lot of difference between the two with respect to the benefits. Let’s take a look.

18.14.1Replacement Cost

One of the things to consider when replacing a cartridge is the replacement cost. There is no question
that toner cartridges are more expensive than ink cartridges. However, while the initial expense of inkjet
cartridges are low, the costs start adding up over a period of time. While a toner costs much more up
front, it is more durable and lasts much longer, which makes it more cost-effective over the long term.

Inkjet cartridges don’t last long and will have to be replaced frequently. The cost of the replacement may
be affordable, but when you buy too many of them, they can get quite expensive. Also, ink cartridges
don’t print as many pages as a toner cartridge and have to be replaced every so often. This makes toner
cartridges more cost-effective over a period of time.

18.14.2Speed and Capacity

There is no question that laser printers are much faster than inkjet printers. They are the best option for
those who expect the speed of the printing to be high. The electromagnetic process that takes place in
laser printers is extremely precise; so you can print hundreds of pages in just a few minutes without a
break. This makes laser printers ideal for the office environment, where the requirement is for high speed
and capacity.

Inkjet printers are much slower than laser printers. They are not as precise as laser printers either and not
capable of high printing speeds and capacity. They are better suited for home use rather than for use at
an office or a store. If speed and capacity of printing is what you’re looking for, laser printers are an
obvious choice.

18.14.3Image Quality
When it comes to the image quality, laser printers are considered to be far superior to inkjet printers.
While there are some models of inkjet printers that produce highly colorful and vivid images, this is not
true of all inkjet printers. It is not possible for inkjet cartridges to match the precision of the laser drawn
imagery of the printer toner. Also, with inkjet cartridges, it is difficult to get the desired image quality
and to avoid smudges.

18.14.4How Does a Laser Printer Toner Work?

Here is a quick explanation of the Electrophotographic (EP) Print Process. This takes place in 6 stages.
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#1: Charging – In the charging stage, a strong negative charge is applied to the surface of the toner drum
through the charge corona wire contained in the toner cartridge.
#2: Exposing – During this stage, the laser scans the drum from one end to another and turns on and off
according to the signal received from the formatter board. The charge received by the toner drum is
reduced substantially in areas that are touched by the laser beam. The image is built up on the toner drum
surface once the drum starts rotating.
#3: Developing – The toner is then transferred to the various areas of the drum that have a slight negative
charge. The printer toner is attracted by the magnet inside and sticks to the roller because of the
electrostatic charges that are built.
#4: Transfer – The registration rollers receive signals from the formatter board so that the paper can be
sent through. The rollers move the papers in between the drum so that the image is properly transferred
to the paper. A high positive charge is applied to the paper, which attracts the toner, which is negatively
charged. Any jamming of the printer is prevented by the static eliminator comb.
#5: Fusing – This is the next stage of the printing process. The toner is only loosely attached to the
printing paper up to this stage. Then the fuser, which consists of a pair of heated rollers, uses the high
temperature to melt the toner onto the printing paper. The paper is passed through the roller fast so that
it does not get burned up.
#6: Cleaning – Cleaning is the last stage of the printing process. During the cleaning, a bright light is
beamed on the photoreceptor surface, which erases the electrical image. Following this, the drum surface
passes through the corona wire and the positive charge is re-applied.
18.15 How do Color Printers Work?
Back in the past, most commercial laser printers could only manage monochrome printing, or black
printing on white paper. But since the 1990s, color laser printers have become very popular. Color
printers work in the same way as black and white printers, but they go through the entire printing process
4 times.

Color printers use a special type of printer toner which includes color pigments of the following colors
– cyan, magenta, yellow and black. By combining the four different colors in different proportions, you
can generate an entire spectrum of different colors.

Some of the latest printer models feature a separate printer unit for each color, comprising of a drum,
laser assembly and toner system. The paper is moved seamlessly through the various drum heads and
collects the four different colors in different combinations before placing the image onto the paper.

18.16 What are the Different Types of Printer Toner Cartridges?

There are essentially 3 different types of toner cartridges based on how they are manufactured….

Genuine — Genuine printer toner cartridges are also referred to as OEM cartridges or those made by
the original equipment manufacturer. They are sold by the printer manufacturers, such as HP or Xerox.
These OEM cartridges come with excellent guarantees and feature only a genuine brand printer toner.
The printer manufacturer may warn you about using only branded and genuine OEM printer toner
cartridges with their printers. If you don’t, you risk losing your equipment warranty. The only real issue
with these Genuine OEM toner cartridges is that they are expensive.

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Compatible – Compatible or generic toner cartridges are those that are manufactured by third-party
companies. They are sold under various brand names and differ only slightly in comparison to OEM
toner cartridges at design, look and page yield. These cartridges are cheaper than Genuine OEM toner
cartridges. They are also less reliable – while some of these cartridges may contain more toner and print
more pages than original cartridges, others may not last that long. Some of the compatible toner cartridges
provide a very subpar print quality and may give you pages with dirty backgrounds. So you should do
your research on the reputation of the manufacturer before buying compatible cartridges.
Remanufactured – In Remanufactured toner cartridges you are basically refilling the cartridge with new
toner. These are refurbished cartridges where the worn or damaged parts are changed. The quality of the
toner and the remanufacturing process varies from one manufacturer to another. Some of the
remanufactured cartridges cannot be relied upon – they are known to malfunction, leading to the leaking
of the toner, and even resulting in a lot of damage to the printer. So you should be careful when choosing
remanufactured cartridges, and test them out before using them. There are many companies that make
high quality remanufactured cartridges where care is taken to ensure that there is no leaking of the toner
under any circumstance. Remanufactured toner cartridges are popular because they are much cheaper
than OEM cartridges.
18.17 Is Recycling of Toner Cartridges Possible?
Yes, recycling of toner cartridges is a widely followed practice. There are many remanufacturers of toner
cartridges that collect old or empty cartridges from customers and fill them up with new printer toner.
They make sure to salvage 90% of the components from an old cartridge. The recycled or remanufactured
cartridges are sold at a steep discount in comparison to the market price.

Recycled cartridges reduce the dependency on petroleum which is used in the production of new toner
cartridges, and help minimize the carbon footprint. That’s why even original equipment manufacturers
such as Hewlett Packard have launched comprehensive recycling programs for used cartridges.

18.18 Printing documents

18.19 Scanning documents and pictures
18.20 Safety, security and health precautions when printing and scanning documents
19 Sub-module 6: Microsoft Excel
19.1 Creating an excel document
19.2 Entering data to a spreadsheet, editing and formatting a datasheet
19.3 Using formulas and functions
19.4 Creating/plotting charts and graphs from excel data values
19.5 Inserting tables to excel worksheet
19.6 Printing a spreadsheet

20 MS Excel- 2007

Question - What is MS-EXCEL & describe different Parts of MS-Excelwindow -2007

with diagram?

 Microsoft excel is an Application software.

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 Microsoft excel is known as spreadsheet program.

 Microsoft excel is a collection of Rows and Columns.

 A spreadsheet is a program that manipulates number and string data inRows and Columns.

 Benefits – the main advantages of using a spreadsheet program is that itenables you to
perform simple row and column arithmetic.

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20.1.1.1.1 Worksheet

 A work sheet contains rows and columns of cell.

 A numbers of worksheet is called a workbook. It is the file in which you work and store data
in Excel. As a workbook contains a number ofworksheets.

20.1.1.1.2 Title Bar

 Title Bar is the bar which display the name of the current document

 Default name is Book1

 Extension name of MS-Excel is .xlsx

Office Button

 The Microsoft office button brings together all the level features,such as new, open save ,
save as.

 It also displays the list of recently open document.

20.1.2 Quick Access Toolbar

 The Quick access Toolbar is a customizable toolbar that provides easy access to any
command in the application.

 By default ,the Quick access bar is places on top of the Ribbon andincludes core
commands such as Save, Undo, Redo, Open.

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20.1.2.1.1 Ribbon:

The Ribbon is the Region at the top of the user interface that provides quick access to task- specific
command. It provides you with an easy to access set of commands organized onto tabs. All of the
relevant commands for any particular task are placed under an individual tab that represents the
main functionality.

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 Row , Column & Cell

Row

 Horizontal Lines are called Rows.

 Named as 1, 2, 3, 4………etc

 In Ms-Excel 2007 Excel worksheet contains 10,48576 rows.

20.1.2.2 Column

 Vertical Lines are called Columns.

 Named as A,B, C, D………etc

 In Ms-Excel 2007 Excel worksheet contains 16384 columns.

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20.1.2.3 Cell

 A cell is an intersection of rows and columns.

 A cell is represented by the combination of a column and rowname.

 Ex - A1 is the first cell (Column A and Row 1)

 You can enter data in excel in the cell.

20.1.3 Formula Bar

 Formula bar is a section in Microsoft Excel .

 It shows the contents of the current cell and allowsyou to create and view formulas.

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20.1.3.1 Features of Microsoft Excel

 Linking Worksheet

Linking Worksheets enable you to work on a number of worksheets at a time.

 A large number of Rows and Columns

A single Excel worksheet contains 65,536 rows and 256 columns. A single cellin excel can contain
32,767 characters.

 Charts

Charts enables you to graphical representation data in a worksheet.

 AutoCorrect and Spell Check

Automatically corrects common typing and spelling and grammatically errors.

 Conditional Formatting

Apply condition in a specific cell or range of cell.

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 20.1.3.1.1 How to open Microsoft Excel -2007

 Start Programs Microsoft office Microsoft

Excel

21 OR

 Click Windows + R button

 Run

 Run excel

 Ok

This part is for practical.

Functions:-

A B

21.1.1.1 1
20 30
2
15 40
3
25 50

If the values are placed in the from A1 to B31.The total

is
= sum(Range of the cell)

= sum(A1:B3) (It display the result = 180 )

2. The maximum value

=maximum(Range of the cell)

=maximum(A1:B3) (It display the result = 50 )

3. The minimum value

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=minimum(Range of the cell)

=minimum(A1:B3) (It display the result = 15 )

4. The Average value

= Average (Range of the cell)

= Average (A1:A3) (It display the result = 20 )

5. Show the date.

=Today() (It display the Current date in this format 8/4/2014 )

6. Show both date & Time

=Now() (It display the Current date in this format 8/4/2014 15:55)

22 MS Access – Overview
Microsoft Access is a Database Management System (DBMS) from Microsoft that combines
the relational Microsoft Jet Database Engine with a graphical user interface and
softwaredevelopment tools. It is a member of the Microsoft Office suite of applications,
included in the professional and higher editions.
• Microsoft Access is just one part of Microsoft’s overall data management product
strategy.
• It stores data in its own format based on the Access Jet Database Engine.
• Like relational databases, Microsoft Access also allows you to link related information
easily. For example, customer and order data. However, Access 2013 also complements
other database products because it has several powerful connectivity features.
• It can also import or link directly to data stored in other applications and databases.
• As its name implies, Access can work directly with data from other sources, including
many popular PC database programs, with many SQL (Structured Query Language)
databases on the desktop, on servers, on minicomputers, or on mainframes, and with
data stored on Internet or intranet web servers.
• Access can also understand and use a wide variety of other data formats, including many
other database file structures.
• You can export data to and import data from word processing files, spreadsheets, or
database files directly.
• Access can work with most popular databases that support the Open Database
Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2.
• •Software developers can use Microsoft Access to develop application software.
Microsoft Access stores information which is called a database. To use MS Access, you
will need to follow these four steps:
• Database Creation - Create your Microsoft Access database and specify what kind of data
you will be storing.
• Data Input - After your database is created, the data of every business day can be
entered into the Access database.
• Query - This is a fancy term to basically describe the process of retrieving information
from the database

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 • Report (optional) - Information from the database is organized in a nice presentation
that can be printed in an Access Report.
22.1 MS Access – RDBMS

Microsoft Access has the look and feel of other Microsoft Office products as far as its layout
and navigational aspects are concerned, but MS Access is a database and, more
specifically, a relational database.
Before MS Access 2007, the file extension was *.mdb, but in MS Access 2007 the extension
has been changed to *.accdb extension.

• Early versions of Access cannot read accdb extensions but MS Access 2007 and later
versions can read and change earlier versions of Access.

• An Access desktop database (.accdb or .mdb) is a fully functional RDBMS.

• It provides all the data definition, data manipulation, and data control features that you
need to manage large volumes of data.

• You can use an Access desktop database (.accdb or .mdb) either as a standalone RDBMS
on a single workstation or in a shared client/server mode across a network.

• A desktop database can also act as the data source for data displayed on webpages on
your company intranet.

• When you build an application with an Access desktop database, Access is the RDBMS.
Data Definition Let us now understand what Data Definition is:

• In document or a spreadsheet, you generally have complete freedom to define the

contents of the document or each cell in the spreadsheet.

• In a document, you can include paragraphs of text, a table, a chart, or multiple columns of
data displayed with multiple fonts.

• In spreadsheet, you can have text data at the top to define a column header for printing or
display, and you might have various numeric formats within the same column, depending on
the function of the row.

• An RDBMS allows you to define the kind of data you have and how the data should be
stored.

• You can also usually define rules that the RDBMS can use to ensure the integrity of your
data.

• For example, a validation rule might ensure that the user can’t accidentally store alphabetic
characters in a field that should contain a number.

22.1.1 Data Manipulation

Working with data in RDBMS is very different from working with data in a word processing or
spreadsheet program.

• In a word processing document, you can include tabular data and perform a limited set of
functions on the data in the document.

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• You can also search for text strings in the original document and, with ActiveX controls,
include tables, charts, or pictures from other applications.

• In a spreadsheet, some cells contain functions that determine the result you want, and in
other cells, you enter the data that provides the source information for the functions. An
RDBMS provides you many ways to work with your data. For example,

• You can search a single table for information or request a complex search across several
related tables.

• You can update a single field or many records with a single command.

• You can write programs that use RDBMS commands to fetch data that you want to display
and allow the user to update the data. Access uses the powerful SQL database language to
process data in your tables. Using SQL, you can define the set of information that you need
to solve a particular problem, including data from perhaps many tables.

22.1.2 Data Control

Spreadsheets and word processing documents are great for solving single-user problems,
but they are difficult to use when more than one person needs to share the data.

• When you need to share your information with others, RDBMS gives you the flexibility to
allow multiple users to read or update your data.

• An RDBMS that is designed to allow data sharing also provides features to ensure that no
two people can change the same data at the same time.

• The best systems also allow you to group changes (which is also known as transaction) so
that either all the changes or none of the changes appear in your data.

• You might also want to be sure that no one else can view any part of the order until you
have entered all of it.

• Because you can share your Access data with other users, you might need to set some
restrictions on what various users are allowed to see or update.

22.2 MS Access — Objects

MS Access uses “objects" to help the user list and organize information, as well as prepare
specially designed reports. When you create a database, Access offers you Tables, Queries,
Forms, Reports, Macros, and Modules. Databases in Access are composed of many objects
but the following are the major objects:

• Tables • • Queries • • Forms • • Reports Together, these objects allow you to enter, store,
analyze, and compile your data. Here is a summary of the major objects in an Access
database;

22.2.1 Table
Table is an object that is used to define and store data. When you create a new table,
Access asks you to define fields which is also known as column headings

• Each field must have a unique name, and data type.

• Tables contain fields or columns that store different kinds of data, such as a name or an
address, and records or rows that collect all the information about a particular instance of the
subject, such as all the information about a customer or employee etc.

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• You can define a primary key, one or more fields that have a unique value for each record,
and one or more indexes on each table to help retrieve your data more quickly.

22.2.2 Query
An object that provides a custom view of data from one or more tables. Queries are a way of
searching for and compiling data from one or more tables.

• Running a query is like asking a detailed question of your database.

• When you build a query in Access, you are defining specific search conditions to find
exactly the data you want.

• In Access, you can use the graphical query by example facility or you can write Structured
Query Language (SQL) statements to create your queries.

• You can define queries to Select, Update, Insert, or Delete data. You can also define
queries that create new tables from data in one or more existing tables.

22.2.3 Form
Form is an object in a desktop database designed primarily for data input or display or for
control of application execution. You use forms to customize the presentation of data that
your application extracts from queries or tables.

• Forms are used for entering, modifying, and viewing records.

• The reason forms are used so often is that they are an easy way to guide people toward
entering data correctly.

• When you enter information into a form in Access, the data goes exactly where the
database designer wants it to go in one or more related tables.

22.2.4 Report
Report is an object in desktop databases designed for formatting, calculating, printing, and
summarizing selected data.

• You can view a report on your screen before you print it.

• If forms are for input purposes, then reports are for output.

• Anything you plan to print deserves a report, whether it is a list of names and addresses, a
financial summary for a period, or a set of mailing labels.

• Reports are useful because they allow you to present components of your database in an
easy-to-read format.

• You can even customize a report's appearance to make it visually appealing.

• Access offers you the ability to create a report from any table or query. Other MS Access
Objects Let us now take a look at other MS Access objects. Macro This object is a structured
definition of one or more actions that you want Access to perform in response to a defined
event. An Access Macro is a script for doing some job. For example, to create a button
which opens a report, you could use a macro which will fire Open Report action.

• You can include simple conditions in macros to specify when one or more actions in the
macro should be performed or skipped.
 You can use macros to open and execute queries, to open tables, or to print or view

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reports.
 You can also run other macros or Visual Basic procedures from within a macro.
 Data macros can be attached directly to table events such as inserting new records,
editing existing records, or deleting records.
 Data macros in web apps can also be stand-alone objects that can be called from
other data macros or macro objects.

22.2.5 Module
Module is an object in desktop databases containing custom procedures that you code
using Visual Basic. Modules provide a more discrete flow of actions and allow you to trap
errors.
 Everything that can be done in a macro can also be done in a module, but you don't
get the macro interface that prompts you what is needed for each action
 Modules are far more powerful, and are essential if you plan to write code for a
multi-user environment, because macros cannot include error handling.
 Modules can be standalone objects containing functions that can be called from
anywhere in your application, or they can be directly associate with a form or a report to
respond to events on the associated form or report.

22.3 MS Access — Create Database

In this chapter, we will be covering the basic process of starting Access and creating a
database. This chapter will also explain how to create a desktop database by using a
template and how to build a database from scratch. To create a database from a template,
we first need to open MS Access and you will see the following screen in which different
Access database templates are displayed.

To view the all the possible

databases, you can scroll
down or you can also use
the search box.

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Let us enter project in the search box and press Enter. You will see the database templates
related to project management.

Select the first template. You will see more information related to this template

After selecting a template related to your requirements, enter a name in the File name field
and you can also specify another location for your file if you want.

Now, press the Create option. Access will download that database template and open a new
blank database
Now, click the Navigation pane on the left side and you will see all the other objects that
come with this database.

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Click the Projects Navigation and select the Object Type in the menu.
You will now see all the objects types — tables, queries, etc.

22.4 Create Blank Database

Sometimes database requirements can be so specific that using and modifying the existing
templates requires more work than just creating a database from scratch. In such case, we
make use of blank database.
Step 1: Let us now start by opening MS Access

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Step 2: Select Blank desktop database. Enter the name and click the Create button.
Step 3: Access will create a new blank database and will open up the table which is also
completely blank.

22.5 MS Access — Data Types

Every field in a table has properties and these properties define the field's characteristics
and behavior. The most important property for a field is its data type. A field's data type
determines what kind of data it can store. MS Access supports different types of data, each
with a specific purpose.

• The data type determines the kind of the values that users can store in any given field.

• Each field can store data consisting of only a single data type.
Here are some of the most common data types you will find used in a typical Microsoft
Access database.

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If you use previous versions of Access, you will notice a difference for two of those data
types.
In Access 2013, we now have two data types — short text and long text. In previous
versions of Access these data types were called text and memo.

• The text field is referred to as short text and your memo field is now called long text.
Here are some of the other more specialized data types, you can choose from in Access.

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These are all the different data types that you can choose from when creating fields in a
Microsoft Access table.

22.6 MS Access — Create Tables

When you create a database, you store your data in tables. Because other database objects
depend so heavily on tables, you should always start your design of a database by creating
all of its tables and then creating any other object. Before you create tables, carefully
consider your requirements and determine all the tables that you need. Let us try and create
the first table that will store the basic contact information concerning the employees as
shown in the following table:

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22.7 MS Access – Adding Data
An Access database is not a file in the same sense as a Microsoft Office Word document
or a Microsoft Office PowerPoint are. Instead, an Access database is a collection of objects
like tables, forms, reports, queries etc. that must work together for a database to function
properly. We have now created two tables with all of the fields and field properties
necessary in our database. To view, change, insert, or delete data in a table within Access,
you can use the table’s Datasheet View.
 A datasheet is a simple way to look at your data in rows and columns without any
special formatting.
 Whenever you create a new web table, Access automatically creates two views that
you can start using immediately for data entry.
 A table open in Datasheet View resembles an Excel worksheet, and you can type
or paste data into one or more fields.
 You do not need to explicitly save your data. Access commits your changes to the
table when you move the cursor to a new field in the same row, or when you move
the cursor to another row.
 By default, the fields in an Access database are set to accept a specific type of data,
such as text or numbers. You must enter the type of data that the field is set to
accept. If you don't, Access displays an error message:
Let us add some data into your tables by opening the Access database we have created.

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Select the Views > Datasheet View option in the ribbon and add some data as shown in the
following screenshot.

Similarly, add some data in the second table as well as shown in the following screenshot.

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You can now see that inserting a new data and updating the existing data is very simple in
Datasheet View as working in spreadsheet. But if you want to delete any data you need to
select the entire row first as shown in the following screenshot.
Now press the delete button. This will display the confirmation message.

Click Yes and you will see that the selected record is deleted now.

22.7.1 Web browser history

The first Web browser, called Worldwide Web, was created in 1990. That browser's name was
changed to Nexus to avoid confusion with the developing information space known as the
World Wide Web. The first Web browser with a graphical user interface was Mosaic, which
appeared in 1993. Many of the user interface features in Mosaic went into Netscape Navigator.
Microsoft followed with its Internet Explorer (IE).

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22.7.2 Common Web browser features
Most Web browsers share standard features such as:

• A home button- which, when selected, will bring a user to a pre-defined homepage.
• A Web address bar, which allows users to input a Web address and visit a website.
• Back and forward buttons- which will take the user to the previous or the next page they
were on.
• Refresh- a button which can be used to reload a Web page.
• Stop- a button which makes a Web cease communication with a Web server, stopping a
page from loading.
• Tabs- which allow users to open multiple websites in a single window.
• Bookmarks- which allow a user to select specific, predefined-by-the-user websites.

Many browsers also offer plug-ins, which extend the capabilities of the browser. These plug-
ins can allow users to, for example, make use of tasks such as adding security features.

22.7.3 How a Web browser works

Web browsers work as part of a client/server model. The client is the browser which runs on
the user’s device and makes requests to the Web server, while the server-side is the Web server
which sends information back to the browser. The browser then interprets and displays the
information on the user’s device.

Web browsers are normally made up of a number of interworking parts. This includes the user
interface (UI), which is the level in which the user interacts with the browser. The browser
engine is what queries the rendering engine, and the rendering engine is what renders the
requested web page—interpreting the HTML or XML documents. Networking is what handles
internet security and communication. A JavaScript interpreter is used to interpret and execute
JavaScript code in a Website. The UI backend is used to make widgets such as windows.
Additionally, a persistence layer, called data persistence or storage, manages data such as
bookmarks, caches and cookies.

22.7.4 Popular web browsers

Google Chrome is currently one of the most commonly used browsers. Other browsers include:

• Firefox- which was developed by Mozilla.

• Microsoft Edge- used a replacement for Internet Explorer, with Windows 10.
• Internet explorer- relegated to the past, Microsoft has mostly replaced Internet Explorer
with Edge.

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• Safari- a browser for Apple computers and mobile devices.
• Lynx- a text-only browser for UNIX shell and VMS users.
• Opera- a fast and stable browser that's compatible with most relatively operating systems.
• Flock- an open source browser based on Firefox and optimized for Web 2.0 features such
as blogging and Social bookmarking.

22.8 Opening a website; website address

While opening a website, you need to have the following

A device where you will connect to a network
An address that you would wish to find for example (www.miu.ac.ug)
Data (internet) that will help you to access the online community

22.9 What is a Web Address?

The web address contains information about the location of the webpage.
It is also known as the URL (uniform resource locator).
Like the address for your home, a web address organizes information about a webpage's
location in a predictable way.

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This is how to break down the information using the following URL as an example:
www.supremecourt.gov/opinions/12pdf/11-697_d1o2.pdf

22.9.1 Network:
This is a set of connected webpages. The address for the network is typically the same as the
homepage of a website. Under that website will be a variety of webpages. The last part of the
network address is the top level domain name.
From the example, www.supremecourt.gov is the network section of the URL, and the
top level domain is .gov.

22.9.2 Top Level Domain:

This indicates the type of network, and can give you clues about the purpose/owners of a
website. Websites based outside of the United States will often include a country code as part
of the domain (e.g. .uk, .ca, .ng, etc.)
Common domain names:

• .com (business)
• .org (organization)
• .edu (education)
• .gov (government)

Note: there are few restrictions about what domain name a website must use. A business
can choose either .com or .org. Only a government site can use .gov, but you may find
some government sites under other domains (e.g. some public schools use .org).

22.9.3 Folders & subfolders:

Just like on your personal computer, a website may have a variety of folders and subfolders to
organize all of the content on the website.
The example above has a folder called opinions that contains a subfolder of PDF
documents from 2012 called 12pdf.

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22.9.4 File name:
The last part of a web address gives the name of the individual file that displays when you go
to that address. Web address often end with the file name .htm or .html, which indicates that
you are looking at a regular webpage.
The example address above has the file name 11-697_d1o2.pdf. Because the file name
ends with .pdf, it will display a PDF document.
22.10 Webpages in the Walden Library
Because the Walden Library is on the Internet, it can sometimes be difficult to know when you
are in the Library or on a different website.
Walden Library webpages have web addresses that start with:
https://academicguides.waldenu.edu/library...
Walden University Quick Answers have web addresses that start with:
https://academicanswers.waldenu.edu/...
Walden Library Database pages will include the following somewhere in the web address:
...ezp.waldenulibrary.org/...

22.10.1Accessing Databases through the Walden Library:

The Library subscribes to databases from database vendors. This means that most of the web
address is for the website of the vendor, but in order to access the database the vendor has to
know that you are affiliated with Walden. You do this by accessing the database's website via
the Walden Library. Once you log in, that little bit of web address (ezp.waldenulibrary.org) is
added to the web address of every page you visit.

NOTE: you can sometimes access a database without being in the Walden Library. If that
happens, you may be able to search, but you won't have access to full text. How do you know
if you're in the Library's version? Look for ezp.waldenulibrary.org/ in the web address.
Database web address via the Library (full text access): https://www-sciencedirect-
com.ezp.waldenulibrary.org/science/search

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Database web address on the Open Internet (no full
text): https://www.sciencedirect.com/search/advanced
22.11 Linking to individual articles
Unlike most webpages on the Internet, the web addresses of individual articles may not be
stable. This means that you may not be able to bookmark an individual article. Instead, look
for a persistent link.
Persistent link: a web address that is stable over time. Also known as permalink.
Use the persistent link to reopen an individual article.
Each database has a different way of providing a persistent link to an article. Here are some of
the most common examples:

• On the article record, click permalink in the right column and then copy the address
that appears (EBSCOhost databases)
• On the article record, look for the Document ID at the bottom of the page (ProQuest
databases)
• Open the full text and copy the URL in the address bar (ScienceDirect, SAGE)
• On the article record, choose the e-mail option (OVID)

Tip: the persistent link must have ezp.waldenulibrary.org to work.

22.11.1.1 Downloading

Usually, when you download a file you will start the download by clicking a link to that file.
Many of our tutorials contain links to files, like this:

Download our practice document.

If you click the link, your browser should prompt you to select one of two methods for
downloading the file.

• Open with will download the file and load it immediately in the specified
program.

• Save File will download it and save it to your hard drive.

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 Either way, once you
click OK, the
download begins.
Your browser will
indicate the progress
and time remaining on
the download.

Once the download is complete, either the file will be saved to your computer or it will open
in the program you selected. If you have trouble finding the file after you’ve downloaded it,
check out our Finding Your Downloads lesson.

Some browsers don’t always start this download process when you click the link to a file. In
these cases, you can right-click the link, then click Save Link As, then select a location to
download the file.

22.11.1.2 Uploading

If a site allows uploads, it will have an upload utility to help perform the file transfer. Each site
handles this process differently, but we’ll give some common examples. Usually, the site will
have help pages to walk you through the upload process.

Many sites have an upload button that opens a dialog box. For example, Facebook has a camera
icon that begins the upload process.

A dialog box will appear, prompting

you to select a file. Browse to the
location where your file is stored,
select it, then click the Open button.
Afterward, a progress bar tracking
the upload process will appear on
the page.

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Some sites support a drag-and-drop interface. For example, when logged in to Dropbox you
can drag the files from a folder on your computer and drop them into the browser window.

Many other upload utilities have similar features. A more detailed example of uploading a file
is available in our Google Drive tutorial.

22.12 Electronic mail:

Electronic mail (email) is a digital mechanism for exchanging messages through Internet or
intranet communication platforms.

22.13 Electronic Mail (Email)

Email messages are relayed through email servers, which are provided by all Internet service
providers (ISP).

Emails are transmitted between two dedicated server folders: sender and recipient. A sender
saves, sends or forwards email messages, whereas a recipient reads or downloads emails by
accessing an email server.

Email messages are comprised of three components, as follows:

• Message envelope: Describes the email’s electronic format

• Message header: Includes sender/recipient information and email subject line
• Message body: Includes text, image and file attachments

Or
E-mail

Short for electronic mail, e-mail or email is information stored on a computer that is exchanged
between two users over telecommunications. More plainly, e-mail is a message that may
contain text, files, images, or other attachments sent through a network to a specified individual
or group of individuals.

The first e-mail was sent by Ray Tomlinson in 1971. Tomlinson sent the e-mail to himself as
a test e-mail message, containing the text "something like QWERTYUIOP." However, despite
sending the e-mail to himself, the e-mail message was still transmitted through ARPANET.
By 1996, more electronic mail was sent than postal mail.

E-mail address overview

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The first portion of all e-mail addresses, the part before the @ symbol, contains the alias, user,
group, or department of a company. In our above example, "support" is the Technical Support
department at Computer Hope.

Next, the "@" (at sign) is a divider in the e-mail address; it's required for all SMTP e-mail
addresses since Ray Tomlinson sent the first message.

Finally, "computerhope.com" is the domain name of where the user belongs. The ".com" is
the TLD (top-level domain) for our domain.

How to send and receive e-mail

E-mail program
To send and receive e-mail messages, you can use an e-mail program, also known as an e-mail
client, such as Microsoft Outlook or Mozilla Thunderbird. When using an e-mail client, a server
that stores and delivers your messages is used. This server is often hosted by your ISP but can
be another Internet company. An e-mail client needs to connect to a server to download new e-
mail, whereas e-mail stored online is always available to any Internet-connected device. For
more information about cloud e-mail service, see the difference between webmail and an e-
mail client, below.

Online e-mail
An alternative way of sending and receiving e-mail (and the more popular solution for most
people) is an online e-mail service or webmail. Examples include Hotmail (now
Outlook.com), Gmail, and Yahoo Mail. Many online e-mail services, including the ones we
mentioned, are free or have a free account option.

How to create an e-mail account.

Note
An e-mail service will not provide you with an Internet connection. You'll still need to use
an ISP to connect to the Internet to use the e-mail service.
Writing an e-mail

When writing an e-mail message, it should look something like the example window below.
As you can see, several fields are required when sending an e-mail:
The To field is where the e-mail address of the person receiving the e-mail is placed.
The From field should contain your e-mail address.

If you are replying to a message, the To: and From: fields are automatically filled out. If it's a
new message, you need to specify the recipients in the To: field by selecting them from your
contact list or by typing the e-mail addresses. If you enter more than one recipient (e.g., group
e-mail), the addresses should be separated by a comma and a space or by pressing the Tab.

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The Subject should consist of a few words describing the e-mail's contents. The subject lets the
recipient see what the e-mail is about, without opening and reading the full e-mail. This field
is optional.

The CC ("Carbon Copy") field allows you to specify recipients who are not direct addressees
(listed in the "To" field). For instance, you can address an e-mail to Jeff and CC Linda and
Steven. Although the e-mail is addressed to Jeff, Linda and Steven also receive a copy and
everyone can see who received the e-mail. This field is optional.

The BCC ("blind carbon copy") field is similar to CC, except the recipients are secret. Each
BCC recipient receives the e-mail, but does not see who else received a copy. The addressees
(anyone listed in the "To" field) remain visible to all recipients. This field is optional.

Finally, the Message Body is the location you type your main message. It often contains
your signature at the bottom; similar to a handwritten letter.

What makes a valid e-mail address?

The following rules make an e-mail address valid:
As mentioned earlier, an e-mail must have a username followed by @ (the at sign), followed
by the domain name with a domain suffix.

The username cannot be longer than 64 characters long, and the domain name cannot be longer
than 254 characters.
There should be only one @ sign in an e-mail address.

The space and special characters: ( ) , : ; < > \ [ ] are allowed. Occasionally, a space, backslash,
and quotation mark work but must be preceded with a forward slash. Although valid, some e-
mail providers do not allow these characters.
The username and e-mail addresses as a whole cannot begin or end with a period.
The e-mail must not have two or more consecutive periods.

Advantages of e-mail

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There are many advantages of e-mail and the usage of e-mail versus postal mail. Some of the
main advantages are listed below.

Free delivery - Sending an e-mail is virtually free, outside the cost of Internet service. There is
no need to buy a postage stamp to send a letter.
Global delivery - E-mail can be sent to nearly anywhere around the world, to any country.
Instant delivery - An e-mail can be instantly sent and received by the recipient over the Internet.

File attachment - An e-mail can include one or more file attachments, allowing a person to send
documents, pictures, or other files with an e-mail.

Long-term storage - E-mails are stored electronically, which allows for storage and archival
over long periods of time.

Environmentally friendly - Sending an e-mail does not require paper (paperless), cardboard, or
packing tape, conserving paper resources.

What's the difference between an e-mail client and webmail?

Both webmail and an e-mail client perform the same function: they allow the user to send and
receive e-mail. However, an e-mail client requires the user to install software directly onto their
computer; if the software is not installed, e-mail may not be accessed. Also, many e-mail clients
cost money but are generally more secure. Webmail, on the other hand, is a free service, hosted
in the cloud. The cloud service automatically synchronizes your e-mail to all your devices,
including your desktop computer, tablet, or smartphone.
What are some of the popular e-mail clients?
There are many e-mail clients (those that are software-based, not online) available for users
today. The following list contains some of the most popular clients, and some of these are free
to use.
Microsoft Outlook, Thunderbird, DreamMail, Mail for Windows 10, Mailbird, eM Client

What can be sent in an e-mail?

In addition to sending text messages, e-mail can also have attachments. For example, an
attachment could be a picture, PDF, word processor document, movie, program, or
any file stored on your computer. However, because of some security issues, it may not be
possible to send certain types of files without additional steps. For example, many companies
block .exe files from being sent over e-mail and would require you to compress the file into a
.zip file. Also, most e-mail providers have file size restrictions that would prevent any large
files or programs from being sent over e-mail.
How to compress or make files into one file.
How to send an attachment or photo through e-mail.
How to send Computer Hope an e-mail

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Should I use "e-mail" or "email" in my writing?

Both "e-mail" and "email" are valid words and what you decide to use should be determined
by the style guide you're following. Computer Hope chooses to use a hyphen in "e-mail"
because it is a compound noun that is made of the words "electronic" and "mail."

22.13.1Creating email account

22.14 Your new email address
Before you create an email address at mail.com, here are a few things to consider:

22.14.1User name
Do you plan to use your new email address for personal or work correspondence? Make sure
to register a user name that reflects this intention. Your nickname might be fine for family or
friends, but your first and last name or the name of your business is probably better when you
set up an email account for professional purposes.

22.14.2Domain name
Running a business? You might pick consultant.com, engineer.com or one of our many
professional domain names. What’s your hobby? Maybe artlover.com or bikerider.com is right
for you. With more than 200 domains, mail.com is sure to have one that suits you. Together,
your user name and email domain form a unique email ID that sets you apart from the crowd.

22.14.3Password
Remember that the length of a password determines its strength, so your password should have
at least eight characters and contain both upper- and lowercase letters as well as numbers and
symbols. A strong password is essential to protect the important data in your inbox – so don’t
choose a password that’s easy to guess like your own name or birthday.
22.15 How to create an email account
22.15.1Create a free email account with mail.com in just seven easy steps

1. Click the “Free sign-up” button.

2. Fill in all required fields.
3. Choose and type in your desired free email address from our wide selection of more
than 200 domains.
4. Enter a secure password (at least eight characters long, including upper- and lowercase
letters, numbers and special characters).
5. Enter a cell phone number or email address for password recovery.
6. Follow the instructions in the captcha box.
7. Click the "Accept" button.

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That's it – you're done! Now that you have set up an email address, you can start using your
new free email account immediately on the device of your choice.

22.15.2Email folders and attachments

22.15.3Attaching documents to outgoing email
How To Write an Email With an Attachment (With Examples and Tips)
Knowing how to write an email with an attachment can increase your productivity by
improving how you communicate with others. Regardless of the email's subject, including an
attachment correctly can directly impact the way it is received. Emails with attached files are
a valuable communication tool, but they require knowledge and etiquette. In this article, we
discuss what an email attachment is, explain how to mention and include it in the email and
provide tips and examples to use as a guide.

What is an email attachment?

An email attachment is a file that one person sends to another with an accompanying email. Its
purpose is usually to enhance the value or benefit that the email offers the reader by providing
additional content that you can't express in the body of the email. The attachment can have
different formats and sizes, with the most typical attachments being large text files, various
types of documents, spreadsheets, scanned files, forms, pictures and videos.

Should you mention the attachment in the email's body?

Like with most other forms of communication, you need to follow some rules and guidelines
when communicating by email. When it comes to email attachments, it is recommended that
you mention the attached file somewhere in the email's body before sending it, in both formal
and informal situations.

Although it is usually easy to recognize an email that has attachments—since it comes with an
extra icon next to the subject line that indicates the presence of an attachment—some recipients
do not open emails with attachments unless they know exactly what they are and where they
come from. Usually, the reason for this is to avoid exposing themselves to a potentially
malicious attachment, such as a computer virus, that could affect their device or other files.

How to write an email with an attachment

Consider these five steps when composing and sending an email containing an attachment:
1. Determine what files you wish to send

Before writing the email, you should know exactly what file you are about to send and where
it is located on your device's hard drive or memory drive. Knowing what file or files you are
about to send is important because you need to mention them in the email's text, and knowing
their location can help you quickly locate and attach them before sending the email.
2. Write the email's subject line

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The next step is composing the email's subject line. As many potential recipients tend to
disregard emails with attachments unless they know what the attached files are, the email's
subject should reflect the fact that it contains one or more attached files and provide information
regarding what they are.
3. Compose the email's body

If the attachments are the only reason you need to send a message, the email's body can simply
be a brief description of the attached files. If the attached files are only a part of what the email
aims to transmit, they need to be mentioned somewhere in the body, ideally with a short
sentence that specifies what they are. Sending an email with attachments and no text is not
recommended, as the recipient or their email provider may confuse them with spam.
4. Attach the files

After composing the email, the final step before sending it is attaching the necessary file or
files. However, this step can take place at any time during the composing and sending process.
Many senders prefer to attach the files before writing the email because it eliminates the risk
of forgetting to attach them altogether.
5. Review and send the email

Once the email's subject and body are written and the files are attached, you can do a quick
proofread and send the email to the recipient.

Tips for writing emails with attachments

Consider these tips to help you write and send emails with attached files:
Make sure the attachment is in an appropriate file format

You need to make sure that the recipient can access the files you are about to send. If you are
sending text files, spreadsheets, scanned documents, pictures or any other type of files, it's
important to use a common file format to maximize the odds that the recipient can open the
attachment.
Try to limit the attachment file's size

Most email servers have a size limit for attachments, so it is recommended that you limit the
size of the attached files as much as you can. This can be done in several ways, depending on
the nature of the files. Most files will be significantly smaller if you use compressing software
to convert them to zip files. You can also resize pictures with unnecessarily high resolutions to
greatly reduce their file size, and you can compress multiple text files into a single PDF file.
Consider sending a link instead

When you send professional emails, consider including a link that contains the information you
are about to attach instead of attaching the actual files. Depending on the situation, it could be
a link to your resume, a link to the pictures or text files you are about to send or simply a link
to the location where you previously uploaded the files. This could make it easier and safer for
the recipient to access the information.

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Avoid sending many unrelated files within the same email

Consider sending multiple emails to the same recipient if you want to send them many different
files that have no relation to each other. This way, you can avoid any confusion by using each
email's subject line and body to describe the respective attached file, and it will be easier for
the recipient to find what they need at a later date.

Examples of emails with attachments

Here are two examples of how to write an email with an attachment:
Example 1
Subject line: Medical supply shipment update with attached PDF

Dear Dr. Matthews,

In response to your inquiry regarding the next shipment of medical supplies arriving at the
Saint Francis General Hospital in January 2021, please find attached the name and quantity of
every supply in PDF format.

Thank you for your inquiry, and feel free to write back if you have any further questions
regarding the shipment or any other matter that we can help you with.

Sincerely,
Michael Gilmour
Johnson Medical
Example 2
Subject line: Pictures from our trip to Cancun
Dear Mary,
I've attached the best 10 pictures from our Cancun trip to this email. I will be sending you more
as soon as I get them from John.
I hope you like them, and I'm looking forward to our next adventure!

Love,
Paul

22.15.4Downloading email attachment

How To Download Email Attachments: 2 Methods
The emails you receive from others may include attachments. Attachments are files shared in
an email message for you to access and save. Understanding how to download attachments
from your email can help you store shared files to your device. In this article, we discuss various
methods for downloading attachments from your emails, offer some tips and answer frequently
asked questions about email attachments.

What are attachments?

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Attachments are computer files that a sender includes in their email message to you. Some
common file formats for attachments include:

Images, Videos, Documents, Slideshow presentations, Spreadsheets, Zipped folders, Audio

files
How to download attachments from an email
Your method for downloading attachments from emails may vary slightly depending on
whether you use a Windows or Apple device. Here are the instructions for each:
How to download attachments from an email using a Windows device

Use these steps to help you download an attachment from an email when using a Windows
device:
1. Open your email

Go to your email client to access your email with the attachment. You can either click the email
icon on your computer or type the URL in an internet search bar. Then find the desired email
in your inbox and open it.
Related: How To Write an Email With an Attachment (With Examples and Tips)
2. Download the attached file
Click on the thumbnail icon for the attached file. Then right-click and select the "Save" option.
You also can download the attachment by right-clicking it and selecting "Download."
3. Select a storage location

If you use the first option to save your attachment, pick a folder to place it when the "Save as"
window appears. The automatic option is typically to save it to your documents folder. When
directly downloading an attachment, you can go to your "Downloads" folder to find it.
Related: 11 Tips To Help You Manage Your Electronic Files
How to download attachments from an email using an Apple device
When using an Apple device, follow these steps to download an attachment from an email:
1. Open your mail

To download an attachment in your email, first, open the "Mail" program on your device. Click
the envelope icon on your desktop or search for it in your programs. Depending on your device
configurations, you may also be able to access mail via iCloud.
2. Select the attachment

After opening your email inbox, click on the email with the attachment you're interested in
downloading. Then select the "Attach" button with the paperclip icon. You can either select
the name of a specific attachment or choose the "Save all" option.
3. Save the attachment

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Once you click the "Save all" option, pick a location for where you want to store your
attachment. The default setting saves email attachments in the "Downloads" folder. To change
this, go to "Mail" and click "Preferences." Then select "General" and pick a folder. Press "Save"
to store your attachment to your chosen location.
Related: How To Send Large Files
Tips for downloading attachments from an email
Here's some advice to help you when downloading attachments from your email:

Return to the original. Since saving an attachment makes a copy of the original file, you can
go back to your email to find the original if you accidentally delete the copy or want to edit it
from the original version.

Check your spam folders. Some attachments cause messages to exceed the email sending limits
since the file size is too large and may get flagged as suspicious, which may send the email to
your spam folder.

Clean your inbox. Consider deleting some emails in your inbox so that you have enough space
to receive messages with attachments.

22.15.5Formatting mail
23 HOW TO ADDRESS AN ENVELOPE/PACKAGE

23.1 Student Mailing Address

All mail and packages must be addressed using the following format:

Student's First and Last Name

ECSU
XXXXX CAMPUS BOX
1704 WEEKSVILLE ROAD
ELIZABETH CITY, NC 27909

Items not properly addressed may cause a delay in processing or be returned to the sender.
Addressing an Envelope

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The address you are mailing to should be written as follows:

• Recipient's name
• Business's name (if applicable)
• Street address (with apartment or suite number)
• City, State and ZIP code (on the same line)*
• Country*

The return address should be written in the upper left-hand corner of the envelope.

• The return address is not a requirement on all types of mail. However, omitting a return
address prevents the USPS from returning the item to you if it is
undeliverable. (examples damage, postage due, or an incorrect address)
• Some classes or types of mail do require a valid return address.

The stamp or postage is placed in the upper right-hand corner of the envelope.
For more information, including how to mail international letters, check out “A Customer’s
Guide to Mailing” from USPS.

23.2 Addressing a Package

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 When addressing write the address on
the largest face and parallel to the
longest edge of the package.
The address you are shipping to should
be written as follows:

• Recipient's name
• Business's name (if applicable)
• Street address (with apartment or
suite number)
• City, State and ZIP code (on the
same line)*
• Country*

*(for letters or packages going outside the USA, contact the Mail Center staff for any questions
on address formatting for mailing internationally)
When addressing write the address parallel to the longest edge of the envelope.

23.2.1 Searching mail

24 Search in Gmail
You can find an email in your inbox with search terms. To help you search faster, Gmail
suggests search terms as you enter words. These search terms are based on information from
your Gmail account, like messages, contacts, labels, or past searches.
Computer AndroidiPhone & iPad

24.1 How to search

Important: Search won't work in offline mode.

1. On your computer, go to Gmail.

2. In the Search Box at the top, enter what you'd like to find.
3. Press Enter. A list of emails will show.
4. To further refine the search, use the search filter chips below the Search Box or
the search operators in the Search Box.

Optional: Click a filter to make your search more specific. Learn more about available search
filters.

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24.2 Use filters when you search

You can use filters at the beginning of your search or after you've searched to narrow your
results. Below are the available search filters and what they do. You can combine multiple
filters to narrow your search.

24.2.1.1 Label

• Search for anything within a certain label you’ve created.

24.2.1.2 From

• Search for anything that was sent from a certain email address.

24.2.1.3 To

• Search for anything that you sent to a certain email address.

24.2.1.4 Attachment

• Search for anything that has an attachment included or has a specific type of attachment
like Google Docs, Google Sheets, or a PDF.

24.2.1.5 Date

• Search for anything that was sent from a certain date range or specific date.

24.2.1.6 Is unread

• Search for anything that is currently marked as “unread”.

24.2.1.7 Exclude calendar updates

• Search for anything that is not a Google Calendar update.

Search Spam & Trash

Gmail won't show messages from Spam or Trash in your results.

Here's how to see search messages in Spam and Trash:

1. On your computer, open Gmail.

2. In the Search Box at the top of the page, click the Down arrow .
3. In the drop-down menu next to "Search," select Mail & Spam & Trash.
4. Enter your search information.
5. At the bottom, click Search.

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How searches are saved
The words you use to search and browse in Gmail are saved for you. This feature improves
suggestions when you search in the future.

• For this feature to work, you must have the Web and App Activity setting turned on.
• To go to and control your saved activity, visit My Activity.

24.3 Clear search history

1. On your computer, go to Gmail.

2. At the top, click the search box. Your most recent search may show.
3. Go to the search and click Delete .

You can also clear your search history from Google servers. Learn how to delete your activity.

24.4 Health, safety and security precautions when using the internet and email
25 Top 10 Internet Safety Rules & What Not to Do Online

A 19-year-old running for public office in New Hampshire found out about the importance of
following Internet safety rules the hard way. As Seacoast Online reports, his opponents found
images in his social media posts that were sexually suggestive and referenced past drug use.
Just like that, his political career crashed and burned upon takeoff. But, unfortunately, he isn't
the only one, as careless Internet habits have left others exposed to scams, identity theft and
physical harm at the hands of people they met online. With more users accessing the Internet
through mobile devices, these risks are changing and growing quickly.

Even though apps loom larger in most people's daily online interactions than traditional
websites do, that does not mean that the basic Internet safety rules have changed. Hackers are
still on the lookout for personal information they can use to access your credit card and bank
information.

Unsafe surfing can also lead to other threats—from embarrassing personal comments or images
that, once online, are nearly impossible to erase, to getting mixed up with people you'd rather
have had nothing to do with.

Here are the Top 10 Internet safety rules to follow to help you avoid getting into trouble online
(and offline).

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25.1 1. Keep Personal Information Professional and Limited

Potential employers or customers don't need to know your personal relationship status or your
home address. They do need to know about your expertise and professional background, and
how to get in touch with you. You wouldn't hand purely personal information out to strangers
individually—don't hand it out to millions of people online.

Also, check out our video on YouTube:

25.2 2. Keep Your Privacy Settings On

Marketers love to know all about you, and so do hackers. Both can learn a lot from your
browsing and social media usage. But you can take charge of your information. As noted
by Lifehacker, both web browsers and mobile operating systems have settings available to
protect your privacy online. Major websites like Facebook also have privacy-enhancing
settings available. These settings are sometimes (deliberately) hard to find because companies
want your personal information for its marketing value. Make sure you have enabled these
privacy safeguards, and keep them enabled.
25.3 3. Practice Safe Browsing

You wouldn't choose to walk through a dangerous neighborhood—don't visit dangerous

neighborhoods online. Cybercriminals use lurid content as bait. They know people are
sometimes tempted by dubious content and may let their guard down when searching for it.
The Internet's demimonde is filled with hard-to-see pitfalls, where one careless click could
expose personal data or infect your device with malware. By resisting the urge, you don't even
give the hackers a chance.

25.4 4. Make Sure Your Internet Connection is Secure

When you go online in a public place, for example by using a public Wi-Fi connection, PCMag
notes you have no direct control over its security. Corporate cybersecurity experts worry about

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"endpoints"—the places where a private network connects to the outside world. Your
vulnerable endpoint is your local Internet connection. Make sure your device is secure, and
when in doubt, wait for a better time (i.e., until you're able to connect to a secure Wi-Fi
network) before providing information such as your bank account number.

25.5 5. Be Careful What You Download

A top goal of cybercriminals is to trick you into downloading malware—programs or apps that
carry malware or try to steal information. This malware can be disguised as an app: anything
from a popular game to something that checks traffic or the weather. As PCWorld advises,
don't download apps that look suspicious or come from a site you don't trust.
25.6 6. Choose Strong Passwords

Passwords are one of the biggest weak spots in the whole Internet security structure, but there's
currently no way around them. And the problem with passwords is that people tend to choose
easy ones to remember (such as "password" and "123456"), which are also easy for cyber
thieves to guess. Select strong passwords that are harder for cybercriminals to
demystify. Password manager software can help you to manage multiple passwords so that you
don't forget them. A strong password is one that is unique and complex—at least 15 characters
long, mixing letters, numbers and special characters.
25.7 7. Make Online Purchases From Secure Sites

Any time you make a purchase online, you need to provide credit card or bank account
information—just what cybercriminals are most eager to get their hands on. Only supply this
information to sites that provide secure, encrypted connections. As Boston University notes,
you can identify secure sites by looking for an address that starts with https: (the S stands
for secure) rather than simply http: They may also be marked by a padlock icon next to the
address bar.
25.8 8. Be Careful What You Post

The Internet does not have a delete key, as that young candidate in New Hampshire found out.
Any comment or image you post online may stay online forever because removing the original
(say, from Twitter) does not remove any copies that other people made. There is no way for
you to "take back" a remark you wish you hadn't made, or get rid of that embarrassing selfie
you took at a party. Don't put anything online that you wouldn't want your mom or a prospective
employer to see.

25.9 9. Be Careful Who You Meet Online

People you meet online are not always who they claim to be. Indeed, they may not even be
real. As InfoWorld reports, fake social media profiles are a popular way for hackers to cozy up
to unwary Web users and pick their cyber pockets. Be as cautious and sensible in your online
social life as you are in your in-person social life.

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25.10 10. Keep Your Antivirus Program Up To Date

Internet security software cannot protect against every threat, but it will detect and remove
most malware—though you should make sure it's to date. Be sure to stay current with your
operating system's updates and updates to applications you use. They provide a vital layer of
security.

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