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AJIRY CENTRE FOR TRANING
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INTERNET AND COMPUTING CORE CERTIFICATION

INTRODUCTION
Basic Definitions:
 Computer - Is an electronic device that accepts data, manipulates it under a set of instructions to produce
desired output.
 Data - Raw facts fed into the computer for processing for example name and price of products.
 Information - Already processed data summarized in the form the user wants.
 Processing - Conversion of data into information.
 Program/Software - Computer instructions that enables the computer hardware to accomplish its task.
-It tells the computer what to do and how.
 System unit- Is the component that houses the brain of the computer.
 Peripheral devices - Devices connected via ports to the system unit of the computer for example mouses
and keyboards.
 Storage - Holding information until needed.
Output - Feedback of manipulated data.
 Hardcopy - Printed documents/copies.
 Softcopy - Displays on the screen.

Computer Parts
1. Monitor
2. System Unit
3. Mouse
4. Keyboard
Historical Development of Computers
1. Abacus - Chinese counting instrument which dates back to 3000 BC
2. Napier Bones - Developed by John Napier, Scottish mathematician in 17th century to aid in counting.
Made up of bones placed side to each other.
3. Slide ruler- Invented by William oughtred in the 17th century. Can be used to perform
mathematical operations.
4. La Pascaline machine- Made by Blaise Pascal in the 17th century. It could add and subtract numbers.
5. Weaving loom- Developed in the 19th century by Joseph Jacquard which could be programmed using
punched cards to pick threads and weave them into patterns.
6. Analytical Engine-Designed by Charles Babbage, an English mathematician, also referred to as the father
of computing. It could calculate a long series of numbers and print the outcome. He called it the difference
engine.

Electronic Computers: Generations

Can be tracked back to 1951, first invented by Charles Babbage.
They are classified into 5 generations:

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A) 1st Generation (1951-1957) IC3
 Emitted a lot of heat.
 Were very large in size.
 Consumed a lot of power.
 Used magnetic memories to store data.
 Used vacuum tubes or thermionic valves to process data.
Examples: Electronic Numeric Integrator And Calculator (ENIAC)
Electronic Discrete Variable Automatic Computer (EDVAC)

B) 2nd Generation (1958-1963)

 Emitted less heat as compared to 1st Generation.
 Were smaller in size than 1st generation.
 Consumed less power than 1st generation.
 Used magnetic core memories to store data.
 Used transistors to process data.
Examples: IBM, UNIVAC.

C) 3rd Generations (1964-1969)

 Emitted less heat than 2nd generation.
 Smaller in size unlike 2nd generation.
 Consumed less power than 2nd generations.
 Used I.C (integrated circuits) to process data.
Example: IBM 360

D) 4th Generations (1970-1991)

 Consume less power
 Massive connectivity to internet and intranet
 Emitted less heat as compared to previous generations.
 used very large scale integrated circuits(VLSIC)

E) 5th Generation computers

 Use artificial intelligence, unique set of instructions for complex programs that mimic human
intelligence.
 Emitted negligible heat.
 Superior hardware and software devices that were very small in size.
Examples: PCs

Classification of Computers
May be classified according to:
A. Physical size and processing power.
B. Purpose
C. Functionality

A. Classification According to physical size and Processing Power.

Has four categories:
a) Super computers
 Largest in physical size
 Have greatest processing power
 Have the fastest processor.
 Speed-Have largest memory capacity.
 Very expensive to acquire.
 Mainly found in research institutions.

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b) Main Frame Computers IC3
 Smaller in size than super computers.
 Are slower in processor speed than super computers.
 Cheaper than super computers.
 Smaller in memory capacity than super computers.
 Mainly used in large businesses as network servers.
c) Minicomputers (Small scale main frame computers)
 Smaller in size than mainframe computers.
 Slow in processing power than mainframe computers.
 Slow processing speed than mainframe computers.
 Less expensive than main frame computers.
 Low memory capacity than mainframe computers.
 Used to automate operations in industries.
 Can be used as autopilots in aeroplanes.
d) Microcomputers/ Personal computers
 Smallest in size
 Slowest in speed
 Lowest in processing power
 Cheapest in price
 Lowest memory capacity
They are called microcomputers since there processor is very tiny.

Classification of Microcomputers
1) Desktop computers
 They are called so since they are usually placed on the desk or table.
 They are relatively cheap.
2) Palmtop/ Pocket computers
 Are the smallest PCs.
 Are made to fit in the pocket example P.D.As, smartphone.
3) Notebook/laptop
 Are usually small, size of notebook ‘8.5 by 11’ and intended private use.
 Laptops are more expensive than desktops.

B) Classification according to purpose

Further classified into:
1) Special dedicated computers - Designed to perform a single task or a few related tasks example
calculators, robots etc.
2) General purpose computers - programmed by the users to perform many tasks example word processing,
multimedia application etc.

C) Classification According to Functionality

On this basis, they are classified according to the type of data they can process/handle i.e:
1) Analog computers - process data in continuous nature for example speed, temperature, volume etc.
2) Digital computers - process data that is discrete in nature. Digital data change from one value to another
without time transition. It’s usually represented by 0s (OFF) and 1s (ON).
3) Hybrid computers - process both analog and digital data.

Computer Uses
1) Retail stores, for store management and control.
2) Offices, to prepare and print documents.
3) Banks, to keep clients’ records, cash transactions at ATMs etc.
4) Industries, to perform automated manufacturing process for example cooling robots.
5) Hospitals, to keep patients record and control functionality of high specialized machines for example life
support system.
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6) Transport, to control traffic at airports. IC3
7) Communication, sending and receiving messages online.
8) Law Enforcement, to perform biometric mapping activities like forensic analysis.
9) Education, like e-learning.
10) Home, for domestic documents like budgets.
11) Library, to track books circulation.
12) Entertainment, to generate games and movies.
13) Military, to design weapons and control traffic.
14) Research, to process and analyze data.

Merits of Computers
(i) Accurate, information is accurate as long as put correct.
(ii) Flexible, can perform variety of jobs.
(iii) Efficient, can handle huge volumes of data effectively.
(iv) Reliable, can work for long hours without fatigue.
(v) Compact storage, saves space of documents.
(vi) Privacy, have security features like passwords.
(vii) Fast, saves a lot of time.
(Viii) Entertainment example games, interactive TV and Radio.

Demerits of computers
(i) Cost, for example on installation.
(ii) Technology change for example may become outdated fast.
(iii) Maintenance, its cost is too high.
(iv) Social unrest, Need special trained staff, may at time cause redundancy
(v) Pollution, if not correctly disposed.
(vi) May lead to unemployment for illiterate over literate.

Computer Laboratory and Use

Is a special room set specially for safety installation and use of computers.

Safety precautions and d practices

Measures that protect the computer:
(i) Burglar proofing- by installing grills, intrusion detection and employing security guards.
(ii) Fire prevention and control for example fire extinguishers.
(iii) Provision of stable power for example U.P.S
(iv) Void of thunderstorms for example arrestors.
(v) Spacious well laid out furniture and lying cables/trunks away from paths.
(vi) Dust free room for example air conditions.
(vii) Well insulated cables.
(Viii) Avoid all food stuffs in the labs.

Measures that protect the user

1) All cables to be insulted.
2) Cables to be laid away from paths.
3) Standard furniture.
4) Provision of anti-glare screens to avoid eye strain
5) Well ventilated rooms
6) Well paintings, bright and reflective.
7) Running and playing in the laboratory should be avoided.

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Basic Computer Hands on Skill IC3
Booting a computer
Is the process of starting- up a computer. After POST (Power On Self Test) the machine reads instructions like date
and time from a special memory called CMOS (Complementary Metal Oxide Semiconductor). The Operating
System is read from the Hard disk and loaded to the memory in a process called booting.

Types of Booting;
a) Cold Booting - Starting the computer which was initially off, from the main switch.
b) Warm Booting- Done when the computer is on hanging mode, logged off, restating. Also called soft
booting.
Reasons for Warm Booting
(i) Due to power failure
(ii) When the computer hangs
(iii) When the computers hibernates

The Computer Keyboard

Is the primary input device to enter data into the computer.
a) Functional keys F1-F12, for shortcuts to specialized operations in application programs example F1 for aid.
b) Alphanumeric keys - consists of A-Z, 0-9, Caps lock, Backspace, Enter, Spacebar and Special characters like
= > # @ & * & % ! () : , ; “ < + .
c) Numeric keys- Consists of 0-9, Num lock, Arithmetic operations (- + *) and enter.
d) Navigation keys-Include: Home, End, Page up, page down, & Arrows keys.
e) Editing Keys- Include: Delete and insert keys.
f) Special PC keys-Include: CTRL, Alt, shift, Escape. Some have also windows, internet and shortcut keys.

The Mouse
Its an acronym abbreviated as:
Mechanically Operated User Signed Encoder

Skills:
 Clicking - pressing the left button once to select
 Double clicking – pressing the left button twice at the same time to execute a command
 Drag and drop – selecting an item, holding down the left button, moving to a new location then releasing
 Right click – pressing the right button at once to display short as menu
 Triple click – pressing the left button thrice at the same time to select a paragraph
NB: some mouse have a scroll wheel for scrolling.

Computer systems
Is a collection of three components:
(a) Hardware – physical tangible parts of a computer
(b) Software- set of instructions that directs the computer what to do
(c) Live ware – the user who issues commands

(a) Computer hardware

Classified into four:
i) Input devices
ii) CPU
iii) Output devices
iv) Storage devices

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Input devices
 Convey human language to machine language that a computer can process
They are classified into:
i) Keying devices
ii) Pointing devices
iii) Scanning devices
iv) Voice input devices
v) Digitizers
vi) Digital cameras

Keying devices
They include:
 Keyboard
 Keypad – a miniature keyboard used in portable devices example PDAS, laptops and handsets.
Types of a keyboards
 Standard/QWERTY – has 3 special PC keys, F1 to F12
 Braille keyboard – for the blind, has raised keys
 Flexible keyboard – wireless, uses infrared waves to transmit data.

Pointing devices
1) Mouse – moves the graphical pointer by being slide and smooth surface. It has 2-3 buttons, left and right.
2) Trackball – consists of a ball housed in a socket containing sensors to detect rotation of a ball about two axes.
3) Joystick – consists of a stick that pivots on a base reports its angle or direction to the device its controlling.
often used to control video games.
4) Pointing stick – a pressure sensitive small nub used like a joystick, mostly found in laptops.
5) Touchpad – a flat surface that can detect finger contact. Its commonly used in laptops.
6) Graphics tablet – similar to touchpad but controlled with a pen or stylus, held and used like a normal
pen/pencil.
7) Light pen – input in form of a light – sensitive wand used in conjunction with computer’s CRT, TV set or
monitor. Like a touch screen, it allows the user to point to display objects or draw on the screen.
8) Stylus – a small pen-shaped instrument used to input commands on the computer screen.

Scanning devices
Scanning is capturing data from an object and then connecting into digital and then converting into digital form.
Scanners are of two types:
a) Optical scanners
b) Magnetic scanners

(a) Optic scanners

Capture data using optical or light technology.

Examples:
i) Optical Mark Recognition (OMR)
 Detect marks on paper using ink or soft pen.
ii) Optical Bar Recognition (OBR)
 Capture data in bar codes, lines of different thickness that contain a product’s details for example
country or manufacturer.
iii) Optical Character Recognition (OCR)
 Used to capture computer printed, type written and hand written characters for example flatbed
scanner.

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(b) Magnetic scanners
 Used to capture data written using magnetic ink or coded into magnetic strip.
They include:
(i) Magnetic Ink Character Recognition (MICR)
 Read characters written using magnetic ink for example cheque reader used in banks.
(ii) Magnetic Card Reader (MCR)
 Reads data coded on a magnetic strip on a plastic cord for example ATMs and credit cards.

Other Digital Devices

 Touch screens – the user touches a screen to select an item.
 Digitizers – also called graphic tablets. Allows the user to draw an image using stylus.
 Digital cameras – capture and store data in digital form. Pictures are stored in a memory card
instead of films.
 CPU – also called the brain of the computer. Its the central part of the computer where data
processing takes. It comprises of:
a) Control unit
b) Arithmetic and logic unit
c) Main memory

a) Control unit
Acts as the directory, responsible for controlling all the activities in the computer.

b) Arithmetic and logic unit

Performs arithmetic and logic operations on data as directed by the control unit

c) Main memory
Stores data and instructions that are directly accessible to the processor.
They are of two types;
1) Random Access Memory (RAM)
2) Read Only Memory (ROM)

1. RAM
 It is referred to as the ‘working storage’.
 Its volatile, temporary holds data for processing.
They are of two types; Static and dynamic.

(i) Static Random Access Memory (S-RAM)

 Fastest access to the CPU.
 Large in size.
 Expensive.
 Its content doesn’t require refreshment.

(ii) Dynamic-RAM (D-RAM)

 Fastest access to the CPU.
 Require constant refreshment.
 Smaller in size compared to S-RAM
 Cheaper compared to S-RAM

2. ROM

Non-volatile, relatively permanent data and instructions that cannot be easily changed.

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Characteristics of ROM IC3
(i) Can’t write new data or instructions.
(ii) Non-volatile, permanent.
(iii) Content can’t be modified.

Types of ROM
(i) Mask ROM (MROM)
 Can’t be changed once written by manufacturer.
(ii) Programmable ROM (PROM)
 Can be written once by user, can’t be written again.
(iii) Erasable Programmable ROM (EPROM)
 Can be deleted and reprogrammed again by exposing it to ultra-violet light.
(iv) Electrically Erasable Programmable ROM (EEPROM)
 Programmed under software control and can support selective modification of its content.

Special Purpose Memories

 Embedded on the microprocessor to enhance processing speed.
They include:

1) Cache memories.
 Mounted on the motherboard to optimize system performance.
2) Buffers.
 Found on the input/output devices for example printers where massive data sent by CPU for printing
as it does other urgent tasks.
3) Registers.
 Located inside the CPU, hold data before and after processing in the ALU.

Processors
 A microprocessor is an integrated circuit on a tiny silicon chip that contain thousands or millions of
tiny on/off switches, known as transistors.

Output devices
Give feedback of manipulated data.
Classified into:

i. Softcopy
ii. Hardcopy

Softcopy output devices.

Provide output that is seen on screen or heard but can’t be touched. For example
 Monitors
 Projectors
 Sound output devices

Monitors
 Also called visual display unit (VDU) or screen.
 Aids the user to see what the CPU has accomplished.

Types of monitors
A) Cathode Ray Tubes (CRT)
 Consists of a long glass tube with an electron gun on one end and a screen on the other end.
They are of 2 types:
(i) Invar type – display pixels horizontally.
(ii) Trinitron type – displays pixels vertically

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B) Liquid Crystal Monitors (LCD)
 Made up of special liquid crystals.
 Less bulky.
 Consume less power.
 Have little effect on eyes.
They include:
(i) Passive matrix- create images by scanning the entire screen.
-have poor clarity
-consume less power
(ii) Active matrix –made up of Thin Film Transistors (TFT)
-have better clarity
-consume more power

C) Gas Plasma Displays (GPD)

 Use gas instead of liquid.
 Have better images, don’t suffer from angle distortion.

Projectors
 Projects computer output onto a white or silver fabric screen that is wall, ceiling or tripod mounted.

 Widely used in classrooms and auditoriums for instructions and slide presentations.

Sound Output Devices

Include:
 Speakers
 Headphones/earphones.

Hardcopy Output Devices

Includes:
 Printers
 Plotters
 Facsimile (fax)

1. Printers
Classified into:
a) Impact printers
b) Non-impact printers

a) Impact Printers
Use the striking mechanism to make contact with the paper in order to print.
They include:
i) Dot-matrix printers
ii) Daisy wheel printers

Merits of Impact Printers

i) Cheap to run.
ii) Durable.

Disadvantages of Impact Printers

i) Low quality printouts

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b) Non-Impact Printers
 Produce output on paper without striking the paper.
 Use electrostatic inkjet and thermal technologies for printing
 Faster and produce high quality output than impact printers
 Can print up-to 24 pages per minute.
 Costly than impact printers.
Examples of Non-Impact Printers include:
i. Laser printer
ii. Inkjet printer
iii. Thermal printers

Laser Printers
Laser stands for:
L- Light E- Emission
A- Amplification R- Radiation
S- Simulated
Read as light Amplification by Simulated Emission of Radiation
 Faster and of high quality
 Works like a photocopier
 Transfers the image of output on paper using LASER technology and toner.
 Prints one page at a time, texts and graphics.
 Prints about 4-32 pages per min.

Ink-jet Printers
 Sprays tiny drops of liquid ink on output.
 Consists of print cartridges with liquid and has small nozzles in form of matrix.
 Has resolution ranging from 300-720 dot per inch(dpi)
 Cheap, slow prints quality output.
 Quite fast, prints 1-6 pages per minute.

Thermal Printers
 Prints on a special heat sensitive waxy paper.
 Produces high quality printouts.
 Quite expensive.

2. Plotters
Special purpose printers designed to print photographs, maps and architectural designs.

Secondary Storage Devices/Auxiliary Devices

Are not directly accessed by CPU but offer long term storage for data and information
Can be classified into two:
i. Portability as removable and fixed.
ii. Technology used to store and retrieve data - Magnetic optical, Magnetic-optical and solid state.

According to Portability
a) Removable
1) Removable Magnetic Storage
 Use magnetic technology to store data.
 Data is read and written into the media using a DRIVE.
 Magnetic tapes and floppy Disks are examples of Magnetic Media.
Magnetic Tapes
Are flexible plastic ribbons on which data can be stored using magnetic process.
It resembles a whole tape recorder.
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Merits of Magnetic Tapes
i) Store large amount of data easily for long
ii) Easy and light to carry
iii) Effective when storing sequential files for batch application

Demerits of Magnetic Tapes

i) Must read sequentially one record until reaching required one
ii) Environmental factors e. g dust, moisture in high low humidity can destroy data.

Floppy Diskettes
 Flexible disk held in protective covers
 Holds data in concentric tracks divided into logical pie-shaped segments called sectors.
 The tracks and sectors have the same storage capacity.
 The area with the same track bound by 2 edges of sectors forms a block.

Removable Magnetic –Optical Storage

 Stores data both magnetically and optically
 Examples include:
i) Zip Disk - Can hold up to 750 MB.
ii) Jaz Disk - Can hold up to 2GB of data, ready using internal or external drive.
iii) High capacity Floppy Disk (HIFD) - Holds up to 200MB
iv) Laser serve 120 super disk (LS-120) - Holds up to 240 MB

Removable Optical Storage

 Named so, as data is read and written from them using laser beam
 They include:
1) CD (Compact Disk)
 Made of small plastic disk with a reflective aluminum coating on one side
 Can store data, approximately 700MB
They include:
i) Compact Disk Recordable (CD-R)
 Coated with special dye which changes color to represent data when burned using a laser beam
 Once data is burned it becomes a read only
 Both CD-ROM and CD-R are known as Writ Once Read More (WORM)

ii) Compact Disk Rewritable (CD-RW)

 Can be erased and written more than once
 Also called Compact Disk Erasable(CD-E)
 Coated with a special dye which allows rewriting

2) Digital Versatile Disk (DVD)

 Resembles CD-ROM, can store more data, typical ones up to 17GB
 They include:
 Read only DVDs
 Recordable DVDs
 Rewritable DVDs

Fixed Magnetic Storage

They include:
1) Hard Disk (Hard Drive) - HDD
 Some are removable and made up of metallic disk platters housed in a protective metal case.
 The read/write head moves just above the surface of the rapidly moving disk to read or write data
 Most of them are connected to the motherboard using controllers e. g Integrated Drive Electronic (IDE)

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Advantages of H.D.D
i) Stores large volumes of data
ii) Offers fast access to data

Care of H.D.D
I. Keep away from dust/moisture
II. Switch off the computer using the correct procedure

Solid State Storage Devices

 Kind of non-volatile storage media that employs integrated circuits rather than mechanical, magnetic or
optical technology
 They are also called so because they don’t have moving parts but everything is electronic as the case
of RAM or EEPROM e. g Flash Disks and Memory Cards.

Merits of Solid State Storage Devices over other Removable Media

i) Noiseless, have no mechanical parts
ii) Offer fast access to the stored data
iii) Very small hence portable

Caring for Magnetic Media

1) Don’t expose to strong magnetic fields, can erase records
2) Don’t expose to excessive heat, can cause loss of magnetic storage
3) Don’t drop on the ground, the impact weakens magnetism
4) Don’t bend, fold or put heavy weights on them to avoid damaging or breaking them.
5) Do not touch the magnetic surfaces.
6) Do not remove it from the drive when still accessed by the computer, may result in data loss.

Basic Computer Setup

Involves connecting basic parts e. g Monitor, Keyboard, Mouse and speaker to the system unity, then to
power supply which serves to convert AC to DC

Connecting Main Components

i. Serial ports- Support transmission of data one bit at a time
ii. Parallel ports- Transmit more than one bit at a time
iii. USB –Connects as many as 127 peripheral devices
iv. Video port- Where the monitor is connected to the system unit.
v. Ethernet port-Connecting network cable e. g RJ 45
vi. Multimedia ports- For connecting speakers, Microphones etc
vii. P/S2 ports- For connecting Mouse and the keyboard.
viii. Power port-For power supply.

Criteria for selecting Computer Hardware

i. Memory capacity, to know the Operating System type it can run
ii. Cost
iii. Warranty
iv. Portability, across all platforms
v. Upgradability, to easily increase functionality
vi. User needs
vii. Processor Speed
viii. Flat panel Monitors, preferable CRTs

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Computer Software
Set of instructions that govern the computer what to do and how
they include:
a) System Software
b) Application Software

a) System Software
Performs a fundamental operation that avails computer resources to user
applications Classified into:

1) Operating System
Manages the computer hardware resources and controls the execution of application software e.g.
Ms Windows, Linux and UNIX.
2) Networking Software
Enables the computer and other devices connected to the network to share resources and communicate
3) Utility Software
Special program used to enhance the performance of the system like smooth running of the application
software
They include:
-System level utility software - Give correct suggestions when user is wrong
-Application Utility Software - Makes the user to work efficiently
4) Firmware
Combination of hardware and software etched on a single silicon chip
-Also called stored logic, a Read Only chip, It holds Programs e.g. language, processor etc
5) Application Software
-Designed to meet user specific needs. Classified according to:
i) Purpose
-It includes:

a) General purpose software

-Performs more tasks e.g. Word processor, Spreadsheets and Database
b) Specific purpose software
-Performs specialized tasks e.g. publishing and video editing

ii) Classification According to Acquisition

They include;
a) In-house Developed/Tailor Made software - Tailored to meet specific user with the organization
b) Vendor-off-the shelf software - Are developed Packages and made available for sale

Development Software (Programming Languages)

Are programs/software used to design other programs I.e. they are like the mother to programs example
 Visual Basic
 Pascal
 C++

Programming Languages Development Environment

-A program is a series of instructions to be performed by a computer to solve a given challenge
-Programming is the process of developing a program
-Programming language is the language in which programs are written
-Each programming language has its own syntax (grammatical) rules that must be obeyed in order
to write valid programs.
-Semantics are rules that govern the meaning of words and phrases in that language.

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Classification of programming languages
Grouped into three classes;
1) Computer Language
Comprises of words in a form in which the instructions formed can be executed immediately by
the computer without any transformation of these words.
Machine Language is highly efficient and allows direct control of each operation.
The instructions are binary digit (in 0s and 1s). All instructions are written in binary code.

2) Low level or Assembly Language

Its computer’s oriented programming language instructions.
They make use of mnemonics and symbolic codes in place of long lines of computers.

3) High level Language

These are computer’s independent, problem oriented programming languages which use syntax
that closely resembles ordinary Mathematical or English like phases and which enables the
production in programs that can be used on any type of computer.

Hardware Considerations
1) Memory capacity
2) Cost
3) Warranty
4) Portability
5) Compatibility
6) Upgradability
7) User needs
8) Processor speed
9) Display

Software Considerations
1) Authenticity- Have manufacturer certificate to avoid pirated ones
2) Documentation – should have user troubleshooting and installation guides
3) User needs
4) Reliable
5) Cost
6) Compatibility and Upgradability

OPERATING SYSTERMS (OS)

It is the main program that controls the execution of User application and enables the user to access
hardware and software resources of the computer.

Resources under the Operating system control

1) Processor-OS determines which task be executed
2) Main Memory- OS determines which job remains in memory and which one is temporary suspended.
3) Input/output devices - OS allocates requests from applications to devices.
4) Secondary storage devices - OS manages the storage and retrieval of data from backing storage.
5) Communication devices - OS provides an environment with which these devices operate.

Functions of an OS
1) Memory managements- tracks parts of memory in use and not in use.
2) Processor management- program to be allowed in CPU and how long
3) Input/output device managements – controls allocation & resolve conflicts
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4) File management- keeps track of file information, file allocation, use, status etc
5) Job scheduling-OS schedules which task will use which resource and how long
6) Error handling-Performs an error check on data, hardware and Software & may give suggestions.

Classification of O.S
1) According to the number of users handled at a time
2) According to the number of task handled at a time
3) According to user interface
4) According to size of the computer

According to number of users

They include;
a) Single- User OS- By one person example Ms Docs
b) Multi-User OS- Allows more than one user to Access resources at time example Linux

According to number of tasks

They include:
a) Single task OS-Run only one program at a time example Ms
b) Multi-tasking OS-Allows more than one program at a time Windows

According to size of computer

They include:
a) Command- line user interface-lets the user to type Command at the prompt which is then interpreted
b) Menu Driven interface- the user chooses from a list of menu options
c) Graphical user- interface OS- makes use of rectangular frame called windows, graphical Called icons

Types of icons
Icons are Graphical representation of programs, shortcuts, folders and files.
They include:
1) Application icons- Found at lower edge of desktops. They represent windows running but whose
windows are not open example date, time and antivirus.
2) Group icons- Represent minimized document windows.
3) Program icons- Represents application you can start from windows, normally found on the start menu.

Menus
Is a list of options representing commands.
They include:
a) Start menu
b) Pop-up menus- Appear from bottom to top when user right clicks
c) Nested menu- Represents combination of pop up & pop down menu.

Uses of Menus
i) Shutting down
ii) Starting programs
iii) Opening and saving files

Properties of a window
I. Title Bar-shows running program in an active window.
II. Menu bar-gives options of commands that can be used when programs are running.
III. Tool bar-represents commands in the form of icons.
IV. Typing area-where all typing is done.

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V. Status Bar-shows the current state of the programs e. g line, column, section & paragraph.
VI. Scroll bar-navigates the entire working area

Factors to consider when choosing an OS

1. Hardware configuration or provision of computer e. g memory, HDD and processor type.
2. Application software intended for the computer
3. User friendliness
4. Availability in the market
5. Cost
6. Reliability
7. Users it can support
8. Documentation available

How the Operating System organizes information

1) Drives
Assigned labels A-Z
i.e.
Storage Media Drive Remarks

Floppy Disk A and B Floppy disks are assigned A or B

Hard disk C,D,E,F HD assigned either C,D,E,F

Optical drives D,E,F,G These are for CDS or DVDS

Other removable D---Z

2) Files
Collection of logically organized data given a unique name for ease of access, manipulation & storage on a backing
storage.
3) Folders
It is a named storage location in the computer. A sub folder is a folder within a folder.

Types of folders
i) Expanded folders– folders (+) sign next to their icon meaning it has a subfolder
ii) Collapsed folders- folders with a (-) sign next to their icons meaning its subfolders are already
displayed

Managing storage devices using windows

a) Formatting drives: Is the writing tracks & sectors on a disk to make it ready for data storage
b) Defragmenting a disk: Process of re-assembling scattered bits of information on a disk in a contiguous
manner.
c) Disk compression: Its dramatically available free space by compression files, however it reduces
performance.

Keyboard shortcut keys

List of Control Key Shortcuts

Ctrl+A These two keys will select all text or other objects.
Ctrl+B Bold highlighted text.
Ctrl+C Copy any selected text or another object.
Ctrl+D Bookmark an open web page or open font window in Microsoft Word.

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Ctrl+E Center text. IC3
Ctrl+F Open find window.
Ctrl+G Open Find in a browser and word processors.
Ctrl+H Open the Find and Replace in Notepad, Microsoft Word, and WordPad
Ctrl+I Italicize text.
Ctrl+J View downloads in browsers and set justify alignment in Microsoft
Word.
Ctrl+K create a hyperlink for the highlighted text in Microsoft Word and
many HTML editors.
Ctrl+L Select address bar in a browser or left align text in a word processor.
Ctrl+M Indent selected text in word processors and other programs.
Ctrl+N Create a new page or document.
Ctrl+O Open a file in most programs.
Ctrl+P Open a print window to print the page you're viewing.
Ctrl+R Reload page in browser or right align text in a word processor.
Ctrl+S Save the document or file.
Ctrl+T Create a new tab in an Internet browser or adjust tabs in word
processors.
Ctrl+U Underline selected text.
Ctrl+V Paste any text or another object that has been copied.
Ctrl+W Close open tab in a browser or close a document in Word.
Ctrl+X Cut selected text or another object.
Ctrl+Y These keys will redo any undo action.
Ctrl+End Moves cursor to the end of a document instead of end of the line.
Ctrl+Z Pressing these two keys will undo any action.
Ctrl+Esc Open the Windows Start Menu.
Ctrl+Tab Switch between open tabs in browsers or other tabbed programs.
Ctrl+Shift+Tab will go backwards (right to left).
DATA REPRESENTATION
Units of measurement
i) The bit
Is the smallest piece of logic that can be recognized by the computer.
A bit represents an electrical state (e. g positive, negative)
Digital computers recognize only two types of bits represented by 1 and 0.
ii) The byte
Is equal to 8 bits (a combination of 8 bits)
iii) Nibble
A group of four bits, or half a byte often used in the context of hexadecimal number representation
iv) Word character
A group of 16 or more bits

Derived units
Bit = 0 or 1
Nibble = 4 bits
Byte = 8 bits
Word/character = 16 bits or 2bytes
Kilobyte (kb) = 1024 bytes
Megabyte (mb) = 1024 kbs
Gigabyte (GB) = 1024 mbs
Terabyte (Tb) = 1024 Gbs
Hectobyte (Hb) = 1024 Tbs

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The Number system IC3
Data representation is the representation of instructions to a computer in a form it can understand.
In normal day to day writing, we choose from letters of alphabets i.e. A-Z, the decimal representation 0-9, In
several punctuations & symbols like ; , ? & % etc
The computer has a problem of understanding these, hence special code for man to communicate to the
computer, data and instructions must be coded to a form understandable by the computer and information
supplied to it must be decoded to a form understandable by the users.
Data can be described as Numeric or Alphanumeric

The number system consists of:

1. Decimal Number system (base ten number system)
2. Binary Number system (base two number system)
3. Octal Number system (base eight number system)
4. Hexadecimal Number system (base sixteen number system)

Computer memory and data presentation

The computer uses a fixed number of bits to represent a bit of data which could be a number, character or
others.
Integers for example can be represented in 8-bit, 16-bit, 32 or 64-bit. It’s a programmer who chooses
an appropriate bit-length.

i) BCD (character encoding)

A Binary Coded Decimal (BCD), representation of numerals, upper case Latin letters & some special control
characters codes. It’s a 4-bit system.

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ii) EBCDIC (character Encoding)

Extended Binary Coded Decimal Interchange Code is an 8-bit character encoding mainly used IBM mainframe and
midrange computers Operating System.

iii) ASCII character encoding)

American Standard Code Information Interchange is a character encoding scheme, originally based on the English
alphabet that encodes 128 specific characters, the numbers 0-9, and also 7-bit binary integers.
It represents text in computers, communication equipment & other devices that use text.

End of Module one

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MICROSOFT OFFICE

MS WORD
WORD PROCESSOR
Is application software that enables a user to create, save, edit, format and print a text document.
Word processing is the act of creating, saving, editing, formatting and printing text documents.

Examples of word processors

 Ms word
 Corel WordPerfect
 WordStar
 Lotus WordPro
 Quick-office
 Apple works
 Ms works
 Word To – Go (in Android/windows phones)
 Google Documents

Merits of word processors

i. Documents can be stored in the computer for future use.
ii. Typing is easier, more efficient since its actions are automated e.g. word-wrap, auto complete,
autocorrect etc.
iii. Have special editing tools e.g. grammar, spell checker and thesaurus for words with similar meaning.
iv. One can easily insert or replace a word without affecting the structure and neatness of the document.
v. Superior editing and formatting features.
vi. Ability to create tables.
vii. Provides use of Headers and Footers, indexing tool notes and references, fonts and other set.
viii. Easier to produce many copies via the act of printing.

Purpose of word processing

I. Writing letters
II. Writing reports
III. Writing projects
IV. Writing books
V. Writing essays
VI. Writing memo
VII. Writing CVS
etc

Factors to consider when choosing a word processor

a) Type of Operating System
b) User friendliness
c) Formatting and editing features
d) Should be good and varied
e) Compatibility with other software

Features of word processors

1) Ability to create file, save, open, edit and format.
2) Has spell checking facility to correct errors.

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3) Have mail merge to enable sending of one document to many people.
4) Ability to create graphics.

MS Office Suit
Is integrated software with a number of interrelated programs for example;
1. Ms word
2. Ms Excel
3. Ms Access
4. Ms Outlook
5. Ms PowerPoint

Parts of Ms Word window

• Title bar- Displays the current running application or task.
• Menu bar- Has drop down list of commands used to perform tasks.
• Tool bars- Rows of buttons or icons that represent commands, shortcuts from menu bars.
They include:
 Standard toolbar
 Formatting toolbar
• Rulers- Vertical and horizontal rulers, helps the user position text or object in the right position.
• Work area- Where text or graphics are entered.
• Status bar- Interactive strip at the bottom of the screen. Shows current page, number of words, saving and
opening options.

Typing Modes
• Insert mode- Text is inserted between characters, pushes the existing text away without replacing it.
• Overtype mode-Typed between characters, automatically replaces the existing one.
• Find and replace- Search of particular words which either automatically replaces with options.
• Proof-reading- for checking typographical or grammatical errors.

Proof Reading Tools

i. Spelling and grammar checker- for corrections
ii. Thesaurus- To find words of similar meanings (synonyms) or opposite meaning (antonyms)
iii. Auto complete- Displays a word when 1st few characters are typed.
iv. Autocorrect- Automatically detects wrongly spelt or capitalized words/phrases and replaces with correct
ones.
v. Copy/move- Creating duplicates or changing location of a document respectively.
vi. Highlighting/selecting- Choosing particular areas of the document to apply certain features.
vii. Undo/redo-cancels most recent action and repeat action respectively in a document

Editing a Document
Text formatting
• Bold (ctrl+B) - Makes text thick and darker.
• Underline (ctrl+u) - placing a line below a text.
• Change case (shift +F3)- Switching to upper, lower, tOGGLE and sentence cases.
• Super script and subscript- Text made slightly higher and lower than others respectively.

Paragraph formatting
• Text alignment
They include:
• Left alignment
• Right alignment
• Centre alignment
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• Justification alignment- evenly along left/right margin.
• Indentation. The process of moving a sentence from margins.
They include:
• 1st line indent- 1st line indented and the rest left to the left alignment.
• Hanging indent- whole paragraph is indented except 1st line.
• Full indent- Whole paragraph is indented.

Examples of line spacing specification

• 1.5 line spacing
• Single line spacing
• Double line spacing
• Tabs- To indent 1st line or create columnar data.
• Bullets and Numbering- mark steps in a procedure or item in a list.
• Drop cap-large dropped initial capital letter in a word sentence.
• Section breaks- identify where a section, columnar or page ends and beginning of text.

Headers and Footers

A header is printed in the top margin. A footer is printed in the bottom margin e.g title or graphics, page numbers,
date/time, company logo etc.

Endnote and Footnote

Endnote is a default explanation of terms and references that appear at the end of a document e.g glossary.
Footnote is the information inserted at the bottom of a page that gives parenthetical and reference information.

Gutters section and Margins

Gutter section is the space occupied by the bind while margin is the space at the top, bottom, right and left where
graphics can`t be inserted.

Tables
Are combination of rows and columns where figures and mathematical calculations can be done.

Use
s • To organize data and figures neatly
• Performing calculations

Terms to note
• Splitting cells- process of dividing cells
• Merge cells- Combining cells
• Sorting- Arranging records either in ascending or descending order.

Mail Merging
Is the process of generating personalized letters by compiling into the main document.
It has 3 files:
i. Main document- A letter to be sent to people of choice.
ii. Secondary file- A list of people you are sending information to.
iii. Merged file-A document which contain letters and all merged fields.

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MS EXCEL
SPREADSHEET
Is an application software used to calculate, organize & analyze numeral data.

Types
1. Manual spreadsheet- a ledger book made up of rows & columns where data is filled using a pen.
2. Electronic spreadsheet- is an application software used to calculate, organize & analyze numeral data.

Examples of E-spreadsheets
I. Ms Excel
II. Lotus 1-2-3
III. Corel Quattro pro
IV. VisiCalc
V. Super calc
VI. Multi-plan

Merits of E-spreadsheets
1. Have large worksheet compared to manual system
2. Automatically adjust results whenever a value is altered in a cell referenced by formula.
3. Superior editing & formatting features, produce neat work.
4. Easier entry of data due to typing aid e. g auto complete.
5. Analytical graphs or charts provides visual representation of data from a worksheet.

Applications of E-spreadsheet
1. Statistical analysis e.g. mean, standard deviation, variance etc
2. Forecasting e.g. what if analysis, solver, goal-seek, scenario etc
3. Accounting e.g. balance sheet preparation, loan repayments etc
4. Mathematical & scientific solution e.g. rounding off, multiplication etc

Excel Application Window: Components

1. Worksheet- Rectangular grid of rows & columns. Collection of related worksheets make a workbook.
2. Graph –visual representation of data
3. Database- collection of logically related data, organized for ease of access and retrieval.
4. Row- horizontal arrangement of cells represented by numbers 1 2 3 …
5. Column- vertical arrangement of cells, represented by letters A B C …
6. Name Bar- displays name of the highlighted cell.
7. Cell- point of intersection between rows & columns e. g B4

Excel Data Types

1. Label- Alphanumeric characters that describe rows/columns e.g. Name
2. Values- Numeric values that can be manipulated mathematically e.g. 0-9
3. Formula- Mathematical expression e.g. =(A2+B2)
4. Function- predefined /inbuilt formula to perform complex calculations e.g. =sum(A3:C4)

Saving and protecting a worksheet

To save:
1. Click on the office/file button, choose save as
2. Select storage location
3. Type the name of the workbook & click save button.

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To protect
I. While the workbook is open, click on review tab, select ‘protect sheet’
II. On the highlighted dialogue box, type preferred password
III. On the highlighted dialogue box confirm it by retyping
IV. Click ok button.

Worksheet Editing and Formatting

Editing
Is the making of necessary changes to an existing document. It involves deleting, copying, moving, find/replace,
inserting rows & columns & spell checking.

Formatting
Making a worksheet appealing to users for example changing font size, type, color, face, adjusting columns,
changing background, rotating texts, striking through, changing cases, alignment, indentation, bulleting as well as
numbering.

Cell referencing
There are three types of cell referencing when creating formulae & manipulation of cell content.
a) Relative cell referencing: When a formula is copied that contain a cell reference it adjusts to a new
location e.g. C1 to C2; =(A1+B1) its =(A2+B2)
b) Absolute Cell Referencing: The reference is made to a specific address & doesn’t change even if the
formula is copied to another cell.
c) Mixed Cell Referencing: Combination of both relative & absolute referencing

Using in-built functions

A formula must begin with an = sign, followed by the function name then argument.
In Ms excel, functions are categorized according to the nature of problem they solve.
They include:
a) Mathematical Functions
b) Logical functions
c) Date/Time functions

Using Mathematical Functions

They include:
1. Sum ( )- Adds all values in selected range e. g if A3,B3,C3 contains 20,50,80, sum=(A3:C3) returns 150.
2. Round ()- Rounds to specified number of decimal place e. g = (round 49.7690) returns 50
3. Product ()- multiplies all the values in the argument e. g = product (A2:B4)
4. L.C.M ()- Returns the least common multiple of integers e. g = (LCM 5,10) Returns 10
5. G C D () –Returns the greatest common divisor of 2 or more integers e. g =(GCD 5,10) returns 5
6. Power ()- Returns the result of a number raised to a power e.g. =power (5, 2) returns 25

Using statistical functions

 Average – returns the arithmetic mean of its argument e.g., if A3, B3, C3 Contain 20, 50, 80 respectively;
=AVERAGE (A3:C3) Returns 50
 Count – counts the number of cells that contains number within a range e. g =count (A3:C3) RETURNS 3.
 Count if- counts the number of cells within a range that meet a given condition
 Count Blank- counts empty cells in a range of cells
 Max- returns the largest value in a set of values
 Min- returns the smallest value in a given range
 Average if- returns the arithmetic mean of all the cells in a range that meet a given criteria
 Mode-Returns the most frequently occurring value in a range of cells
 Rank – returns the position of a number in a list of numbers relative to other values in the range
 VARPO –returns the variance of the entire population in a given range.

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Variance is the square of the sum of the mean deviation.
 STD EVPO- Calculates Standard deviation based on the entire population given as arguments
STD deviation is the square root of the variance

Using logical functions

 AND- returns time if all its arguments are true or false
 OR- Returns true if any of its arguments is true or false if both arguments are false e.g.
=or (3+2=7, 2+2=4) returns true
 NOT- negates the unary operand
 IF- returns a value or label if a condition you specify evaluates to true and another if it evaluates too false.

Date and time functions

 Today – returns a number that represents today’s date. It takes no of arguments e. g =today ()
 Now – returns the current date and time, takes no argument also
 Date – returns a serial number that represents a particular date e. g =date (2012, 05, 21) returns 41050
 Month – converts a serial number to month of the year e. g =Month (41050) gives 5.
 Day – converts a serial number to a day of the month e. g = day (41051) gives 21
 Hour – Returns the hour

Worksheet Database Management

They include;
1. sorting- arranging data either in ascending or descending order
2. Filtering- displays only records that meets a certain criteria
3. Sub-totaling- used to summarize a worksheet list to display grouped totals & a grand total
4. Input validation- is a criteria used to ensure that user doesn’t enter invalid data
5. Creating charts- is a component of a spreadsheet that is used to provide a visual representation of
data in a way that provides instant impact.

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MS ACCESS
DATABASE(S)
- Is a collection of logically related data organized for ease of access and retrieval.
- DBMS are special designed software applications that interact with the user, other applications and database
it to capture and analyze data.
- A general DBMS is a software system designed to allow the definition, creation, querying, update and
administration of database.

Examples of Database Management Software

I. MS Access
II. Fox pro
III. Oracle
IV. Database II, III, IV
V. Lotus IV
VI. Paradox
VII. SQL

Functions of Database Management Software

1. Allows the user to add or delete records (forms).
2. Updating or modifying existing records.
3. To organize data for ease of access.
4. Acts as an interface between database and other application programs.
5. To ensure security for the data in database by safeguarding it against unauthorized access and
corruption.
6. To keep statistics of data items in a database.

Database Objects and Features of DBMS

1. Tables –To hold related data organized in rows and columns with each row representing a record
and column representing fields.
2. Queries and query language –Tool used to search specific records.
-Returned results in MS Access query is called Dynaset.
3. Forms /screen input - Graphical interface that resembles the ordinary paper form used to collect
data, enables the user view and enter data into a table.
4. Reports –A tool/object used to summarize information from tables and queries.
5. Macro –Used to automate tasks or operations within the database.

Data Organization on a Database

1. Record – Collection of related tables e. g students records in a school, records which contain details e. g
Name, Admin number etc
2. Table/file- Collection of related records e. g Details of all students in a school file.
3. Database- Holds all related files or tables e. g school database may contain student and staff table files

MS Access Screen Layout

MS Access Window has:
 Title bar
 Menu bar
 Tool bar
 Status bar

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Description of Data Types
1. Text –Includes alphabetic characters, numbers, space and punctuation. It accommodates a maximum of
255 characters.
2. Numbers- Made up of numeric characters 0-9 that can be manipulated mathematically.
3. Memo- Made up of alphanumeric data, instead of using text to enter several paragraphs. It
accommodates up-to 32,000 characters.
4. Date/time- For a field of either date or time. It can calculate the age of a person since birth to current.
5. Currency- For values that have decimals or fractions especially when dealing with monetary values e. g
Balance, amount sold etc.
6. Auto number-Creates unique values automatically when a record is created.
7. Yes/No- Logical function where the output is either yes/no, true or false.
8. OLE Object- Stands for (object linking and Embedded) used with graphical interface apps for inserting
graphical objects e. g pictures, charts, drawing etc.
9. Look –up wizard- Creates a field that allows you to choose values from another table or from a list of
values using a comb box.

Field Properties
1. Field size- Allows the user to set the number of characters in the field instead of default 50 for text
fields, numeric, integer and a long integer.
2. Format- Determines how information appears in screen and when printed.
3. Decimal place- For numbers and currency fields.
4. Input Masks- Automatically formats the field’s entry into a specific format.
5. Caption- Is more description name for the field to be used in a table or a form to display.
6. Default value- A value that will appear automatically in the datasheet or form if nothing is entered
by the user to change it.
7. Validation text- Message that appear at once when the validation rule is related.

Primary Key and Indexes

An index is a database feature used to speed-up search and fort operations in a table.
Primary key- Enforces uniqueness in a table so that one record specified is not entered twice

Types of controls
 BOUND- One where source of data is an active field in a table or query.
 UNBOUND- Is a control that isn’t connected to any data source.

Creating a form Layout using Form Wizard

They include:
1) Columnar- The fields for each record are displayed down a column.
2) Tabular- Records are displayed on left top of each column and how row represents a new record.
3) Datasheet- The form resembles a table datasheet view.
4) Justified- One record occupies the whole form.

Using Queries
They include:
a) Select query-The common type of query used for searching and analyzing data in one or more
tables.
b) Action query- Make changes to many records once, mostly used to delete, update, add a group of
records from one table to another or create a new table from another table.

Types of action queries

i) Update- Updates data in the table.
ii) Append query- Adds data in a table from one or more tables.

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iii) Make table query- Creates a new table from a Dynaset.
iv) Delete query- Deletes specified records from one or more tables.

Parts of a query Grid

1) Field row- fields from a table to be used are arranged in this row.
2) Sort row- Specifies whether to display the fields in query results, when the box is not checked, the field
isn’t displayed.
3) Criteria row- Conditional statements are typed that will be used by the query to display specific records.
4) Or row- Used to specify an alternative.

To Define Criteria - Use either Rational or logical operators.

a) Rational operators: Includes the following relational operators:
<, >, >=, <=, <> (not equal to), =.
b) Logical operators include:
i) And-To display values in a specific range
ii) Or- To get either one of the two values.
iii) Not- List all records except those you do not want to see
iv) Between-To display data in a particular range.
v) Like- To display records you’re sure of the name but you recall few characters.
vi) Wildcards- Special symbols mostly an asterisk (*) and ? in place of other characters.

Relationship: Types
a) One to one- For a particular field in one table, there is only one matching record in the related table and
vice versa.
b) One to many- In a particular field in one table, there are several matching records in another table.
c) Many to many- In particular records in one table, there are several matching records in the other table
and vice versa.

Creating Reports
Reports are used to summarize and present information from a database.

Parts of a Report Layout in Design view

i) Report header- Controls the display title of the report.
ii) Page header- Label data items to be displayed in every column.
iii) Page footer- Holds controls to be displayed every page e. g numbers, Date etc
iv) Detail- Controls the display data item for table or query created from.
v) Report footer –Summary from a report e. g grand data for numerics.

Sample Table
I.D Name Age Gender Marital status Registration Fee to Fee paid
Number fee pay
>L<???..... >=18 Look up Look up wizard
Input mask Validation rule wizard
and text

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MS POWERPOINT
PRESENTATION
Is a software package used to display information in form of slide show.

It has 3 major functions

I. An editor that allows text to be inserted and formatted
II. Method for inserting & manipulating graphic images
III. A slide – show system to display the context

Examples of Presentations software

1. Microsoft PowerPoint
2. Adobe (Aldus) Persuasion
3. Apple Keynote
4. Corel Presentations
5. CustomShow
6. Google Documents (web-based)
7. Harvard Graphics
8. Kingsoft Presentation
9. SlideRocket
10. SlideWiki

Quick overview of what you can do in PowerPoint: Features

1) Presentations you create are made of a series of slides that can also be presented as overhead
transparencies.
2) In addition to slides, you can print audience handouts, outlines & the speaker’s notes.
3) You can formant all the slides using slide master which will be Covered in the tutorials
4) The entire presentation can be kept in a single file, all your Slides, speaker’s notes & audience handouts.
5) You can import what you’ve created in other Ms products e.g. Word & Excel into any of your slides

Features offered by PowerPoint when running the Slide show(s)

 One can use special effects e.g. transitions and builds that are set automatically timing for your slide
 A build slide; a slide that begins with the first major bullet point as presentation proceeds.
 Transitions; is the way one slide moves off the screen and brings the next on.

Merits of PowerPoint
1) Easy to create colorful designs using standard templates
2) Easy to present and maintain eye contact with a large audience by simply advancing the slides with a
keystroke, eliminating the need for handouts to follow the message.

Disadvantages
i. Speakers have to create slides so that they have something to present rather than outlining, organizing, and
focusing on their message.
ii. The linear nature of PowerPoint slides forces the presenter to reduce complex subjects to a set of bullet
items, which are too weak to support decision-making or show the complexity of an issue.
iii. Basic equipment required to present. You need to have a computer and projection equipment in place to
display the slides to the audience.

Views in PowerPoint
1) Slide view- Shows tiny pictures of all the slides in your Presentation
2) Outlines- Shows the hierarchy of the texts in your slide
3) Slide sorter view- shows you a miniature of each slide in your presentation

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4) Note view- lets you create the speaker's notes
5) A presentation- Made up of served slides
6) Ribbon- offers access to all different features in PowerPoint

Formats in PowerPoint
1. Slide
2. Bullets
3. Slide color scheme
4. Text

End of module two

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MS PUBLISHER
DESKTOP PUBLISHER
Desktop publishing (DTP) is the creation of documents using page layout skills on a PC.
Desktop publishing software can generate layouts and produce typographic quality text and images
comparable to traditional typography and printing.

Examples of Desktop publisher programs

i. Microsoft Office Publisher
ii. Adobe Frame Maker
iii. Adobe InDesign
iv. Serif PagePlus
v. QuarkXPress
vi. Adobe PageMaker
vii. Adobe HomePublisher
viii. Apple Pages 2, 4x
ix. Corel Ventura

Purpose of desktop publisher

1. For graphic design- using DPT software, a typesetter can create and edit very complete text and graphical
like pictures to the finest detail
2. Page layout design- can be done by setting content pictures and objects location, dividing a page in a
number of columns and creating layers.
3. Aids the user to prepare an artwork in commercial circle for printing

Types of publications
1. Cards- They may be for weddings and other special occasions e.g. graduations and congratulations
2. Certificates-To show completion of courses or special events.
3. Newsletters, magazines, pamphlets and newspapers- Meant for targeting certain groups of people and
also deliver information
4. Books- Bulky publications of many pages bound together.
5. Calendars- Apart from showing date, they are used by companies to advertise their products hence most
of them have heavy catchy graphics
6. Brochures- small booklets used for advertisements, they are of good quality, color, pictures and texts.
7. Posters and Fliers - used to insert an action and grab the attention of a group of people.

Publication objects
i) Text-To create texts
ii) Arrow- the pointer
iii) Tables tool- To create or insert tables
iv) Pictures frame- to insert a picture in your publication
v) WordArt –To create word styles
vi) Line tool- To create lines
vii) AutoShape tool- To create various shapes
viii) Design object- to insert design objects e.g. logs order

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Networking
This is the process of interconnection of computers to be able to share files, programs and other resources.

Reasons for creating a network

i. For common communication e.g. among people
ii. For sharing of resources
iii. For centralized management e.g. server computers in a company
iv. For security purposes e.g. CCTV

Basic Requirements for networking

 Media- Medium of communication
 Computers to connect
 Software that enables computers to access a network
 Network Interface Card (NIC) -peripheral devices called foreign connections to computers with addresses
and broadcast

Types of networks
A) Local Area Network (LAN)
 Covers a small area e.g. a building
 Easy sharing of resources
 Cheap
 Data security is easily implemented

B) Metropolitan Area Network (MAN)

 Covers a large area e.g. a city or municipality

C) Wide Area Network (WAN)

 Covers the largest geographical area i.e the Whole World.

Network Topology
This is the shape taken by computers when connected to a network

Categories
a) Ring Topology
Networks do make a ring shape, messages travel on one direction
 Cheap method
 If one fails, there will be no flow of data
 The speed depends on the direction of the message

b) Bus Topology
Computers get their communication from a common data cable
 Cheap and can accommodate many computers
 Any failure within the bus brings down the entire network

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c) Star topology
Connects from main, central hub into branches
 It is a fast
 Easy to remove any infected computer
 Depends on the central server which may fail and expensive

d) Tree topology
Each computer integrates to multiple ones, each takes two.
 Cheap to install
 It is also a tricky method

e) Mesh Topology
Each computer is directly connected to the other.
 Fast method
 Failure of one computer will only affect the two shared
 It is a very tricky method and combusome to set up

Wireless networks
Wireless networks are computer networks that are not connected by cables of any kind. They do not
require physical cabling.
 Particularly useful for remote access e.g for laptop users
 Eliminates cable faults and cable breaks, Signal interference and security issues.
 The network can be expanded without disruption to current users
 There are potential security issues associated with wireless transmissions as well.
 Has limited speed in comparison to other network topologies.

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INTERNET AND E-MAIL
INTERNET
It is a global interconnection of computers that provides a variety of resources and data to the people
that use it.
It is an interconnection of computers throughout the world, through ordinary telecommunication lines
and modems.
It is also known as:
• The net
• The information Superhighway
• Cyberspace

Services offered by the internet

i. Electronic mail
ii. Information
iii. Programs
iv. Entertainment
v. Discussion groups (chat groups)
vi. Online shopping/e-commerce
vii. Newsgroup

Electronic mail (e-mail)

E-mail is a system of transmitting messages between computers. With internet, e-mail you can send
messages to people all over the world in the shortest time possible. It is fast, easier to manage,
inexpensive and saves on paper.

Information
The internet gives you information on virtually any subject. This is because of the World Wide Web
(WWW).
WWW: Is a global system of linked web pages containing information, text, pictures, sound, video etc.
You can review newspapers, magazines, academic papers, Governments, universities, companies etc.
Individuals also offer information on the Internet.

Programs
Thousands of programs are available on the Internet e.g. Word Processors, spreadsheets, electronic
cards, anti-viruses etc.
Entertainment
 Games are available on the internet.
 You can watch movies via the internet.
 You can listen to music on the internet.
Discussion groups (chat groups)
You can join discussion groups on the internet and meet people around the world with similar interests.
IRC (Internet Relay Chat) is a chatting system in the Internet that lets you chat privately or in groups, you
ask questions, discuss problems and read stories.
Online Shopping
You can order goods & services on the Internet and have them delivered to your office or home without
having to leave the house or office.

Newsgroup
These are discussions on a range of topics from recreational activities to scientific research.
Any internet surfer can access some of the Newsgroups until others will need subscription.

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Merits of Internet
1. Fast communication: Internet communication is instantaneous determined by the speed of your
modem and the amount of traffic on the telephone network.
2. Inexpensive communication: A modem is inexpensive to buy and set up, the cost of email is lower
than the cost of a fax or postal mail too
3. Convenient communication: Email messages can be sent even when the addressee is absent.
4. Communication Service: One is able to use it in giving his views pertaining to a given topic in the
chat groups/ discussion groups e.g. the international police force use it in order to capture the
international offenders.

Uses of Internet
1. As a research tool: Those researching a particular subject can be able to get various links and answers
on that issue.
2. As an advertising/trading tool: Most traders find advertising on the net easier and more convenient
as more people get access to the internet.
3. As a Communication tool. Examples are email and the chat groups – in this area you can be able to
reach people easily and faster.
4. As an entertainment channel: You can get music, play games and watch movies on the net.

Users of Internet.
i. Researchers.
ii. Individuals.
iii. Companies.
iv. Students.
v. Businessmen.
vi. Governments. etc

Facilities Needed To Connect To Internet

1. A Computer – It should have fast processor, Coloured screen and free disk space.
2. Web browsers – software application that are used to retrieve web page from internet to PC
e.g. Google Chrome, Mozilla Firefox and Internet Explorer.
3. Network card – This is a piece of hardware that allows computers to communicate on
networks.

MODEM (Modulator Demodulator)

 Translates computer information into a form that can transport data over telephone line (modulation)
 Translates information into a form that your computer can understand (demodulation)
Internet Services Provider(s)
They include: Africa Online, Swift Kenya, Nairobi net, Jambonet, Safaricom, Airtel, Orange etc.
Terms used in Internet
1. Browsing: - this means moving around and between web pages also ‘surfing the web’.
2. Hyperlinks: - An element in an electronic document that links to another place in the same document
or to an entirely different document. Typically, you click on the hyperlink to follow the link.
3. The World Wide Web: - Also known as the web, WWW or W3. The web is part of the internet.
4. Web page: - are documents published by organizations and individuals interested in putting
themselves in the web. Web pages can include text pictures etc. Each web page has an address on the
Internet. This address is called Uniform Resource Locator (URL).
5. Website: - this is a collection of web pages belonging to an organization or individuals.
6. Web-browsers: - this is a program that one browses through information on the web e.g. Internet
explorer and Netscape Navigator, google chrome, Mozilla Firefox, safaris, opera etc.
7. Web-Hosting: - a www server is a computer with programs that requests for document from clients
over Internet. Files containing websites are placed on these servers also known as host computer.
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A host computer is any computer connected to the Internet and has stored information that has been
made available on the web.

8. Home page: - this is the page loaded when the web browser is first started i.e. when you access the
web. A home page is also the first (introduction) page on a company or individual's websites on the
web.
9. Web-address: - (Uniform Resource Locator: each web page has unique address called URL. You can
instantly display any web page if you have known the URL e.g. http://www.citizencollege.ac.ke
10. History: - web browser remembers all the websites you have visited. It keeps record of each web page
as is downloaded. This is the history feature.
11. WWW: - is a connection of hyperlinked web pages published on the Internet. The huge collection of
documents is stored in computers called host around the world. The documents may contain; text,
pictures, sound, small programs or forms to be completed by the user.

E-mail
The most common service provided by internet is electronic mail also called e-mail. It is a world-wide
system for sending and receiving electronic messages from one computer to another.

Advantages of E-Mail over Other Methods of Sending Mail

i. It is much faster
ii. It is economical
iii. It is convenient
iv. It is more confidential

Demerits of E-mail.
i. It is expensive to set up internet.
ii. Requires skilled manpower for its operation.
iii. More computers can be easily be infected by viruses.

Components necessary for e-mail.

1. A computer- Device for sending and receiving through
2. E-mail addresses- especially that of the receiver.
3. ISP Company- to deliver the message.
4. An e-mail program - that lets you send, receive and manage your e-mail addresses e.g. Yahoo, Gmail,
Hotmail, etc.
Once you send your letter, it travels through your computer, through a modem, which modulates it
through various companies to the final destination.

Components of an e-mail address.

E-mail consists of two parts separated by the @ symbol e.g. [email protected]
– The first part refers to the person’s identity or log in name e.g principal
– The second part after @ is usually made of two to three parts to a farther identify the individual or ISP
e.g. kisiicollege.ac.ke
• Kisiimpactcollege – identifies business
• ac.ke – extension and type of organization.

Types of domain names

A domain is a company’s unique identity on the worldwide internet.
 .org – nonprofit organization
 .edu – learning institutions (education)

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 .net – network (internet server)
 .mil – military
 .gov – government
 .com – business or company
 .ke – Kenya
 .ug – Uganda
 .us – United States

BCC and CC (Blind Carbon Copy and Carbon Copy)

• Both of them are used if you are sending the same message to more than one person for convenience.
• When you use carbon copy, each person receiving your message will be able to see the other addresses.
• On the other hand, when you use blind carbon copy, the addresses will be hidden from other recipients.
• When you enter the addresses in the two boxes, you separate them by using a coma.
• After entering the addresses, the next step is to enter the main topic of the message you are about
to write

The Computer Protection

VIRUSES
These are software developed for destroying the computer’s processing cycle, programs, files etc.
It is an acronym; Vital Information Resource under Siege.

Types of viruses
a) Boot sector viruses- Damage booting information on storage
b) File viruses- Attach themselves to files and destroy them
c) Hoax viruses- Come as e-mails and launch themselves when e-mails are opened
d) Trojans viruses- Destroy network programs and files
e) Worms viruses- They stick to the computer memory and destroy it
f) Backdoors viruses- Allow hidden access to the computer system

Control measures against viruses

i. Install latest versions of antivirus programs
ii. Avoid foreign disks or scan them before use
iii. Avoid opening e-mail attachments before scanning them
iv. Avoid pirated software and those downloaded for free from the internet

End of module three

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 MICROSOFT WORD PRACTICALS Best of
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Open a word proces ing program and key in the fol owing text as it ap ears .save the document as change
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MS WINDOWS PRACTICALS
Create a folder on the desktop that bears your full name
IC3
1) Using Windows Explorer carry out the following:
a) Create a subfolder and name it My windows in your folder
b) Create two subfolders in the folder My windows and name them:
(i) Grandpa (ii) Grandma
c) Create two subfolders in Grandpa and call the:
(ii) Dad (ii) Mum
d) Create two subfolders in Grandma and name them:
(i) Untie (ii) Uncle
e) Create new folders in Dad and name them: (i) Sis (ii) Bro
2) Using the WordPad program:
a) Create a document that explains the following:
b) How to start WordPad program
c) How to create a folder
d) How to copy files from one folder to another
e) Creating shortcut to the desktop
3) Format the above created document and make it presentable
a) Save the document as Lessons in the folder Bro
b) Save the document again in the folder Sis as My Lessons.
c) Save the document yet again, as Lesson 1 in the folder Uncle
4) Using the paint program, carry out the following:
a) Draw a picture of a house and save it as our house in the folder Grandpa
b) Draw a car and save it as My car in the folder Dad
5) Start the windows Explorer program and do the following:
a) Create a shortcut to My car and place it on the desktop
b) Copy the file our house from Grandpa to Mum
c) Copy My car file from Dad to Grandma
d) Rename the folder Dad to Daddy
e) Rename the folder Mum to Mummy
f) Rename the file My car in Grandma to our car
g) Empty the recycle Bin
h) Delete the files in Sis and Bro
i) Restore the file deleted from Bro
6) Change the screen saver of your machine to bear the name AJIRY which will run automatically when the
computer is left idle after 2Min. screenshot the window with the screen saver settings dialog box, paste it in a
WordPad program and save it in the folder KNECEXAM as screen saver.
7) Change the desktop background of your own liking
WINDOWS THEORY
1) Define the following terms (6mks)
a) Wall paper
b) Screen saver
2) Differentiate between the following terms (6mks)
a) Logoff and switch to users
b) Cold booting and warm booting
c) Standby and hibernation mode
3) State two reason of warm booting a computer (4mks)
4) Outline the correct procedure of shutting down a computer (4mks)
5) Outline the procedure of changing the desktop background (4mks)
6) Highlight two types of icons found on the computer (4mks)
7) What is a Recycle Bin? (2mks)
8) Outline two folder operations (2mks)
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ACCESS PRACTICALS
1) Create a database called “country”, create three tables. Set the item code field as the primary key in the table.
2) Create these three tables in this database
ITEMS TABLE
ITEM CODE ITEM NAME
100 pyrethrum
200 Maize
300 Coffee

EXPORTING COUNTRY TABLE

ITEM CODE EXPORTING COUNTRY
100 Iraq
100 Iran
200 Saudi – Arabia
200 Kenya
200 Sri-Lanka
200 New -Zealand

IMPORTS TABLE
COUNTRY ITEM
Kenya Pyrethrum
Ruanda Maize
USA coffee
3) Create the relationships between the two tables.
4) Extract from the importing country table, those countries that imports pyrethrum and those that imports maize,
then save them as P-Pyrethrum and P-Maize respectively.
5) Extract from the exporting country table, those countries that their names start with letter “I” then save as
I-Countries.
6) Create a columnar form that would be used to enter data into imports table and save it as imports entry
7) Use the above form to enter the data into imports table

COUNTRY ITEM
Tanzania Tea
8) Create a report using Exporting country table. Save it as Exports report

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MS OUTLOOK PRACTICALS
1. XYZ Company has employed a marketing manager whose details are as follows
IC3
(i) Name: John jonnes
(ii) Company: XYZ
(iii) Job title: Marketing manager
(iv) E-mail: [email protected]
(v) Address: 4567xf Gendi

Open the E-mail program and create the new contact for the employees. Screens capture the window and paste it on
blank word document. Save it as contact.
2. Open a communication software and create a 30 minute appointment at 3.00 P.m with the following details
i. Subject: MISSING MARKS
ii. Location: Examination archive office
iii. Start date: 6th July 2023
iv. End date: 6th July 2023

Details
This is a kind request for an appointment to discuss the above mentioned subject. I did my Examination in the previous
series but was not graded. Save the work in your folder as Missing marks.
3. Activate the email program, and create the following E-mail as it appears. (20mks)

To: [email protected]
CC: [email protected]
Subject: APPLICATION FOR GRADUATE TRAIINIGN PROGRAM
Following your advertisement on your website (www.faour.or.ke) ,I am pleased to tender my application as an
indication of my interest.
I am a Kenyan aged 21 years. I graduated from Gof T.T.I with a diploma in Information Communication Technology
(Aggregate of Credit). In addition, I possess CCNA and MCSE certifications. Currently, I am undertaking the bossiness
single and group certification to enrich my knowledge.
I am optimistic that my application will be favorably considered in order to help me attain my goals.
I am looking forward to your response.
Yours faithfully
<<Insert your name>>
<<Insert your index number>>
Screen capture the window with the E-mail in (a) above and paste it in a blank word document. Save the work as
Application in the FINAL EXAM folder to print out later. (10mkks)

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MS EXCEL (SPREAD SHEET) PRACTICALS
IC3
You are supposed to create a spreadsheet as shown bellow, following the instructions given bellow
A B C D E F G H I J
1 KISII IMPACT INSTITUTE OF SCIENCE AND TECHNOLOGY
RESULTS ANALYSIS
2 Student Student Name Physics Chemistry Biology Total Average Position Grade Remarks
No. Marks
3 20012 Mbeba 65 48 79
4 20014 Rongori 70 83 69
5 20015 Fulu 45 96 76
6 20016 Filomena 50 53 80
7 20017 Mbembe 79 83 76
8 20018 Embarambamba 93 89 80
9 Minimum
10 Maximum
1) Open a spreadsheet program an d create the following worksheet in sheet 1 as it appears. Save it as
Endtermresults in the KNECEXAM folder.
1) Format the column headings to row:
Font Face: ALGERIAN, Font size 14, and Text orientation: 450
2) Rename sheet 1 as Endresults
3) Using formula and cell references only, compute each of the following for each student:
(i) Total,
(ii) Average,
(iii) Position,
(iv) Grade
(v) Remarks
4) Compute each of the following for each student:
(i) Minimum
(ii) Maximum
5) The grading system is given as follows using the mean/average:
6) Using a formula that uses cell references only, determine the grade for all students given that:
Average Grade
0-49 E
50-59 D
60-69 C
70-79 B
80 and above A

7) Remarks are given as follows in the table below.

Average Remarks
0-49 POOR
50-59 BETTER
60-69 GOOD
70-79 VERRY GOOD
80and above EXCELLENT

8) Format the average marks column values to two decimal places.

9) Sort position column in ascending order
10) Apply red to outline and green to inside borders to the document
11) Create a column chart showing total marks for each student. Label the chart appropriately.

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POWERPOINT (PRESENTATION) PRACTICALS
IC3
a) Open a presentation program and create the following slides. Use the appropriate slide layout for each slide.
Save the presentation as Campfire in the KNECEXAM folder
Slide NO. Slide content
1. CAMP FIRE DINNER MINUTES
2. AGENDA
1) Briefing of Camp Fire Dinner Agenda
2) Awards
3) Budget
4) Pie chart to represent the budget
5) A.O.B
3. BRIEFING OF CAMP AWARDS PTO BE PRESENTED
 The chairman of the meeting gave His opening remarks to
officially open the party.
 The previous year’s minutes read by the secretary and
confirmed to be the true minutes by two officials
4. CARTEGORIES OF AWARDS TO BE PRESENTED
1) Most active member
2) Most disciplined
3) Most organized
4) Best academic performer
5) Best sports man
5. PROPOSED BUDGET
 Item Amount (KES)
 Certificates 5,000
 Meals 150,000
 Decorations 50,000
 Transport 10,000
 Miscellaneous 5,000
6. PIE CHART FOR THE BUDGET
7. A.O.B
There being no other business the meeting ended at 6:00 P.M
b) Insert the following to all slides:
(i) Footer as “your index number” (ii) slide number
Using the provided in slide five, create a pie chart in slide 6. Label the chart appropriately.
c) Apply the following transition to all the slides in the presentation:
(i) Animate – fly in (ii) Transition speed – medium (iii) Transition – dissolve
(iv) Advanced slides –automatically after 00:01
(d) Create a pie chart in slide 4 using data in slide 3 to appear as shown bellow
Ø Miscellaneous Ø Certificates
2% 2%
Ø Transport
5%
Ø Decorations
23% Ø Certificates
Ø Meals
Ø Decorations
Ø Transport
Ø Meals Ø Miscellaneous
68%

(e) Apply a transition effect to all the slides as follows: (i) Transition – dissolve (ii) speed-medium (iii) sound-applause
(f) Save the changes to print out later the presentation in four slides.

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MS PUBLISHER PRACTICALS
IC3
QUESTION 1
1.The following is an invitation card. Open a desktop publishing program and set the page orientation to portrait and
paper size to A4. Create an invitation card as it appears. (50mks)
2.Set the page margin guides to be 0.2 all round, two columns and five row
3.Create 8 copies of the card as it appears in the page so that the page fits two horizontally and five vertically (10mks)
4.save the publication as invitations Design 8 copies to fit in one page of A4 portrait (5mks)

QUESTION 2 (TOTAL MAKS 80)

The following is an award certificate. Design it to fit in one page of A4 landscape.

For his activities that have contributed to international competition at

the university of Nairobi

MS PUBLISHER THEORY
1.Explain the functions of the following features used in Ms Publisher (6mks)
1) Margin guides
2) Grid guides
3) Baseline guides
2.State the function of a ruler in desktop publishing program. (2mks)
3.Outline five examples of publications that can be designed in Ms Publisher (5mks)
4.Define the term template as used in ms publisher (2mks)
5.Differentiate between zoom in and zoom out as used in DTP (4mks)
6.Outline the procedure of inserting a picture in DTP software (5mks)
7State the function of a clipart as used in DTP (2mks)

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INTERNET AND E-MAIL QUESTIONS

Explain what the following terms mean? (16mks)
a) Internet
b) Server
c) Web hosting
d) Web hosting
e) Web browser
f) Downloading
g) Search engine
h) surfing
1) What does signing out from an account mean? Give two reasons why it is advisable to sign out from one
account using it. (4mks)
2) Give steps which one has to follow when signing up (opening E-mail address) for a new account. (5mks)
3) Give the steps which you can use to download information from a web site and that you are familiar with its
web address to your computer. (5mks)
4) Give the basic requirements which one has to have to be connected to internet.(3mks)
5) What does surfing web mean (2mks)
6) Write down two examples of the website that can help you download audio an d video songs (2mks)
7) What is the work of the I.S.P? give three examples of I.S.P in your country (4mks)
8) What is the importance of the password during signing in to an account? (4mks)
9) Name any three organizations which offer E-mail service on the cyber space (3mks)
10) Differentiate between sign in and sign out (2mks)
11) Outline three components necessary for internet connectivity (3mks)

MS EXCEL THEORY
1) Name two functions in the excel that you know (2mks)
2) By giving examples explain what a spreadsheet program (6mks) is
3) Discuss various data types used in spreadsheet program (4mks)
4) List the components used in spreadsheet program (4mks)
5) Explain any 5 unique features found
6) In excel window (4mks)
MS WORD TEORY
1. Define the term word processor, and give two examples apart from Ms Word (4mks)
2. Differentiate between the (8mks)
a) Spell checker and thesaurus
b) Autocomplete and autocorrect
c) ignore and ignore all
d) Mail merge and merge cells
3. Define the following terms (6mks)
a) Mail merge
b) Document formatting
c) Proof reading
4. By giving examples explain the meaning of text alignment (5mks)
5. Differentiate between the following terms (10mks)
a) Save and save as
b) Cut and copy
c) Print preview and page set up
6. Explain application areas of a word processor program. (2mks)
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