END USER COMPUTING (15 CREDITS)

Module Guide

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MANCOSA
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 This module guide,
End User Computing (15 Credits)(NQF Level 5)
will be used across the following programmes:

Bachelor of Business Administration

Bachelor of Commerce in Accounting

Bachelor of Commerce in Corporate

Communication

Bachelor of Commerce in Human Resource

Management

Bachelor of Commerce in International Business

Bachelor of Commerce in Marketing Management

Bachelor of Commerce in Project Management

Bachelor of Commerce in Supply Chain

Management

Bachelor of Commerce in Tourism and Hospitality

Management

Bachelor of Public Administration

Higher Certificate in Business Management

Higher Certificate in Information Technology

Higher Certificate in Tax Administration

 End User Computing (15 Credits)

Table of Contents
Preface 2
Unit 1: Concepts of Information and Communication Technology 8
Unit 2: Using the Computer and Managing files 44
Unit 3: MS Word 2016 59
Unit 4: MS Excel 2016 85
Unit 5: MS Access 2016 114
Unit 6: MS PowerPoint 128
Unit 7: Internet and Email 146
Unit 8: ICT in Everyday Life 158
Bibliography 193

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Preface
A. Welcome
Dear Student

It is a great pleasure to welcome you to End User Computing (EUC515). To make sure that you
share our passion about this area of study, we encourage you to read this overview thoroughly. Refer
to it as often as you need to since it will certainly make studying this module a lot easier. The
intention of this module is to develop both your confidence and proficiency in this module.

The field of End User Computing is extremely dynamic and challenging. The learning content,
activities and self-study questions contained in this guide will therefore provide you with opportunities
to explore the latest developments in this field and help you to discover the field of End User
Computing as it is practiced today.

This is a distance-learning module. Since you do not have a tutor standing next to you while you
study, you need to apply self-discipline. You will have the opportunity to collaborate with each other
via social media tools. Your study skills will include self-direction and responsibility. However, you will
gain a lot from the experience! These study skills will contribute to your life skills, which will help you
to succeed in all areas of life.

Please note that some Activities, Think Points and Revision Questions may not have answers
available, where answers are not available this can be further discussed with your lecturer at
the webinars.

We hope you enjoy the module.

-------
MANCOSA does not own or purport to own, unless explicitly stated otherwise, any intellectual property
rights in or to multimedia used or provided in this module guide. Such multimedia is copyrighted by the
respective creators thereto and used by MANCOSA for educational purposes only. Should you wish to use
copyrighted material from this guide for purposes of your own that extend beyond fair dealing/use, you
must obtain permission from the copyright owner.

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B. Module Overview
End User Computing is an essential skill in any business today and is required in order for
businesses to meet local and global economic challenges and requirements of a digital world.

Additionally, End User Computing is foundational and generic, which allows for maximum mobility
between qualifications. Apart from the workplace needs End User Computing will address, it is also
designed as an entry-level module into further education and training fields.

C. Learning Outcomes and Associated Assessment Criteria of the Module

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D. How to Use this Module

This Module Guide was compiled to help you work through your units and textbook for this module,
by breaking your studies into manageable parts. The Module Guide gives you extra theory and
explanations where necessary, and so enables you to get the most from your module. The purpose
of the Module Guide is to allow you the opportunity to integrate the theoretical concepts from the
prescribed textbook and recommended readings.

We suggest that you briefly skim read through the entire guide to get an overview of its contents. At
the beginning of each Unit, you will find a list of Learning Outcomes. This outlines the main points
that you should understand when you have completed the Unit/s. Do not attempt to read and study
everything at once. Each study session should be 90 minutes without a break.

This module should be studied using the prescribed and recommended textbooks/readings and the
relevant sections of this Module Guide. You must read about the topic that you intend to study in the
appropriate section before you start reading the textbook in detail. Ensure that you make your own
notes as you work through both the textbook and this module.

In the event that you do not have the prescribed and recommended textbooks/readings, you must
make use of any other source that deals with the sections in this module. If you want to do further
reading, and want to obtain publications that were used as source documents when we wrote this

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guide, you should look at the reference list and the bibliography at the end of the Module Guide. In
addition, at the end of each Unit there may be link to the PowerPoint presentation and other useful
reading.

E. Study Material
The study material for this module includes programme handbook, this Module Guide, a list of
prescribed and recommended textbooks/readings which may be supplemented by additional
readings.

F. Prescribed Textbook
The prescribed and recommended readings/textbooks presents a tremendous amount of material in
a simple, easy-to-learn format. You should read ahead during your course. Make a point of it to re-
read the learning content in your module textbook. This will increase your retention of important
concepts and skills. You may wish to read more widely than just the Module Guide and the
prescribed and recommended textbooks/readings, the Bibliography and Reference list provides you
with additional reading.

The prescribed textbook for this module are:

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide. Windows 11 Edition, Tenth
Edition. United States of America: Pearsons

Recommended Reading(s)

Laudon, C.K. and Laudon, J.P. (2022). Management Information Systems, Managing the Digital
Firm. Seventeenth Edition. New Jersey: Pearsons
Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019). Microsoft Office 365 and
Office 2016: Introductory. Boston, Massachusetts: Cengage

G. Special Features
In the Module Guide, you will find the following icons together with a description. These are designed to
help you study. It is imperative that you work through them as they also provide guidelines for
examination purposes.

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~~~~~~~~~~~~~~

Special Feature Icon Description

The Learning Outcomes indicate what aspects of the particular

LEARNING
Unit you have to master and demonstrate that you have
OUTCOMES
mastered them.

The Associated Assessment Criteria is the evaluation of student

ASSOCIATED
understanding with respect to agreed-upon outcomes. The
ASSESSMENT
Criteria set the standard for the successful demonstration of the
CRITERIA
understanding of a concept or skill.

A think point asks you to stop and think about an issue.

THINK POINT Sometimes you are asked to apply a concept to your own
experience or to think of an example.

You may come across activities that ask you to carry out specific
tasks. In most cases, there are no right or wrong answers to
ACTIVITY
these activities. The aim of the activities is to give you an
opportunity to apply what you have learned.

At this point, you should read the reference supplied. If you are
unable to acquire the suggested readings, then you are
READINGS
welcome to consult any current source that deals with the
subject. This constitutes research.

PRACTICAL
Real examples or cases will be discussed to enhance
APPLICATION
understanding of this Module Guide.
OR EXAMPLES

You may come across knowledge check questions at the end of

KNOWLEDGE
each Unit in the form of Multiple-choice questions (MCQ’s) that
CHECK
will test your knowledge. You should refer to the module for the
QUESTIONS
answers or your textbook(s).

You may come across self-assessment questions that test your

REVISION understanding of what you have learned so far. These may be
QUESTIONS attempted with the aid of your textbooks, journal articles and
Module Guide.

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Case studies are included in different sections in this module

CASE STUDY guide. This activity provides students with the opportunity to
apply theory to practice.

VIDEO You may come across links to videos as well as instructions on

ACTIVITY activities to attend to after watching the video.

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Unit
1: Concepts of Information and
Communication Technology

Unit 1: Concepts of Information and Communication Technology

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Unit Learning Outcomes

Prescribed and Recommended Textbooks/Readings

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide.
Windows 11 Edition, Tenth Edition. United States of America: Pearsons.
Recommended Reading(s)
Laudon, C.K. and Laudon, J.P. (2022). Management Information
Systems, Managing the Digital Firm. Seventeenth Edition. New Jersey:
Pearsons

Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019).

Microsoft Office 365 and Office 2016: Introductory. Boston,
Massachusetts: Cengage

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1.1 What is Information?

SECTION 1: BASIC CONCEPTS

Information is data processed for some purpose. Information can only be considered:

To be 'real Info’ if it meets certain criteria i.e. it must be communicated to the recipient
To be in a language that is understood
To be in a suitable form
To be relevant for achieving some purpose

Think Point 1.1

In your opinion, is information important? Justify your answer.

1.2 Computer
A computer is an electronic device, operating under the control of instructions stored in its own
memory that can accept data (input), process the data according to specified rules, produce
information (output), and store the information for future use.

1.3 Functionalities of a Computer

Any digital computer carries out five functions in gross terms:

Takes data as input

Stores the data/instructions in its memory and use them when required
Processes the data and converts it into useful information
Generates the output
Controls all the above four steps

Activity 1.1

Using an example, explain the data-processing cycle

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1.4 Computer Types

A computer can be defined as a fast electronic calculating machine that accepts the (data) digitised
input information process it as per the list of internally stored instructions and produces the resulting
information. List of instructions are called programs & internal storage is called computer memory.

The different types of computers are:

1. Personal computers: - This is the most common type found in homes, schools, business offices
etc., It is the most common type of desk top computers with processing and storage units along with
various input and output devices.

i. Note book computers: - These are compact and portable versions of PC

ii. Work stations: - These have high resolution input/output (I/O) graphics capability, but with same
dimensions as that of desktop computer. These are used in engineering applications of interactive
design work.

2. Minicomputers: - A minicomputer is a type of computer that possesses most of the features and
capabilities of a large computer but is smaller in physical size. Example mobile devices, PDAs.

A minicomputer fills the space between the mainframe and microcomputer, and is smaller than the
former but larger than the latter. Minicomputers are mainly used as small or mid-range servers
operating business and scientific applications. However, the use of the term minicomputer has
diminished and has merged with servers. A minicomputer may also be called a mid-range computer.

3. Super computers: - These are used for large scale numerical calculations required in the
applications like weather forecasting etc.

1.5 Functional Units

A computer consists of five functionally independent main parts input, memory, arithmetic logic unit
(ALU), output and control unit.

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Source: Kasamatsu (2018)

Input device accepts the coded information as source program i.e. high level language. This is either
stored in the memory or immediately used by the processor to perform the desired operations. The
program stored in the memory determines the processing steps. Basically the computer converts
one source program to an object program. i.e. into machine language.
Finally, the results are sent to the outside world through output device. All of these actions are
coordinated by the control unit.

Input Unit: - The source program/high level language program/coded information or data is fed to a
computer through input devices of which the keyboard is a most common type. Whenever a key is
pressed, one corresponding word or number is translated into its equivalent binary code over a cable
and fed either to memory or processor. Joysticks, trackballs, mouse, scanners etc. are other input
devices.
Memory Unit: - Its function is to store programs and data. It is basically divided into two types:

Primary Memory
Secondary Memory

1. Primary Memory: - Is the one exclusively associated with the processor and programs must be
stored in this memory while they are being executed. The memory contains many semiconductor
storage cells. Each is capable of storing one bit of information. These are processed in a group of
fixed size called word.
To provide easy access to a word in memory, a distinct address is associated with each word
location. Addresses are numbers that identify memory location. Number of bits in each word is
called word length of the computer. Programs must reside in the memory during execution.
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Instructions and data can be written into the memory or read out under the control of processor.
Memory in which any location can be reached in a short and fixed amount of time after specifying its
address is called random-access memory (RAM). The time required to access one word is called
memory access time. Memory which is only readable by the user and contents of which can’t be
altered is called read only memory (ROM) and it is part of the operating system.
Caches are the small fast RAM units, which are coupled with the processor and are often contained
on the same integrated circuit (IC) chip to achieve high performance. Although primary storage is
essential, it tends to be expensive.
2. Secondary Memory: - Is used where large amounts of data and programs have to be stored,
particularly information that is accessed infrequently. Examples of secondary memory include,
magnetic disks and tapes, optical disks (i.e. CD-ROM’s), floppies etc.
Central Processing Unit

A Central Processing Unit (CPU) is the electronic circuitry within a computer that carries out the
instructions of a computer program by performing the basic arithmetic, logic, controlling and
input/output (I/O) operations specified by the instructions.

Arithmetic Logic Unit (ALU): - Most of the computer operations are executed in the ALU of the
processor like addition, subtraction, division, multiplication, etc. the operands are brought into the
ALU from memory and stored in high speed storage elements called registers. Then according to the
instructions the operation is performed in the required sequence.

The control unit and the ALU are many times faster than other devices connected to a computer
system. This enables a single processor to control a number of external devices such as keyboards,
displays, magnetic and optical disks, sensors and other mechanical controllers.””

Output Unit: - These actually are the counterparts of the input unit. Its basic function is to send the
processed results to the outside world. Examples: - Printer, speakers, monitor etc.

Control Unit: - It effectively is the nerve centre that sends signals to other units and senses their
states. The actual timing signals that govern the transfer of data between input unit, processor,
memory and output unit are generated by the control unit.

Activity 1.2

Describe the functions of the two main units found in the central processing
unit.

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1.6 Hardware and Software

A computer system is made up of a combination of hardware and software.

Hardware
All the electronic and mechanical equipment in a computer is called the hardware.
Examples include:

”
Source: Urbach (2018)
Hardware
Hard Disk
RAM
Power Supply
Processor
Case
Monitor
Keyboard
Mouse

Software
The term software is used to describe computer programs that perform a task or tasks on a computer
system. Software can be grouped as follows:
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System Software
These are the programs that control the operation of the computer system. Operating systems (OS)
and utility programs are the most common. The Operating System starts the computer, provides a
user interface, manages the computer memory, manages storage, manages security and provides
networking and internet facilities to mention a few of its capabilities. There are many OS’s on the
market including Microsoft Windows XP, Microsoft Windows Vista, Apple OS X, Unix and
Linux. Windows is by far the most commonly used OS in the world, but Linux in particular, is making
inroads into this dominance.”

Source: Murugadoss (2012)

Utility programs perform maintenance tasks on the computer system. This includes file management
programs, uninstall programs, disk scanners and defragmenters, backup utilities, antivirus etc. These
can be included in the OS or purchased separately”.

Source: Murugadoss (2012)

Device drivers are programs that control particular hardware devices. They are supplied with new
hardware and must be run, so the hardware can communicate with the OS. They are supplied with
printers, graphics cards, scanners etc.

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Application Software
This software is used to do non-system based tasks. Categories include business software,
engineering software, medical software, games etc.

Source: Kim (2017)

Think Point 1.2

In your opinion, describe the difference between system software and
application software.

1.7 PC Components
A computer system is a collection of electronic and mechanical devices operating as a unit. These
devices can be sorted according to the role they play in the computer system. The main device
categories are:

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The main parts of a computer system are:”

Source: Kobres and Rogers (2018)

1.8 System Unit Devices and Peripherals

The system unit is the main container for system devices. It protects the delicate electronic and
mechanical devices from damage. Typical system unit devices include:

Motherboard
CPU (Processor)
Memory
Disk Drives
Expansion Cards - sound card, graphics card, network card etc.
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Ports - USB etc.

Power Supply

Peripherals are devices that connect to the system unit using cables or wireless technologies.
Typical peripherals include:

Monitor
Keyboard
Mouse
Speakers
Printer
Plotter
Scanner

Source: R Becker & Ossig (2018)

1.9 System Unit Devices

The Processor (CPU) “
A processor is an integrated circuit (IC) supplied on a single silicon chip. All the components and
pathways necessary for the movement of data around the processor are etched on this single chip.”

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Source: Inoue (2018)

The processor’s function is to control the activities of the computer system. A computer program is
made up of instructions and when the program is run, the processor is responsible for carrying out
these instructions in an orderly fashion. The type of instructions the processor can execute includes:

Arithmetic Instructions - It carries out all the addition, subtraction, multiplication and division
requested by computer programs
Logical Instructions - It can make decisions by comparing data and acting in a particular way
depending on the result
Move Operations - It can move data from place to place within the computer system. This could
be from memory to the processor for addition or from memory to a printer or disk drive etc

The speed of a processor is measured in megahertz (MHz) or Gigahertz (GHz). This is the speed of
the system clock (clock speed) within the processor, and it controls how fast instructions can be
executed:

1 MHz - One million clock ticks every second

1 GHz - One billion clock ticks every second

This means that if one instruction was executed every clock tick, a 3GHz processor could execute
three billion instructions every second.
The two main computer processor manufacturers are Intel and Advanced Micro Devices (AMD).
These two companies produce almost all the processors used in desktop and notebook computers.

Intel produces the Pentium and Centrino ranges of processors

AMD produces the Athlon and Turion ranges of processors

The performance of these chips relative to each other is forever changing, and it would be difficult to
claim one is better than the other in the long term.”

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Source: Krilic (2018)

The latest trend in processor manufacture is to essentially put more than one processor on a silicon
chip. These multicore processors can have two, three or four processor cores on a single chip. This
obviously vastly increases the performance of the computer system as long as the programs run on
the systems can take advantage of the multi-cores.

Random Access Memory (RAM)

Known as primary storage, it is the main working memory of the computer system. Data and
programs currently in use are held in RAM. It is called random access because data can be
accessed in any order. If you are working on a drawing in the Paint program, the Paint program and
the drawing under construction are both held in RAM. RAM is volatile which means that when the
computer is turned off, the contents of RAM are lost. This is why it is essential to save your work on a
regular basis. Because of the volatility of RAM, most software programs have an autosave feature to
prevent the total loss of your work.

RAM is made in the form of integrated circuits (IC’s) in the same manner as a processor. These IC’s
are placed on a circuit board to produce a memory module. The most common RAM technology is
dynamic random access memory (DRAM).”

In this technology, a transistor and a capacitor are paired to store one Bit (binary digit) of data. In
essence, if the capacitor is charged, a binary 1 is stored and if it is discharged, a binary 0 is
stored. The transistor acts as a switch to allow the capacitor’s state to be changed as required.”

Ports
Computer ports are interfaces between peripheral devices and the computer system. They are
hardware devices built into the motherboard or on expansion cards. They are often built into the front
of the computer chassis for easy access but will be cabled back to the motherboard.”

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Pictures of Ports at the rear of the computer

Ports at the front of the computer

Source: Ilchyshyn & Vasylevych (2018)

Serial Port
Although more or less obsolete, they are still included in new systems. The serial port is a 9-pin port.
Windows call them Com ports - Com1, Com2 etc. Mice and external modems were connected to
these ports. They are turquoise in colour.”

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Source: Ilchyshyn &Vasylevych (2018)

Parallel Port
This 25-pin port is used to connect printers, scanners, external hard disks, zip drives etc. to the
computer. It is burgundy in colour and windows refers to them as LPT ports - LPT1, LPT2 etc. The
original port only supported single direction communication, but the modern parallel ports can
support bi-directional communications. This is essential for reporting ink levels etc. in printers.”

Source: Ilchyshyn & Vasylevych (2018)

USB Port
The universal serial bus was intended to replace Serial, Parallel and PS/2 ports with a single
standard. 127 devices can be connected to a single USB port and computers are often supplied with
six to ten ports. USB is hot swappable which means that devices can be connected and
disconnected without turning off the computer system, something that should never be attempted
with parallel or serial devices.”

Source: Ilchyshyn &Vasylevych (2018)

There are different USB standards in use: “

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USB 1: This is the original standard and can transfer data at 1.5MBps. This is too slow for
external hard disks with capacities of 500GB or more
USB 2: This is forty times faster than USB1 and has a data transfer rate of 60MBps. This is the
current standard
USB 3: this is ten times faster than USB2 and 400 times faster than the original USB1. It has a
data transfer rate of 600MBps and will be common on new computer systems in 2009

SECTION 2: HARDWARE “
Computer hardware is the collection of physical parts of a computer system. This includes the
computer case, monitor, keyboard, and mouse. It also includes all the parts inside the computer
case, such as the hard disk drive, motherboard, video card, and many others. Computer hardware is
what you can physically touch.”

Source: Strogatz (2018)

Motherboard - The motherboard is the main circuit board of a microcomputer. It is also known as
the motherboard or system board
CPU - The CPU is the central electronic chip that determines the processing power of the
computer
Memory - Memory is a part of the computer that temporarily stores applications, documents, and
some operating information
Bus - A bus is an electronic line that allows 1s and 0s to move from one place to another
Expansion Slots - Expansion slots appear on the motherboard. They are sockets into which
adapters are connected
Ports and Connectors - A port is a connector located on the motherboard or on a separate
adapter
Bays - A bay is a space inside the computer case where a hard drive, floppy drive or CD-ROM
drive sits

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Power Supply - A power supply changes normal household electricity into electricity that a
computer can use
Sound Components - A sound card lets a computer play and record high quality sound

How Computers Work

A general purpose computer has four main sections: the arithmetic and logic unit (ALU), the control
unit, the memory, and the input and output devices (collectively termed I/O). These parts are
interconnected by busses, often made of groups of wires.
Control Unit
The control unit (often called a control system or central controller) directs the various components of
a computer. It reads and interprets (decodes) instructions in the program one by one. The control
system decodes each instruction and turns it into a series of control signals that operate the other
parts of the computer.

Arithmetic/Logic Unit (ALU)

The ALU is capable of performing two classes of operations: arithmetic and logic. The set of
arithmetic operations that a particular ALU supports may be limited to adding and subtracting or
might include multiplying or dividing, trigonometry functions (sine, cosine etc) and square roots.

Logic operations involve Boolean logic: AND, OR, XOR and NOT. These can be useful both for
creating complicated conditional statements and processing Boolean logic.

Memory
A computer's memory can be viewed as a list of cells into which numbers can be placed or read.
Each cell has a numbered "address" and can store a single number. The computer can be instructed
to "put the number 123 into the cell numbered 1357" or to "add the number that is in cell 1357 to the
number that is in cell 2468 and put the answer into cell 1595". The information stored in memory may
represent practically anything. Letters, numbers, even computer instructions can be placed into
memory with equal ease. Since the CPU does not differentiate between different types of
information, it is up to the software to give significance to what the memory sees as a series of
numbers.

Computer main memory comes in two principal varieties: random access memory or RAM and read-
only memory or ROM. RAM can be read and written anytime the CPU commands it. But ROM is
preloaded with data and software that never changes, so the CPU can only read from it. ROM is
typically used to store the computer's initial start-up instructions.”

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Source: Strogatz (2018)

Input and Output Devices “

Input
The input hardware allows the entry of data into the computer. The primary devices used are the
keyboard and mouse.

Keyboard
The keyboard looks like the typewriter. A numeric keypad is located to the right of the keyboard.
Numeric keys have the same placement as a 10-key calculator, which allow the operator to enter
data rapidly.

Source: Campbell-Kelly, (2018)

Mouse - The mouse is a device that helps control the movement of the insertion point on the screen.

Central Processing Unit (CPU)

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The central processing unit or (CPU) is the "brain" of the computer. It contains the electronic circuits
that cause the computer to follow instructions from ROM (read only memory) or from a program in
RAM (random access memory).”

Source: Source: Strogatz, (2018)

Output
Output devices such as a monitor or printer make information given as input available for use or to
view.”

Source: Monmonier, (2018)

Computer Storage Devices “

Different kinds of computer storage devices are available for data storage. Storing data in such
storage devices helps in avoiding use of too much space on the computer's hard drive. They can
also help to keep the computer's hard drive from crashing, along with keeping it running at top
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speed.

The most common storage devices are:

Floppy Disks
Zip Disks
Compact Discs (CD) + RW
CD + R
Digital Video Disc (DVD) + RW
DVD + R

Source: Monmonier, (2018)

Flash/ Pen drive

CD + RW Disc (Compact Disc Rewriteable) - This disc looks like a regular CD. The only difference is
that we can write data on this disc and erase it as many times as we want. It works just like a floppy
disk or a zip disk. A CD + RW disc holds about 650 MB.”CD + R Disc (Compact Disc Recordable) -
This one is a CD that can be used to record data. It’s mostly used to record audio. Once it's been
written on, it is not possible to rewrite or erase anything off it. This compact disc comes in different
sizes, but they are usually silver in colour. (Some CDs are black in colour and they actually don't get
as many scratches on them as the silver ones do. They are also a lot less fragile).”

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Source: Monmonier, (2018)

A DVD – R Disc (Digital Video Disc - Recordable) – These discs hold the space of about 4.7 GB and
are used to record movies.

A DVD + RW Disc (Digital Video Disc Rewriteable) - The primary advantage of DVD-RW over DVD-R
is the ability to erase and rewrite to a DVD-RW disc. According to Pioneer, DVD-RW discs may be
written to about 1,000 times before needing replacement. DVD-RW discs are commonly used for
volatile data, such as backups or collections of files. They are also increasingly used for home DVD
video recorders. One benefit of using a rewritable disc is, if there are writing errors when recording
data, the disc is not ruined and can still store data by erasing the faulty data.”

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Source: Monmonier, (2018)

Flash Drive - This a storage device that comes in many colours and has a stick shape to it. They are
very small, but they can hold anywhere between 256 MB and 8 GB of material on them.”

Source: Akenine-Moller, (2018)

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The other storage devices are: “

Removable Hard Drive

Internet Hard Drive
Flash
PC Cards
Smart Cards
Storage Tapes
Memory Sticks
Smart Media”

Removable Hard Drive “

This is a disk drive in which a plastic or metal case surrounds the hard drive. It can be inserted and
removed just like a floppy disk.

PC Card - This is a thin credit card size device that fits into a PC card slot, usually on a notebook
computer. This card simply adds storage to most notebooks.”

Source: Smith, (2018)

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Smart Cards - These are the size of an ATM card. When inserted into a smart card reader, they can
read and update data.

SECTION 3 SOFTWARE “
Software is a set of programs, which is designed to perform a well-defined function. A program is a
sequence of instructions written to solve a particular problem.

There are two types of software

System Software
Application Software

1.10 System Software

The system software is a collection of programs designed to operate, control, and extend the
processing capabilities of the computer itself. System software is generally prepared by the computer
manufacturers. These software products comprise of programs written in low-level languages, which
interact with the hardware at a very basic level. System software serves as the interface between the
hardware and the end users.

Some examples of system software are Operating System, Compilers, Interpreter, Assemblers, etc.

Source: Sengers (2018)

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Here is a list of some of the most prominent features of a system software:

Close to the system

Fast in speed
Difficult to design
Difficult to understand
Less interactive
Smaller
Difficult to manipulate
Generally written in low-level language

1.11 Application Software

Application software products are designed to satisfy a particular need of a particular environment.
All software applications prepared in the computer lab can come under the category of Application
software.

Application software may consist of a single program, such as Microsoft's notepad for writing and
editing a simple text. It may also consist of a collection of programs, often called a software package,
which work together to accomplish a task, such as a spreadsheet package.
Examples of Application software are the following:

Payroll Software
Student Record Software
Inventory Management Software
Income Tax Software
Railways Reservation Software
Microsoft Office Suite Software
Microsoft Word
Microsoft Excel
Microsoft PowerPoint

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Source:Sengers (2018)
Features of application software are as follows
Close to the user
Easy to design
More interactive
Slow in speed
Generally written in high-level language
Easy to understand
Easy to manipulate and use
Bigger in size and requires large storage space

SECTION 4: INFORMATION NETWORKS “

A network consists of two or more computers that are linked in order to share resources (such as
printers and CDs), exchange files, or allow electronic communications.
Different Types of Networks
Depending upon the geographical area covered by a network, it is classified as:

Local Area Network (LAN)

Metropolitan Area Network (MAN)
Wide Area Network (WAN)
Personal Area Network (PAN)

1.12 Area Network (LAN)

A LAN is a network that is used for communicating among computer devices, usually within an office
building or home.

LAN’s enable the sharing of resources such as files or hardware devices that may be needed by

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multiple users
Is limited in size, typically spanning a few hundred meters, and no more than a mile
Is fast, with speeds from 10 Mbps to 10 Gbps
Requires little wiring, typically a single cable connecting to each device
Has lower cost compared to MAN’s or WAN’s

LAN’s can be either wired or wireless. Twisted pair, coax or fibre optic cable can be used in wired
LAN’s.

Every LAN uses a protocol –a set of rules that governs how packets are configured and
transmitted.
Nodes in a LAN are linked together with a certain topology. These topologies include: – Bus –
Ring – Star
LANs are capable of very high transmission rates (100s Mb/s to G b/s).

Advantages of LAN

Speed
Cost
Security
E-mail
Resource Sharing

Disadvantages of LAN

Expensive to Install
Requires administrative time
File Server may fail
Cables may break

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Source: Lan & Tinckam (2018)

1.13 Metropolitan Area Network (MAN)

A metropolitan area network (MAN) is a large computer network that usually spans a city or a
large campus
A MAN is optimised for a larger geographical area than a LAN, ranging from several blocks of
buildings to entire cities
MAN might be owned and operated by a single organisation, but it will usually be used by many
individuals and organisations
A MAN often acts as a high speed network to allow sharing of regional resources
A MAN typically covers an area of between 5 and 50 km diameter
Examples of MAN: Telephone company network that provides a high speed Digital Subscriber
Line (DSL) to customers and cable TV network

Source: Lan & Tinckam (2018)

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1.14. Wide Area Network (WAN)

A WAN is two or more LANs connected together. The LANs can be many miles apart.
WAN covers a large geographic area such as country, continent or even whole of the world.
To cover great distances, WANs may transmit data over leased high-speed phone lines or
wireless links such as satellites.
Multiple LANs can be connected together using devices such as bridges, routers, or gateways,
which enable them to share data.
The world's most popular WAN is the Internet.”

Source: Lan & Tinckam (2018)

1.15 Personal Area Network (PAN)

A PAN is a network that is used for communicating amongst computers and computer devices
(including telephones) in proximity of around a few meters within a room. It can be used for
communicating between the devices themselves, or for connecting to a larger network such as the
internet.
• PAN’s can be wired or wireless

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Source: Lan &Tinckam (2018)

Think Point 1.3

In your opinion, why is computer networking important in business?

1.16 3D Printing
In 3D printing, it all starts with the creation of a 3D model in your computer. This digital design is for
instance a CAD (Computer Aided Design) file. A 3D model is either created from the ground up with
3D modelling software or based on data generated with a 3D scanner.

3D Scanners
Currently, prices of 3D scanners range from expensive industrial grade 3D scanners to DIY scanners
anyone can make at home. With a 3D scanner you’re able to create a digital copy of an object.

3D Modelling Software
3D modelling software come in many forms. There’s industrial grade software that costs thousands a
year per license, but also free open source software, like Blender, for instance.

3D modelling software are often made to suit the functions of the user’s industry. This has resulted in
the rise of software suited to specific niches. As a result, there are software applications on the
market that cater to aerospace or transportation, furniture design or fabrics and fashion amongst
many others.

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For this reason, when you are starting out, the amount of choices can be a bit overwhelming, we
recommend starting with Tinkercad. Tinkercad is available for free, and it works in browsers that
support WebGL, for instance Google Chrome. They offer beginner lessons and has a built-in option
to get your object printed via various 3D print services.

Now that you have a 3D model, the next step is to prepare it in order to make it 3D printable.

Slicing: From 3D Model to 3D Printer

You will have to slice a 3D model in order to make it 3D printable. Slicing is dividing a 3D model into
hundreds or thousands of horizontal layers and is done with slicing software.

Sometimes it’s possible to slice a 3D file within a 3D modelling software or in the 3D printer itself. It is
also possible that you are forced to use a certain slicing tool for a certain 3D printer.

When your 3D model is sliced, you are ready to feed it to your 3D printer. This can be done via USB,
SD or Wi-Fi. It really depends on what 3D printer brand you work with. When a file is uploaded in a
3D printer, the object is ready to be 3D printed layer by layer.

Learn how to 3D print – Where to start?

Getting started with 3D printing means asking yourself what you would like to learn first. Are you
interested in the hardware, or do you want to focus on the end result – creating objects? Answering
this question could lead you to the decision if whether you should buy a pre-assembled 3D Printer or
a DIY 3D Printer kit.

When a manufacturer uses high quality parts (motors, frame, electronics), this will affect the price of
the end product. When the parts are of high quality it doesn’t automatically mean the prints will turn
out great – there are too many other factors that play a role as well.

When a manufacturer decides to go cheap on parts it can market the product for a good price. On
the other hand, it doesn’t automatically mean that a cheap 3D printer will give you bad print results.
But you’ll probably have to put in more time and effort to get to the same level.

Secondly there’s Research and Development. It can take years of groundwork and engineering
before the final product is a stable, high quality 3D printer. Manpower can become costly overtime

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which of course needs to be earned back.

The next element that influences the price of a 3D printer is: assembly. In general, it’s cheaper and
more efficient to ship just the parts compared to a fully assembled 3D printer. This can be in the form
of a DIY kit or a semi-assembled 3D printer. This doesn’t necessarily mean that all DIY kits or semi-
assembled 3d printers are cheap. Cause some DIY kits contain such high quality parts that even
though you have to assemble it yourself it’s still pretty expensive. Additionally, some brands that
market do-it-yourself kits put a lot of time and effort in making educational tutorials and focus on
customer service – which also doesn’t come cheap.

And this brings us to the last point that determines the 3D printer price: customer service and
warranty.

There’s a good chance you’ll run into problems when you buy a 3D printer. In case you’ve chosen a
3D printer from an established brand you’ll pay more, but you will have the reassurance that there’s
always support to back you up. Also, when for instance something breaks during shipping, you’ll be
glad you chose a product with warranty.

Practical Application or Examples 1.1

Draw a diagram showing the three stages of processing.

Practical Application or Examples 1.2

Draw a block diagram to illustrate the main components of a computer

system.

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Knowledge Check Questions 1.1

1. A monitor displays information.

A. True
B. False

2. A SD card is an output device.

A. True
B. False

3. A microphone is used as an input device.

A. True
B. False

4. A pen drive is a storage device.

A. True
B. False

5. Microsoft office is a piece of software.

A. True
B. False

6. A firewall is a type of hardware.

A. True
B. False

7. The CPU is referred as the stomach of the computer.

A. True
B. False

8. A computer is a piece of hardware.

A. True
B. False

9. A terabyte is equal to 1 million gigabytes.

A. True
B. False

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10. CD stands for collective disk.

A. True
B. False

Video Activity 1.1

Watch the following video: What is information and communication technology

| what is ict | information technology management.
Available at: https://youtu.be/zkAr7P1S-c8 [Accessed 9 October 2023

Revision Questions

1. Define the following types of networks:

1.1 LAN
1.2 WLAN
1.3 WAN
1.4 Client/Server
1.5 Peer-to-Peer
2. Elaborate on the five types of computers and the environment in which
they are used.
3. List and explain five types of storage mediums

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Answers

Activity 1.1
Using an example, explain the data-processing cycle.
A teacher needs to find the average of a student’s Mathematics and English scores. Input is typing
the two scores on the keyboard. Processing is adding the two scores and dividing the result by two to
get the average. Output is displaying the average on the screen or printing it on paper.

Activity 1.2
Describe the functions of the two main units found in the central processing unit.
The control unit (CU) directs and coordinates all the activities within the CPU. It determines the
sequence in which instructions are executed. It sends the data and instructions to the arithmetic and
logic unit (ALU) for processing. The arithmetic and logic unit (ALU) performs all the arithmetic and
logic functions in a computer. Arithmetic functions involve the use of mathematical operators such as
+ – / and ×. Logic functions involve comparisons between two values to determine if they are: equal
to, greater than, less than, greater than or equal to, less than or equal to, not equal to.

Think Point 1.1

In your opinion, is information important? Justify your answser
Information is knowledge that derived from data, which have been transformed, interpreted, stored
and used for some purposes. With that information we can find out what we do not know before and
it will affect what we already know. Besides, we can make the right decision. Decisions are
impossible without information and users are constantly seeking more and better information to
support decision making.

Think Point 1.2

In your opinion, what is the difference between system software and application software?
The main difference between System software and Application Software is that System Software is
used for operating computer hardware whereas Application software is used according to user
applications.

Think Point 1.3

In your opinion, why is Computer Networking Important in Business?
Computer networking helps organization to conduct e-commerce transactions, video calls, email,
and file transfer and sharing, and accessing the internet possible, it is evident that computer
networking plays a critical role in the success of businesses. It enhances communication, increases
efficiency, enables remote work, and enhances security. Organizations that invest in computer

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networking will be better positioned to succeed in today's digital age.

Knowledge Check Questions 1.1

1. A
2. B
3. A
4. B
5. A
6.B
7. B
8. B.
9. B
10. B
Practical Application 1.1
1. Draw a diagram showing the three stages of processing.

Practical Application 1.2

Draw a block diagram to illustrate the main components of a computer system.

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Unit
2: Using the Computer and Managing
files

Unit 2: Using the Computer and Managing files

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Unit Learning Outcomes

Prescribed and Recommended Textbooks/Readings

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide.
Windows 11 Edition, Tenth Edition. United States of America: Pearsons
Recommended Reading(s)
Laudon, C.K. and Laudon, J.P. (2022). Management Information
Systems, Managing the Digital Firm. Seventeenth Edition. New Jersey:
Pearsons

Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019).

Microsoft Office 365 and Office 2016: Introductory. Boston,
Massachusetts: Cengage

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2.1 Getting Started

2.1.1 Icons
Icons are small pictures (pictograms) on a computer screen, and they all represent programs,
folders, files and shortcuts.

A double click on a program icon will start the appropriate program

A double click on the folder icon will open a window that shows files and folders contained in that
folder
A double click on the file icon will start the appropriate program and open that file in the
appropriate program

Shortcuts are files that point to other programs, program files or folders found somewhere on the
computer. A double click on the shortcut icon will start either the appropriate program, or the
appropriate file and corresponding program, or appropriate folder.

Think Point 2.1

1. Why are icons used?

2.1.2 Working with Files

A file is a set of digital data. Each file has a name, an icon (assigned by the operating system) and an
extension. Files are placed within folders (for easier reference). To browse computers for files and
folders we use Windows Explorer. It displays a hierarchical view of folders and files.

Activity 2.1

Show how to open Windows Explorer

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Position the cursor over the Start button, press the right mouse button and select the command
Open Windows Explorer, or
From the Start menu select All programs, in the folder Accessories, search and click Windows
Explorer, or
In the search box (within the Start menu) type "Windows Explorer" and click on it when it appears
in the results, or
Click on in the Taskbar, or
Click on the Windows Explorer shortcut on the desktop

There are four types of libraries:

The Document's library – this library is used for organising and saving documents (text files,
workbooks, presentations etc.)
The Picture's library – it is used for organising and saving pictures
The Music library – it is used for organising and saving music
The Video's library – it is used for organising and saving video materials
Each file and folder has its path – an address of its location

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Activity 2.2

Show how to creat a new folder in the Music library

Open Windows Explorer

Open the Music library
Press the New Folder button on the toolbar
Enter a name for this folder

Storage devices and hierarchical display of files and folders.

Each device has an icon, name and letter in the parentheses (A, B, C, D, E,...)
There can be one or more Hard Disk Drives (HDD) on the computer, or there can be one HDD
divided into partitions.

When the hard disk is not divided into partitions and the DVD-ROM is connected When the hard disk
is not divided into partitions and the DVD-ROM and CD-RW are connected When the hard disk is
divided into two partitions and the DVDROM and CD-RW are connected.
Hard Disk Drive (first partition): D DVD-ROM D DVD-ROM D
Hard Disk Drive (second partition): E CD-RW E DVD-ROM F CD-RW

2.2 Desktop
A desktop can be contained in a window that is part of the total display area or can be a full screen,
taking up the total display area. Users can have multiple desktops for different projects or work
environments they have and can switch between them.

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2.2.1 The History of Desktops

It is tempting to think of the desktop as being synonymous with the Windows graphical user interface
(GUI), but the concept of a desktop has existed for longer than the Windows operating system.
Tandy released a text-based desktop called DeskMate in 1984. Like modern desktops, users could
work with DeskMate to open applications and documents and to browse disk contents. Microsoft
released Windows 1.0 near the end of 1985.
Windows has included a graphical desktop ever since the release of Windows 1.0. Although
Windows 10 still bears some similarities to Microsoft's early desktops, the Windows desktop has
evolved considerably over the years. As Windows matured, for example, the desktop included higher
video resolution and color depth.
One of the more significant changes Microsoft made to the Windows desktop was the introduction of
Active Desktop. The company introduced Active Desktop along with Internet Explorer 4.0 in 1997. It
was first intended for use on Windows 95, but was eventually supported by Windows 98 and Vista
before the company eventually discontinued it. The Active Desktop feature displayed HTML content
directly on the Windows desktop.
In Windows 8, Microsoft broke away from using the traditional desktop layout. The release eliminated
the Start menu and introduced a new interface called Metro, which Microsoft designed to compete
with mobile operating systems, such as Apple iOS.

Although Windows 8 included a desktop layout, it forced users to toggle back and forth between the
desktop interface and the Metro interface depending on which application they were using. The
hallmark of the Metro interface was live tiles, which were tiles that could display application data,
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such as weather information or stock market reports, as opposed to acting as static desktop icons.

In Windows 10, Microsoft brought back the Start menu, and it merged Metro and the legacy Windows
desktop into a single, blended desktop interface.

2.2.2 Other GUI Desktops

Although Microsoft is largely credited with the introduction and evolution of the GUI desktop, nearly
all modern desktop operating systems include a GUI desktop. This is true of Windows, Apple macOS
and Linux.

Think Point 2.2

What Does GUI Stand for in Computer Terms?

2.2.3 Virtual Desktops

A virtual desktop refers to a desktop operating system, such as Windows 10, that runs on top of an
enterprise hypervisor. End users access virtual desktops through thin clients. A remote desktop
protocol transmits screen images and keyboard and mouse inputs between the user's device and the
server on which the virtual desktop runs.

How consumer desktops differ from enterprise desktops

From a functional standpoint, there is no difference between a consumer desktop and an enterprise
desktop. Even so, enterprise desktops tend to be more tightly controlled. Enterprise desktops are
commonly branded with a wallpaper containing the organisation's' logo, and they typically include a
set of icons that the IT department has approved.

2.3 Information and Settings

Windows 10's Settings menu will look familiar to Windows 8.1 users -- it's a more robust, more
Control Panel-like version of the Settings charm. In the new Settings menu, you'll find some familiar
prompts: System, Devices, Network & Internet, Personalization, Accounts, Time & language, Ease of
Access, Privacy, and Update & security. At the top of the main window, you can search the Settings
menu for a specific setting; anything you type here will prompt a drop-down menu of suggestions.

Let's take a look at the System tab, which is where you will find most of your computer's general

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settings and setup utilities.

Generally, the first thing to look for in a System tab is the actual system info, which you can find by
clicking About. Here you will see your computer's basic specs, including processor, memory, and
operating system info, as well as what edition of Windows you're currently running.

From this screen, you can quickly rename your computer by clicking Rename PC and following the
prompts to rename your computer for network identification purposes. (For a more detailed guide on
how to rename your computer, check out How to change your computer's name in Windows 10.)

Under Related settings, you will see a list of settings you may have been looking for when you
initially clicked on About: Additional administrative tools, Bitlocker settings, Device manager, and
System info. These links take you to Control Panel windows -- Microsoft hasn't completely scrapped
the Control Panel.

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To check how much hard-drive space your computer has, click Storage. This screen shows the
different drives (including partitions, external hard drives, and attached media) currently connected to
your PC, and also lets you choose default save locations for different file types (apps, documents,
music, pictures and videos). To choose a default save location for a file type, pick the location from
the drop-down menu and click Apply.

In Related settings, you'll see a link to Change where you store offline maps. This takes you to the
Offline maps section (which is also located directly under the Storage link).

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Storage only shows you how many space apps and other files are taking up on your computer -- if
you need to free up space, click Apps & features to see a list of installed apps sorted by name (you
can also sort them by size and date). Click on a non-native app, and you will see two options: Modify
and Uninstall. Modify lets you modify how the app is installed on your computer (including moving it
to a different partition or drive), while uninstall lets you uninstall it.

The Related settings feature a link to the Control Panel window Programs and Features, where you
can uninstall and change any programs that don't appear in the Apps & features section.

2.4 Software Installations

You can install software that you download from the Web or from a CD or DVD for use on the
Windows 10 desktop. (Windows 10 apps must be installed through the Microsoft Store.)

From the Internet

You should download and install programs only from trusted publishers and retail websites.

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Think Point 2.3

In your opinion, Why is it essential to access the windows app store?

Activity 2.3 Downloading Antivirus

Select the link to the program,In your web browser.

Select Save or Save as to download the program. Most antivirus programs
like Windows
Defender will scan the program for viruses during download.
If you select Save, the program file is saved in your Downloads folder.
Or, if you select Save as, you can choose where to save it, like your desktop.

Activity 2.4 Accesing Apps From Microsoft Store

There are two ways to get apps from Microsoft Store.

On the Start menu, select the Microsoft Store tile.
On the taskbar, select the Microsoft Store icon.

Practical Application or Examples 2.1

Show how to create a new folder on Windows 10

Practical Application or Examples 2.2

Show how to operate a printer

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Knowledge Check Questions 2.1

1. Which of the following is the safest and most efficient way to react to
a nonresponding program?
A. Turn off the computer by flipping the CPU's on/off switch
B. Unplug the CPU at the electrical source
C. Press Ctrl+Alt+Del, and choose Restart from the Shut Down menu
D. Click the Start button on the taskbar and choose Turn Off Computer

2. Which of the following removable storage media must you prepare

by formatting before you can use them?
A. CD-ROM
B. Floppy diskette
C. Internal hard drive
D. Zip disk

3. Which of the following are legitimate window operations?

A. Moving it
B. Opening it
C. Resizing it
D. Deleting it
E. Closing it

4. Which of the following are legitimate elements in a window?

A. Title bar
B. Status bar
C. Toolbar
D. Shortcut icon
E. File

5. Match the following extensions to their corresponding file types:

A. .doc 1.A spreadsheet file

B. .xls 2.A word processing file

C. .tmp 3.An image file

D. .bmp 4.A database file

E. .mdb 5.undefined

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6. Why might you want to create a copy, known as a backup, of your

work?
A. In case the computer's hard drive is corrupted or the system is
incapacitated by theft, damage, or virusB. In case the original file is
accidentally deleted
B. In case the original file is accidentally deleted
C. To protect your system from a virus
D. For reverse-engineering purposes
E. To audit your work for the purposes of quality control

7. Which sequence of events would you use to add a folder to your

hard drive?
A. Open the Control Panel window and select Add New Folder.
B. Launch the Windows Explorer, choose New from the File menu, and
then select the location for the new subfolder.
C. Launch the Windows Explorer, locate the file to which you want to
add the new subfolder, and choose New from the File menu.
D. Launch the Windows Explorer, locate the drive and folder to which
you're adding the new subfolder, and then choose New from the File
menu.

8. Where will you find the Windows Help and Support feature?
A. In the Control Panel window
B. On any menu
C. On the desktop
D. On the Start menu

9. Which sequence of events would successfully add a shortcut icon to

the desktop?
A. In the Windows Explorer, choose File, Create New Shortcut.
B. Right-click the Explorer window and choose Create New Shortcut.
C. In the Windows Explorer, right-click the file to which you want to
create a shortcut. Then, right-click the new shortcut file in the same
folder, select Send to, and then choose Desktop (Create Shortcut).
D. In the Windows Explorer, select the file you want to create a shortcut
to and then click the Shortcut icon on the toolbar.

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10. Why might you compress a folder or file?

A. To save space on the storage medium
B. To improve overall performance
C. To repair the folder or file
D. To reduce the size of the file or folder

Revision Questions

1. Define the following terms:

a. File path
b. Disk drive
c. Folders
2. What is the difference between folder and file
3. List some file management tips

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Answers
Think Point 2.1
Why are icons used?
As graphic symbols, computer icons help users quickly and easily identify what they need or want.
The use of icons also provides a more appealing visual representation, which makes them more
enjoyable to use than traditional text-based links.
Think Point 2.2
What Does GUI Stand for in Computer Terms?
A Graphical User Interface is a computer interface that allows users to interact with a device through
graphical elements such as pictures and animations, as opposed to text-based commands. GUIs are
widely used in both personal and business computing, as they offer an intuitive and eye-catching
method of controlling electronic devices.
Think Point 2.3
In your opinion, why is it essential to access the windows app store ?
Microsoft Store is the place to go when you want to purchase and download apps, games, and digital
content. The Store also helps keep apps up to date, unless otherwise noted by the app's product
page.
Knowledge Check Questions 2.1

1. C is correct
2. B and D
3. A, B, C, and E
4. A, B, and C
5. A to 3, B to 1, C to 2, D to 5, and E to 4
6. A and B are correct
7. D is correct.
8. C is correct.
9. A, B, and D are correct.

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Unit
3:
MS Word 2016

U n i t 3 : M S W o r d 2 0 1 6

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Unit Learning Outcomes

Prescribed and Recommended Textbooks/Readings

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide.
Windows 11 Edition, Tenth Edition. United States of America: Pearsons.
Recommended Reading(s)
Laudon, C.K. and Laudon, J.P. (2022). Management Information
Systems, Managing the Digital Firm. Seventeenth Edition. New Jersey:
Pearsons.

Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019).

Microsoft Office 365 and Office 2016: Introductory. Boston,
Massachusetts: Cengage.

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3.1 Using the Application

Word, you can choose to start from a blank document or let a template do much of the work for you.
From then on, the basic steps in creating and sharing documents are the same. And Word's powerful
editing and reviewing tools can help you work with others to make your document great.

To use the Ribbon, first click a tab. Then locate the command you need by scanning the group
names, and then hunting down the button. Click the button to activate the command or to display a
menu from which you can choose a command.

Some items on the Ribbon let you input text or values, or make other settings.

Galleries on the Ribbon display a smattering of tiles. To see them all, click the Show Gallery button in
the lower-right corner of the gallery, as illustrated.

Use the dialog box launcher icon in the lower-right corner of a group to open a dialog box relevant to
the group’s function. Not every group features a dialog box launcher.

The amazingly frustrating thing about the Ribbon is that it can change. Some tabs may appear and
disappear, depending on what you’re doing in Word.

Clicking the File tab replaces the contents of the Word window with a screen full of commands and
other information. To return to the Word window, click the Back button or press the Esc key.

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3.2 Document Creation

It’s often easier to create a new document using a template instead of starting with a blank page.
Word templates come ready-to-use with pre-set themes and styles. All you need to do is add your
content.

Each time you start Word, you can choose a template from the gallery, click a category to see more
templates, or search for more templates online.
For a closer look at any template, click it to open a large preview.
If you’d rather not use a template, click Blank document.

Think Point 3.1

In your opinion, what are the main purposes of Microsoft Word in a
business context?

3.2.1 Open a Document

Every time you start Word, you’ll see a list of your most recently used documents in the left column. If
the document you’re looking for isn’t there, click Open Other Documents.

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If you’re already in Word, click File > Open and then browse to the file’s location.
When you open a document that was created in earlier versions of Word, you see Compatibility
Mode in the title bar of the document window. You can work in compatibility more, or you can
upgrade the document to use Word 2016.

Activity 3.1

Show how to save a document

3.2.2 Save a Document

To save a document for the first time, do the following:

1. On the File tab, click Save As.

2. Browse to the location where you’d like to save your document.

Note: To save the document on your computer, choose a folder under This PC or click Browse.

3. To save your document online, choose an online location under Save As or click Add a Place.
When your files are online, you can share, give feedback and work together on them in real time.

4. Click Save

Note: Word automatically saves files in the .docx file format. To save your document in a format
other than .docx, click the Save as type list, and then select the file format that you want.
To save your document as you continue to work on it, click Save in the Quick Access Toolbar.
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3.2.3 Objects
A table is made up of rows and columns. The intersection of a row and column is called a cell. Tables
are often used to organise and present information, but they have a variety of uses as well. You can
use tables to align numbers and create interesting page layouts.
Creating a Table
1) Click the Insert tab on the Ribbon
2) Click on Table
3) Highlight the number of columns and rows you would like

OR
4) Click Insert Table

5) Click the arrows to select the desired number of columns

6) Click the arrows to select the desired number of rows
7) Click OK

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Table Formatting
After you create a table, you can format the entire table by using Table Styles. By resting your pointer
over each of the preformatted table styles, you can preview what the table will look like.

Click in the table that you want to format

Under Table Tools, click the Design tab
In the Table Styles group, rest the pointer over each table style until you find a style that you want
to use

Note: To see more styles, click the More arrow.

.
Click the style to apply it to the table
In the Table Style Options group, select or clear the checkbox next to each the table element to
apply or remove the selected style

Add or remove borders

You can add or remove borders to format a table the way that you want.
Add table borders
Under Table Tools, click the Layout tab.
In the Table group, click Select, and then click Select Table.
Under Table Tools, click the Design tab.
In the Table Styles group, click Borders, and then do one of the following:

Click one of the predefined border sets

Click Borders and Shading, click the Borders tab, and then choose the options that you want

Remove table borders from the whole table

Under Table Tools, click the Layout tab.
In the Table group, click Select, and then click Select Table.
Under Table Tools, click the Design tab.
In the Table Styles group, click Borders, and then click No Border.
Add table borders to specified cells only
On the Home tab, in the Paragraph group, click Show/Hide.

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Select the cells that you want, including their end-of-cell marks.

Under Table Tools, click the Design tab.

In the Table Styles group, click Borders, and then click No Border.

Mail Merge
A mail merge in Word will combine a pre-prepared letter with a mailing list, so that bulk mail is
personalised before it is sent out. For example, you might be part of an organisation that has a list of
members, and you want to let them know about an upcoming Annual General Meeting. Your mailing
list would be the list of members’ names and addresses, and the pre-prepared letter would be a letter
informing them of the AGM. Each letter produced will be identical, apart from the personalised
portions.
The three files involved in the mail merge process are:

1. Your main document

2. Your mailing list
3. The merged document

The Main Document

You should prepare your document before you start the mail merge, so type that out and save it now.
Once it’s ready, you will then tell Word the type of mail merge you are about to start: go to the
Mailings tab and click Start Mail Merge > Letters.

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Now we will link the letter to your mailing list.

le="text-align: justify;line-height:150%;vertical-align:baseline">
The Mailing List
Your mailing list can be stored in a variety of different locations, such as an Excel spreadsheet, an
Access database, a directory of Outlook contacts, or an Office address list. It contains the
personalised details that will be combined with the document.
If you do not have a mailing list when you begin the mail merge, you can get Word 2016 to create
one during the merge. We recommend that you create the mailing list before you commence the
merge though, so for this example we will assume you have an Excel spreadsheet that contains
names and address that you want to mail the letter to.
Link The Mailing List to the Document
Go to the Mailings tab and click Select Recipients in the Start Mail Merge Group. We’re going to
assume you have a mailing list ready to use, although you can create one on the fly. Select Use an
Existing List.

In our example, we have an Excel Spreadsheet, so navigate to where that is and select it. Select the
sheet that contains your data and click OK. If the first row in your spreadsheet is a header row, make
sure that you check the box to say so.

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Now that you have established the link between your document and mailing list, save the document.
We’re going to assume that you want to send your letter to everyone on your list, but if you want to,
you can select only certain entries from the list.
Insert Merge Fields
We now need to tell Word what personal details to add to the letter and where. To do this, we will
insert merge fields in the main document. We’re going to keep things very simple, and we’re just
going to insert the most basic information. In our example we will insert member names and
addresses.
Firstly, position the cursor where you want the address to appear on your letter. Then, on the
Mailings tab, in the Write & Insert Fields group, choose Address Block.
In the window that opens, you get the chance to review and amend the format of the address that will
be inserted when the merge is actually run.

Make any changes you need and click OK. You will ten see the <<AddressBlock>> placeholder
appear where you inserted it.

Let us add a greeting line: position the cursor where you want the greeting and in the Write & Insert
Fields group, click Greeting Line. Again, you get the chance to review and amend the greeting, so
make your changes and click OK. You will see the <<GreetingLine>> placeholder where you inserted
it.
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The address and greeting are standard items, that most people will want to use in their mail merges,
so they get their own special buttons in the ribbon. What if you want to insert data that is not in the
Write & Insert Fields group? You will need the Insert Merge Fields button for that.
In our example we have an email address column in the spreadsheet. We’ll add that now: click Insert
Merge Fields > email.

Word gets all the column headings in the spreadsheet and lists them for you to select from. An
<<email>> placeholder is inserted.
All the <<>> placeholders inserted will get populated with real data from your spreadsheet when the
merge is run.
Run the Mail Merge
The preparation is complete! All that is left to do is preview what the merged letter will look like, and
then run it. Click Preview Results, and then choose the Next record button or Previous record button
to make sure the names and addresses in the body of your letter look right.

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Make any changes you feel are necessary, and then, once happy, click Finish & Merge > Print
Documents to run the merge and print.

Don’t forget to save your document

Think Point 3.2

Is the merge feature important in business today?

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Preparing Outputs to change the Page Orientation

Word offers two-page orientation options: landscape and portrait. Compare our example below to
see how orientation can affect the appearance and spacing of text and images.

Landscape means the page is oriented horizontally

Portrait means the page is oriented vertically

Activity 3.2

Show how to change the page orientation

To change page orientation:

1. Select the Layout tab.

2. Click the Orientation command in the Page Setup group.

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3. A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation.

4. The page orientation of the document will be changed.

Page Size
By default, the page size of a new document is 8.5 inches by 11 inches. Depending on your project,
you may need to adjust your document's page size. It's important to note that before modifying the
default page size, you should check to see which page sizes your printer can accommodate.
To change the page size:
Word has a variety of predefined page sizes to choose from.
1. Select the Layout tab, then click the Size command.

2. A drop-down menu will appear. The current page size is highlighted. Click the desired predefined
page size.

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3. The page size of the document will be changed.

To use a custom page size:

Word also allows you to customise the page size in the Page Setup dialog box.
1. From the Layout tab, click Size. Select More Paper Sizes from the drop-down menu.

2. The Page Setup dialog box will appear.

3. Adjust the values for Width and Height, then click OK.

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4. The page size of the document will be changed.

Page Margin
A margin is the space between the text and the edge of your document. By default, a new
document's margins are set to Normal, which means it has a one-inch space between the text and
each edge. Depending on your needs, Word allows you to change your document's margin size.
To format page margins:

Activity 3.3

Show how to format page margins

Word has a variety of predefined margin sizes to choose from.

1. Select the Layout tab, then click the Margins command.

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2. A drop-down menu will appear. Click the predefined margin size you want.

3. The margins of the document will be changed.

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Activity 3.4

Show how to use custom margins

Word also allows you to customise the size of your margins in the Page Setup dialog box.

1. From the Layout tab, click Margins. Select Custom Margins from the drop-down menu.

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2. The Page Setup dialog box will appear.

3. Adjust the values for each margin, then click OK.

4. The margins of the document will be changed.

3.3 Formatting
Open your document in Read Mode to hide most of the buttons and tools so you can get absorbed in
your reading without distractions.

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Activity 3.5

Show how to activate Reading Mode

1. Open the document you want to read.

Note: Some documents open in Read Mode automatically, such as protected documents or
attachments.
2. Click View > Read Mode.
3. To move from page to page in a document, do one of the following:

Click the arrows on the left and right sides of the pages
Press page down and page up or the spacebar and backspace on the keyboard. You can also
use the arrow keys or the scroll wheel on your mouse
If you’re on a touch device, swipe left or right with your finger

Tip: Click View > Edit Document to edit the document again.
3.3.1 Track Changes
When you’re working on a document with other people or editing a document yourself, turn on Track
Changes to see every change. Word marks all additions, deletions, moves, and formatting changes.

Activity 3.6

Show how to activate Track Changes

1. Open the document to be reviewed.

2. Click Review and then on the Track Changes button, select Track Changes.

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3.3.2 Print your Document

All in one place, you can see how your document will look when printed, set your print options, and
print the file.

Activity 3.7

Show how to print a document

1. On the File tab, click Print.

2. Do the following

Under Print, in the Copies box, enter the number of copies you want
Under Printer, make sure the printer you want is selected
Under Settings, the default print settings for your printer are selected for you. If you want to
change a setting, just click the setting you want to change and then select a new setting

3. When you’re satisfied with the settings, click Print.

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Video Activity 3.1

Creating a word document using MS Word 2016

https://www.youtube.com/watch?v=S-nHYzK-
BVg&pp=ygUHbXMgd29yZA%3D%3D

Practical Application or Examples 3.1

a) Open the Word Processing Application and type the text between the
words START and END below, exactly as it appears and perform the tasks set
below. Save the document as WordAssign.
b) Select all text in the word document and change the font type to Courier
New, and font size 12.
c) Change the page orientation to “Landscape”
d) Select all text in the word document and change the line spacing to 1.5’
e) Insert a Header entitled “E-Learning Explored” and a footer showing the
page number.
f) Replace the word “END” at the end with your Student number followed by
your First Name and
g) Surname.
h) Insert appropriate picture

Practical Application or Examples 3.2

How can you insert an online picture in your word document in word 2013?

Knowledge Check Questions 3.1

1. Select which part of 'Word Window' lets you access common commands.
A. Home Tab
B. Dialog Box Launcher
C. Quick Access Toolbar
D. Format Tab

2. It has multiple tabs, each with several groups of commands...

A. Quick Access Toolbar
B. Ribbon
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C. Tags

3. To access the Backstage View, click on the _________ tab.

A. Home
B. File
C. Design
D. Format

4. The keyboard key used to move the insertion point to the beginning of the
current line is ...
A. Start
B. Home

5. The Keyboard Key to move the insertion point down one screen is ...
A. End
B. Page Down

6. It is a set of printable or displayable text characters in a specific style and

size.
A. Text
B. Font

7. Select the Default font of MS Word 2016.

A. Calibri
B. Arial

8. When you are editing an existing document, and you want to save the
changes, click on ...
A. Save
B. Save As

9. A template is a ...
A. Pre-designed Document
B. Saved Document

10. To quickly move right from word to word in a document use, click on ...
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A. CTRL + Right Arrow

B. CTRL + R

Revision Questions

1. Define mail merge and steps of mail-merge process

2. Describe the different functions of the parts of Microsoft Word
a. Quick Access Toolbar-
b. Title bar-
c. Ribbon-
d. Vertical Scroll Bar-
e. Horizontal Scroll Bar-
f. Zoom Control-
g. View Shortcut-
h. Status Bar
i. Insertion Point-
j. Document Window-
3. How can you restrict editing for someone in word 2016?

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Answers
Think Point 3.1
In your opinion, what are the main purposes of Microsoft Word in a business context?
Microsoft Word is a versatile and easy-to-use word processing tool that serves a variety of business
purposes, such as:

1. Create high-quality documents such as reports, memos, and promotional materials for internal
and external use
2. Check spelling, punctuation, and grammar of written content and correct mistakes
3. Present information clearly and compellingly using different formatting and design features
4. Create tables and charts for data visualization
5. Promote collaboration using file-sharing features

Think Point 3.2

Is mail merge feature important in business today?
Mail merge primarily automates the process of sending bulk mail to customers, subscribers or
general individuals.
Form letters, mailing labels, envelopes, directories, and bulk e-mail and fax distributions are all
created using a mail merge. Mail Merge is most commonly used to print or email multiple recipients
form letters. You may simply customise form letters for particular recipients using Mail Merge. Mail
merge is also used to mass-produce covers and labels.
Practical Application 3.1
START:
How eLearning Can Improve Your Learning
eLearning is the talk of the day for the great benefits it shows forth in the process of education. With
universities in all major parts of the world conducting various online degrees, certification courses
and distance education programs in different branches of education, learning has become easier,
faster and more connected.
People may wonder how eLearning improves one’s learning process. It is due to the following
reasons:

1. Higher retention of the learnt material.

2. Easy storage and multiple access to collect material.
3. Any time flexibility.
4. More of student collaboration and teacher interaction.
5. Self-paced learning.
6. Enhanced technological support.
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7. Suitable for different types of learners.

eLearning has turned to be one of the best modes of education for students who show interest in
continuing education despite various other commitments. It provides extra edge for those who wish
to improve their subject skills. It is also a known fact that when students are interested in what they
are learning, they gain better retention capabilities and work wonders in their courses. Same way, if a
student gains an opportunity to use technology to the best of his advantage, he also stands out well
with his interface with instructors and plentiful availability of resources with more productivity in the
learning process. (147032 Lita Tsoanyana)
Practical Application 3.2
How you can insert an online picture in your word document in word 2013?
To insert picture that is online, like you have picture on Facebook or Instagram and you want to insert
it in word document you can use this feature

1. Bring the cursor where you want to insert the image

2. Under INSERT tab, click the online picture button in the illustrations section.
3. Insert dialog box opens
4. Type a phrase that describes the image you want in the office.com or Skydrive
5. Click on the image you want to use to select it
6. Click the Insert button to insert the image

Knowledge Check Questions 3.1

1. E
2. B
3. B
4. B
5. B
6. B
7. A
8. A
9. A
10. B

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Unit
4:
MS Excel 2016

Unit 4: MS Excel 2016

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Unit Learning Outcomes

Prescribed and Recommended Textbooks/Readings

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide.
Windows 11 Edition, Tenth Edition. United States of America: Pearsons.
Recommended Reading(s)
Laudon, C.K. and Laudon, J.P. (2022). Management Information
Systems, Managing the Digital Firm. Seventeenth Edition. New Jersey:
Pearsons.

Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019).

Microsoft Office 365 and Office 2016: Introductory. Boston,
Massachusetts: Cengage.

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4.1 Using the Application

Excel is a spreadsheet program that allows you to store, organise, and analyse information.
While you may believe Excel is only used by certain people to process complicated data, anyone can
learn how to take advantage of the program's powerful features. Whether you're keeping a budget,
organising a training log, or creating an invoice, Excel makes it easy to work with different types of
data.

Think Point 4.1

What are the main purposes of Microsoft Excel in a business context?

4.1.1 The Excel Interface

When you open Excel 2016 for the first time, the Excel Start Screen will appear. From here, you'll
be able to create a new workbook, choose a template, and access your recently edited
workbooks.

Activity 4.1

Show how to access a Excel Interface

From the Excel Start Screen, locate and select Blank workbook to access the Excel interface

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4.1.2 Working with the Excel Environment

The Ribbon and Quick Access Toolbar are where you will find the commands to perform common
tasks in Excel. The Backstage view gives you various options for saving, opening a file, printing,
and sharing your document.

The Ribbon
Excel 2016 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains
multiple tabs, each with several groups of commands. You will use these tabs to perform the most
common tasks in Excel.
Each tab will have one or more groups

Some groups will have an arrow you can click for more options

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Activity 4.2

Show how to display a Ribbon

Click on the tab to view more commands

You can adjust how the Ribbon is displayed with the Ribbon Display Options

To change the Ribbon Display Options:

The Ribbon is designed to respond to your current task, but you can choose to minimise it if you find
that it takes up too much screen space. Click the Ribbon Display Options arrow in the upper-right
corner of the Ribbon to display the drop-down menu.

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There are three modes in the Ribbon Display Options menu:

Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely hides
the Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of screen

Show Tabs: This option hides all command groups when they're not in use, but tabs will remain
visible. To show the Ribbon, simply click a tab.

Show Tabs and Commands: This option maximises the Ribbon. All the tabs and commands will
be visible. This option is selected by default when you open Excel for the first time.

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4.2 Cells

Whenever you work with Excel, you will enter information—or content—into cells. Cells are the
basic building blocks of a worksheet. You' will need to learn the basics of cells and cell content to
calculate, analyse, and organise data in Excel.

Every worksheet is made up of thousands of rectangles, which are called cells. A cell is the
intersection of a row and a column—in other words, where a row and column meet.
Columns are identified by letters (A, B, C), while rows are identified by numbers (1, 2, 3).Each cell
has its own name—or cell address—based on its column and row. In the example below, the
selected cell intersects column C and row 5, so the cell address is C5, this is called cell referencing

Note that the cell address also appears in the Name box in the top-left corner, and that a cell's
column and row headings are highlighted when the cell is selected.
You can also select multiple cells at the same time. A group of cells is known as a cell range.
Rather than a single cell address, you will refer to a cell range using the cell addresses of the first
and last cells in the cell range, separated by a colon. For example, a cell range that included cells
A1, A2, A3, A4, and A5 would be written as A1:A5. Take a look at the different cell ranges below:
Cell range A1:A8

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Cell range A1:F1

Activity 4.3

Explain how to work with Cells

To select a cell:
To input or edit cell content, you'll first need to select the cell.

1. Click a cell to select it. In our example, we'll select cell D9.
2. A border will appear around the selected cell, and the column heading and row heading will be
highlighted. The cell will remain selected until you click another cell in the worksheet.

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To select a cell range:

Sometimes you may want to select a larger group of cells, or a cell range.

Activity 4.4

Show how to display Range on Excel

1. Click and drag the mouse until all the adjoining cells you want to select are highlighted. In our
example, we'll select the cell range B5:C18.
2. Release the mouse to select the desired cell range. The cells will remain selected until you click
another cell in the worksheet.

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Think Point 4.2

Where, in your opinion, is Microsoft Excel used?

4.3 Managing Worksheets

To insert a new worksheet:
1. Locate and select the New sheet button near the bottom-right corner of the Excel window.

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2. A new blank worksheet will appear.

To copy a worksheet:
If you need to duplicate the content of one worksheet to another, Excel allows you to copy an
existing worksheet.
1. 1. Right-click the worksheet you want to copy, then select Move or Copy from the worksheet
menu.

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2. The Move or Copy dialog box will appear. Choose where the sheet will appear in the Before
sheet: field. In our example, we'll choose (move to end) to place the worksheet to the right of the
existing worksheet.

3. Check the box next to Create a copy, then click OK

4. The worksheet will be copied. It will have the same title as the original worksheet, as well as a
version number. In our example, we copied the November worksheet, so our new worksheet is
named November (2). All content from the November worksheet has also been copied to the new
worksheet.

To rename a worksheet:

1. Right-click the worksheet you want to rename, then select Rename from the worksheet menu.

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2. Type the desired name for the worksheet.

3. Click anywhere outside the worksheet tab, or press Enter on your keyboard. The worksheet will
be renamed.

To move a worksheet.
1. Click and drag the worksheet you want to move until a small black arrow appears above the
desired location.

2. Release the mouse. The worksheet will be moved.

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To delete a worksheet:
1. Right-click the worksheet you want to delete, then select Delete from the worksheet menu.

2. The worksheet will be deleted from your workbook.

Switching between Worksheets

If you want to view a different worksheet, you can simply click the tab to switch to that worksheet.
However, with larger workbooks this can sometimes become tedious, as it may require scrolling
through all the tabs to find the one you want. Instead, you can simply right-click the scroll arrows in
the lower-left corner, as shown below.

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A dialog box will appear with a list of all the sheets in your workbook. You can then double-click the
sheet you want to jump to.

4.4 Formulae and Functions

A formula is an expression which calculates the value of a cell. Functions are predefined formulas
and are already available in Excel.

For example, cell A3 below contains a formula which adds the value of cell A2 to the value of cell A1.

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For example, cell A3 below contains the SUM function which calculates the sum of the range A1:A2.

Enter a Formula
To enter a formula, execute the following steps.

Activity 4.5

Explain how you would enter a formula on Excel

1. Select a cell.
2. To let Excel know that you want to enter a formula, type an equal sign (=).
3. For example, type the formula A1+A2.

Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.
4.Change the value of cell A1 to 3.

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Excel automatically recalculates the value of cell A3. This is one of Excel's most powerful features!
Edit a Formula
When you select a cell, Excel shows the value or formula of the cell in the formula bar.
1. To edit a formula, click in the formula bar and change the formula.

2. Press Enter

Operator Precedence
Excel uses a default order in which calculations occur. If a part of the formula is in parentheses, that
part will be calculated first. It then performs multiplication or division calculations. Once this is
complete, Excel will add and subtract the remainder of your formula. See the example below.

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First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of cell A3 to this result.
Another example,

First, Excel calculates the part in parentheses (A2+A3). Next, it multiplies this result by the value of
cell A1.

Copy/Paste a Formula
When you copy a formula, Excel automatically adjusts the cell references for each new cell the
formula is copied to. To understand this, execute the following steps.
1. Enter the formula shown below into cell A4.

2a. Select cell A4, right click, and then click Copy (or press CTRL + c),

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Next select cell B4, right click, and then click Paste under 'Paste Options:' (or press CTRL + v).

2b. You can also drag the formula to cell B4. Select cell A4, click in the lower right corner of cell A4
and drag it across to cell B4. This is much easier and gives the exact same result!

Result. The formula in cell B4 references the values in column B.

Insert a Function
Every function has the same structure. For example, SUM (A1:A4). The name of this function is
SUM. The part between the brackets (arguments) means we give Excel the range A1:A4 as input.
This function adds the values in cells A1, A2, A3 and A4. It's not easy to remember which function
and which arguments to use for each task. Fortunately, the Insert Function feature in Excel helps you
with this.

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To insert a function, execute the following steps.

1. Select a cell.
2. Click the Insert Function button.

The 'Insert Function' dialog box appears.

3. Search for a function or select a function from a category. For example, choose COUNTIF from the
Statistical category.

4. Click OK.
The 'Function Arguments' dialog box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
7. Click OK.

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Result. The COUNTIF function counts the number of cells that are greater than 5.

Note: instead of using the Insert Function feature, simply type =COUNTIF (A1:C2,">5"). When you
arrive at:
=COUNTIF (instead of typing A1:C2, simply select the range A1:C2.

Practical Application or Examples 4.1

1. Type in the following spreadsheet, and format it to look like the sample
below. Save as ExcelAssign.
2. Using an appropriate formula, calculate the Student Average for each
student.
3. Using an appropriate formula, calculate the Exam Average for each exam
per column

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Practical Application or Examples 4.2

Is it possible to prevent someone from copying the cell from your worksheet?

Video Activity 4.1

Creating a simple excel spreadsheet using MS Excel 2016

https://www.youtube.com/watch?
v=k1VUZEVuDJ8&pp=ygUPbXMgZXhjZWwgYmFzaWNz

Knowledge Check Questions 4.1

1) Study the highlighted cells in the image below and identify which of the
following represents the correct cell address for these cells:
a) The cell reference for the selected cells is B:21, C:28, D:22, E:26 and F:25.
b) The cell reference for the selected cells is row 15, column F
c) The cell reference for the selected cells is F4:F5
d) The cell reference for the selected cells is B15:F15

2) What is the purpose of the Quick Access Toolbar (circled in orange in the
image below)?
a) It provides shortcuts to functions you may use frequently as well as
functions that may not be on the Ribbon.
b) You can only use it to save, redo and undo, create new documents, open
documents and print.
c) It displays functions you have recently used as well as frequently used
functions.

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d) None of the above options are correct.

3) Which of the following functions are you likely to find under the Insert tab
on the Ribbon?
a) Insert a page break
b) Insert a formula
c) Insert a table
d) Insert track changes

4) Study the orange circled area of the worksheet in the image below. Select
from the following those that best describe the function of this area.
a) The Name Box displays a name given to a cell or set of cells.
b) The Name Box reflects the contents of the first cell that is selected in a
range.
c) The Name Box gives you options for duplicating the selected cells.
d) All of the above options are correct.

5) The Formula Bar is the block located above the grid in a worksheet and

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preceded by the letters fx. Select the incorrect statements about the Formula
Bar.
a) The Formula Bar is only used to create formulas by pressing the fx located
to the left of the box.
b) The Formula Bar contains the contents of the cell you have selected.
c) You can type numbers or text directly into the formula bar.
d) You can edit words or numbers contained in selected cells in the Formula
Bar.

6) What happens when you press the icon circled in orange in the image
below?
a) It moves the worksheet up and hides rows.
b) It minimises the Ribbon.
c) It opens another part of the Ribbon.
d) It detaches the Ribbon from the worksheet and allow you to move it
around.

7) Study the image below this question and select what is the purpose of the
two words circled in orange.
a) These represent the names of the individual workbooks you have saved. If
you click on the "Sales 2" tab it will open this workbook.
b) These reflect a selected range of cells in the worksheet. If you click on

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"Sales 2" it will take you to the selected cell.

c) These represent worksheets that have been created in the workbook. If
you click on them they will take you to the different sheets.
d) This is the Name Box and represents named ranges in the worksheet. If
you click on "Sales 2", you can rename the range.

8) Study the section of a worksheet in the image below. Select the cell
address of the cell containing the word "Qtr3".
a) The cell address is D:1
b) The cell address is D:E
c) The cell address is E:5
d) The cell address is D:5

9) Select which of the following functions is NOT associated with the Review
Tab on the Ribbon.
a) The spelling checker
b) The sort data function
c) The comment function
d) The track changes function
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10) Study the image below this question. The Quick Access Toolbar is
appearing below the Ribbon (circled in orange). You need to move it back to
its position above the Ribbon. Select the correct statement from those below:
a) This is a default setting with some versions of Excel. You need to reinstall
Excel to fix this issue.
b) You can move the toolbar back up to its position by holding down the left
mouse button and dragging it into position.
c) If you close the workbook and reopen it again, the toolbar will move back to
its original position.
d) If you right-click on it and select "Show Quick Access Toolbar above the
Ribbon" it will move back.

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Revision Questions

1. Using A1:A12 as your cell range, write down functions to calculate the
following:
a). Sum
b). Average
c). Minimum value
d). Maximum value
e). Number of blank entries
2. How many data formats are available in Excel? Name some of them.
3. Specify the order of operations used for evaluating formulas in Excel.
The order of operations in Microsoft Excel is same as in standard
mathematics. It’s defined by the term “PEMDAS” or “BEDMAS”.

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Answers

Think Point 4.1

What are the main purposes of Microsoft Excel in a business context?
Excel is a spreadsheet program from Microsoft and a component of its Office product group for
business applications. Microsoft Excel enables users to format, organize and calculate data in a
spreadsheet.
Think Point 4.2
Where, in your opinion, is Microsoft Excel used?
Microsoft Excel is typically used for:
i. Analysis
ii. Data entry
iii. Data management
iv. Accounting
v. Budgeting
vi. Data analysis
vii. Visuals and graphs
viii. Programming
ix. Financial modelling
Practical Application 4.1

Practical Application 4.2

Is it possible to prevent someone from copying the cell from your worksheet?
Yes, it is possible. To protect your worksheet from getting copied, you need to go into Menu bar
>Review > Protect Sheet > Password. By entering a password, you can secure your sheet from
getting copied by others.
Knowledge Check Questions 4.1
1) D
2) A

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3) A
4) A
5) B
6) B
7) C
8) D
9) B
10) D

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Unit
5:
MS Access 2016

Unit 5: MS Access 2016

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Unit Learning Outcomes

Prescribed and Recommended Textbooks/Readings

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide.
Windows 11 Edition, Tenth Edition. United States of America: Pearsons.
Recommended Reading(s)
Laudon, C.K. and Laudon, J.P. (2022). Management Information
Systems, Managing the Digital Firm. Seventeenth Edition. New Jersey:
Pearsons.

Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019).

Microsoft Office 365 and Office 2016: Introductory. Boston,
Massachusetts: Cengage.

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5.1 Database Theory

Microsoft Access is a Database Management System (DBMS) from Microsoft that combines the
relational Microsoft Jet Database Engine with a graphical user interface and software development
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
Report (optional) − Information from the database is organized in a nice presentation that can be
printed in an Access Report

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Architecture

Access calls anything that can have a name an object. Within an Access desktop database, the
main objects are tables, queries, forms, reports, macros, data macros, and modules
If you have worked with other database systems on desktop computers, you might have seen the
term database used to refer to only those files in which you store data
But, in Access, a desktop database (.accdb) also includes all the major objects related to the
stored data, including objects you define to automate the use of your data

Think Point 5.1

In your opinion, do companies use Microsoft Access?

5.2 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 Relational Database
Management System (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

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5.3 Data Definition

Let us now understand what Data Definition is:

In a 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
A 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

5.4 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
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.

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5.5 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

5.6 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, analyse, and compile your data. Here is a summary
of the major objects in an Access database;

5.7 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

5.8 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

5.9 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

Think Point 5.2

What are the differences between a form and a report?

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

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

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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 customise a report's appearance to make it visually appealing
Access offers you the ability to create a report from any table or query

Think Point 5.3

In MS Access 2016 what are the different ways you can enter data?

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 OpenReport 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 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

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
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application, or they can be directly associated with a form or a report to respond to events on the
associated form or report

Practical Application or Examples 5.1

Designing a databases using Ms Access

Create Queries to determine the following

i. Female students
ii. Male students
iii. Students from Kampala
iv. Students from Wakiso
v. Students from Jinja
vi. Degree Students
vii. Diploma Students

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Practical Application or Examples 5.2

Explain how you can create a simple query in Access 2016?

Video Activity 5.1

Creating a Simple Database using MS Access 2016

https://www.tutorialspoint.com/videotutorials/index.htm
https://www.youtube.com/watch?v=pbtoCktlX1Y&pp=ygUGYWNjZXNz

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Knowledge Check Questions 5.1

1. Which field type will you select if you need to enter long text in that field?
A. Text
B. Memo
C. Currency
D. Hyperlink

2. The expression builder is an access tool that controls an expression___ for

entering an expression
A. Table
B. Box
C. Cell
D. Palett

3. Which of the following is not a type of MS Access database object?

A. Table
B. Form
C. Worksheets
D. Modules

4. In which method we don't need to specify the field type and size while
creating a new Table?
A. Design Vie
B. While using Wizard
C. Create Table by Entering Data
D. All of Above

5. The size of yes/no field is always ________

A. 1 Bit
B. 1 Byte
C. 1 Character
D. 1 KB

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Revision Questions

1. Discuss five ways in which a relational database management system

allows you to work with your data
2. Between different data’s what are the types of relationship can be
formed?
3. Explain how you can build a relationship between the different databases
in Access?
4. Name some of the file extension for MS Access?

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Answers
Think Point 5.1
In your opinion, do companies use Microsoft Access?
Microsoft Access is an information management tool that helps you store information for reference,
reporting, and analysis. Microsoft Access helps you analyse large amounts of information and
manage related data more efficiently than Microsoft Excel or other spreadsheet applications.
Think Point 5.2
What are the differences between a form and a report?
Forms are primarily used to edit overview data whereas reports are used primarily to print or view
data. In a form your usually navigate from one record to another, whereas in reports summarized
data are possible to present.
Think Point 5.3
In MS Access 2016 what are the different ways you can enter data?
Different methods you can enter data in MS Access are

a. Datasheet View
b. Form
c. SQL View
d. Import from External Data (XML, Data Services, HTML etc.)

Practical Application 5.1

Explain how you can create a simple query in Access 2016?

1. Open your database

2. Go to -> create tab
3. Click on the query wizard icon
4. Select a query type
5. From the pull-down menu choose the appropriate table
6. Select the field you want in the query results
7. To add information from additional tables, repeat steps 5 and 6
8. Click on next
9. Choose the type of results that you would like to produce
10. Give your query a title
11. Click on finish

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Knowledge Check Questions 5.1

1. A
2. B
3. C
4. C
5. A

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Unit
6:
MS PowerPoint

Unit 6: MS PowerPoint

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Unit Learning Outcomes

Prescribed and Recommended Textbooks/Readings

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide.
Windows 11 Edition, Tenth Edition. United States of America: Pearsons.
Recommended Reading(s)
Laudon, C.K. and Laudon, J.P. (2022). Management Information
Systems, Managing the Digital Firm. Seventeenth Edition. New Jersey:
Pearsons

Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019).

Microsoft Office 365 and Office 2016: Introductory. Boston,
Massachusetts: Cengage

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6.1 Using the Application

When you open PowerPoint for the first time, the Start Screen will appear. From here, you'll be able
to create a new presentation, choose a template, and access your recently edited presentations.
From the Start Screen, locate and select Blank Presentation to access the PowerPoint interface.

Think Point 6.1

In your opinion, What is PowerPoint and why is it used?

The Ribbon and Quick Access Toolbar are where you will find the commands to perform common
tasks in PowerPoint. Backstage view gives you various options for saving, opening a file, printing,
and sharing your document.

The Ribbon
PowerPoint uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains
multiple tabs, each with several groups of commands. For example, the Font group on the Home
tab contains commands for formatting text in your document.

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Some groups also have a small arrow in the bottom-right corner that you can click for even more
options.

Showing and hiding the Ribbon

The Ribbon is designed to respond to your current task, but you can choose to minimise it if you find
that it takes up too much screen space. Click the Ribbon Display Options arrow in the upper-right
corner of the Ribbon to display the drop-down menu.

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Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely hides
the Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of screen
Show Tabs: This option hides all command groups when they're not in use, but tabs will remain
visible. To show the Ribbon, simply click a tab
Show Tabs and Commands: This option maximises the Ribbon. All the tabs and commands will
be visible. This option is selected by default when you open PowerPoint for the first time

Think Point 6.2

Which skills are required to use PowerPoint?

Using the Tell Me Feature

If you're having trouble finding command you want, the Tell Me Feature can help. It works just like a
regular search bar: Type what you're looking for, and a list of options will appear. You can then use
the command directly from the menu without having to find it on the Ribbon.

The Quick Access Toolbar

Located just above the Ribbon, the Quick Access Toolbar lets you access common commands no
matter which tab is selected. By default, it includes the Save, Undo, Redo, and Start From
Beginning commands. You can add other commands depending on your preference.

The Ruler, Guides and Gridlines

PowerPoint includes several tools to help organise and arrange content on your slides, including the
Ruler, Guides, and Gridlines. These tools make it easier to align objects on your slides. Simply
click the checkboxes in the Show group on the View tab to show and hide these tools.

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Think Point 6.3

In your opinion, what are the main purposes of Microsoft PowerPoint in a
business context?

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6.2 Developing a Presentation

PowerPoint files are called presentations. Whenever you start a new project in PowerPoint, you'll
need to create a new presentation, which can either be blank or from a template. You'll also need
to know how to open an existing presentation.

To Create a New Presentation

When beginning a new project in PowerPoint, you will often want to start with a new blank
presentation.

Activity 6.1

Show to open an existing presentation

1. Select the File tab to go to Backstage view.

2. Select New on the left side of the window, then click Blank Presentation.

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3. A new presentation will appear.

To Create a New Presentation from a Template

A template is a pre-designed presentation you can use to create a new slide show quickly. Templates
often include custom formatting and designs, so they can save you a lot of time and effort when
starting a new project.

Activity 6.2

Show how to create a new presentation

1. 1. Click the File tab to access Backstage view, then select New.
2. You can click a suggested search to find templates or use the search bar to find something more
specific. In our example, we'll search for the keyword chalkboard.

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3. Select a template to review it.

4. A preview of the template will appear, along with additional information on how the template can
be used.
5.Click Create to use the selected template.

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6. A new presentation will appear with the selected template.

6.3 Adding Text

Before you can move or arrange text, you will need to select it.

Click next to the text you want to select, drag the mouse over the text, then release your mouse.
The text will be selected.

Copying and Moving Text

PowerPoint allows you to copy text that is already on a slide and paste it elsewhere, which can save
you time. If you want to move text, you can cut and paste or drag and drop the text.

Activity 6.3

Show how to copy and move text

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To copy and paste text:

1. Select the text you want to copy, then click the Copy command on the Home tab.

2. Place the insertion point where you want the text to appear.

3. Click the Paste command on the Home tab.

4. The copied text will appear.

Activity 6.3

Show how to copy and paste text

To Cut-and-Paste Text
1. Select the text you want to move, then click the Cut command.

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2. Place the insertion point where you want the text to appear, then click the Paste command

3. The text will appear in the new location.

Video Activity 6.1

Creating a simple presentation using MS PowerPoint 2016

https://www.youtube.com/watch?v=XF34-
Wu6qWU&pp=ygUYcG93ZXJwb2ludCBmb3IgYmVnaW5uZXJz

Practical Application or Examples 6.1

Using MS PowerPoint create the presentation below:

SLIDE 1: Title “Malware” - Insert appropriate picture for title slide.
SLIDE 2: Include the definition of Malware
SLIDE 3: Types of Malware
SLIDE 4: Ways to avoid viruses
SLIDE 5: A conclusion to summarise Malware. Include your name and student
number.
Save as PPAssign. Insert appropriate slide titles.

Practical Application or Examples 6.2

Which steps would you use to set up password protection for a presentation?

Knowledge Check Questions 6.1

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1. Which file format can be added to a PowerPoint show?

1. A. .jpg
2. B. .giv
3. C. .wav
4. D. . All of the above

2. In Microsoft PowerPoint two kind of sound effects files that can be added
to the presentation are
1. A. .wav files and .gif files
2. B. .jpg files and .gif files
3. C. .wav files and .jpg files
4. D. .wav files and .mid files

3. Material consisting of text and numbers is best presented as

___________
1. A. A table slide
2. B. A bullet slide
3. C. A title slide
4. D. All of above

4. What is a motion path?

1. A. A type of animation entrance effect
2. B. A method of moving items on a slide
3. C. A method of advancing slides
4. D. All of above

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5. What is a slide-title master pair?

1. A. A slide master and title master for a specific design template
2. B. The title area and text area of a specific slide
3. C. A slide master and title master merged into a single slide
4. D. None of above

6. Which of the following should you use if you want all the slide in the
presentation to have the same “look”?
1. A. The slid layout option
2. B. The add a slide option
3. C. Outline view
4. D. A presentation design template

7. In the context of animations, what is a trigger?

1. A. An action button that advances to the next slide
2. B. An item on the slide that performs an action when clicked
3. C. The name of a motion path
4. D. All of above

8. If you have a PowerPoint show you created and want to send using email
to another teacher you can add the show to your email message as a (an)
________________
1. A. Inclusion
2. B. Attachment
3. C. Reply
4. D. Forward

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9. in order to edit a chart, you can ___________

1. A. triple click the chart object
2. B. click and drag the chart object
3. C. double click the chart object
4. D. click the chart objects

10. To exit the PowerPoint, you should ______________________

1. A. Click the application minimize button
2. B. Click the document close button
3. C. Double click the applications control menu icon
4. D. Double click the document control menu icon

Revision Questions

1. What is a slide show in a PowerPoint presentation?

2. What elements can be added to a slide?
3. What’s the default file extension of PowerPoint files?
4. Which steps would you use to set up password protection for a
presentation?

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Answers
Think Point 6.1
In your opinion, what is PowerPoint and why is it used?
PowerPoint is a tool of Microsoft that is used to make presentations. It contains slides to present the
data. With the help of MS PowerPoint tool, you can represent your idea or plan virtually using text,
video, and images.
PowerPoint comes in MS Office Suite. It helps to represent the data in an attractive way by allowing
the user to add text, image, graphics, audio, and video in it. You can call it a presentation program.
Think Point 6.2
Which skills are required to use PowerPoint?
Attention to detail is a vital skill required to use PowerPoint? They may also mention that Microsoft
Office knowledge is critical for using PowerPoint efficiently.
Think Point 6.3
In your opinion, what are the main purposes of Microsoft PowerPoint in a business context?
MS PowerPoint can transform your business processes. PowerPoint presentations are much
cheaper than printouts. It will enable you to present your reports and charts on a screen instead of
printing several copies for your staff.
Practical Application or Examples 6.1

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Practical Application or Examples 6.2

Which steps would you use to set up password protection for a presentation?
Your applicants should be able to explain the steps required to set up password protection for a
presentation. To protect a PowerPoint file with a password, you need to:

1. Navigate to File
2. Select the Passwords option
3. Select “Encrypt this presentation and require a password to open.”
4. Enter the chosen password
5. Enter the password again to verify it
6. Press Set Password.

Knowledge Check Questions 6.1

1. D
2. A
3. A
4. C
5. C
6. D
7. B
8. B
9. C
10. C

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Unit
7:
Internet and Email

Unit 7: Internet and Email

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Unit Learning Outcomes

Prescribed and Recommended Textbooks/Readings

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide.
Windows 11 Edition, Tenth Edition. United States of America: Pearsons.
Recommended Reading(s)
Laudon, C.K. and Laudon, J.P. (2022). Management Information
Systems, Managing the Digital Firm. Seventeenth Edition. New Jersey:
Pearsons.

Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019).

Microsoft Office 365 and Office 2016: Introductory. Boston,
Massachusetts: Cengage.

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7.1 Web Browsing

The way Internet has evolved over the years, makes it difficult for us to believe that it was created to
allow data transfer and communications in case of a nuclear attack on US or a big disaster. Internet
has come a long way from a restricted-use network created for such a special purpose. People today
communicate with friends, family and business contacts, participate in community activities
developed around their interest areas, shop, bank, study, entertain themselves, and research using
the Internet. It is therefore becoming essential for people to learn how to use Internet and email.

Before we begin learning how to use the Internet and email, we must get familiar with some of the
fundamental concepts. Internet is a huge network of computers. People connect their computers to
local networks, which in turn are connected to regional networks and these regional networks are
connected to a central structure called backbone.

7.1.1 TCP/IP
Just like two people can communicate easily if they talk in the same language and its rules. Similarly,
all computers connected to Internet follow same rules and procedures, also called protocols, to
communicate with each other. These protocols, or the common language, of the Internet are known
as Transmission Control Protocol/Internet Protocol or TCP/IP.
Every computer on the Internet has a unique address. This is a four-part numeric address called
Internet Protocol Address or IP address, and it contains information that identifies the location of this
computer. Some examples of IP addresses are 255.230.54.1, or 10.11.0.220. Therefore, we can see
that each part of IP address is a number ranging between 0 and 255.
7.1.2 DNS
Most computers also have an address called a Domain Name System address or DNS address. A
DNS address has two parts: a host name which stands for the name the computer; a domain name
that identifies the type of organisation from which the computer is connected. Some of the most used
domain names today are .com which is used by commercial organisations; .edu used by educational
institutions; .net used by network service providers; .org used by non-profit organisations; and .gov
used by government departments and organisations.

7.1.3 World Wide Web

When we mention Internet, we are actually referring to the World Wide Web (WWW or the web). The
web was developed as a method for incorporating footnotes, figures, and cross-references into
online hypertext documents, also called web pages. These web pages are files encoded by using
the HyperText Markup Language or HTML, and this language allows developers to insert hypertext
links in the documents. It is through this facility that the web has become so useful for all of us. The

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web users can click any link on a web page to access more information about these links. A
collection of related web pages is called a website. The first page of a website is called its home
page. On the home page, links to various webpages of the website are listed.
7.1.4 Web Browsers
You need a web browser to access web pages on the web. A web browser is a software application
specially designed to look up and open web pages on the user's computer. The two most popular
web browsers are Microsoft Internet Explorer, and Netscape Navigator. For the purpose of this
tutorial we will refer to the Microsoft Internet Explorer 5.0 which is used by a vast majority of web
users.
7.1.5 URL
The World Wide Web is built on a set of rules called the Hypertext transfer protocol (HTTP). This
protocol requires the Internet addresses in a special format, called URL or Uniform Resource
Locator. A typical example of a URL is as follows:
http://www.enablingdimensions.com/home/home.html
Let us see what the various parts of a URL stand for:
a. http:// : stands for a server that uses the hypertext transfer protocol
b. www : means the website is on the World Wide Web
c. enablingdimensions : part of the Internet stands for the name of the service/company/organisation
d. home: whose website you are accessing refers to a web folder belonging to the website of
enabling dimensions
e. home.html: refers to the specific web page in the web folder named home.

Sometimes the name of the web page is not displayed in the URL. However, each web page on the
web has a unique URL. To access a website, you must know its URL and that URL should be typed
in the Address bar of the web browser used by you.

7.1.6. Emails
To send and receive mails in electronic format, an email account and an Internet connection are
required. There are email programs available to help you manage your emails on your computer.
Some of the most commonly used email programs are Microsoft Outlook Express and Netscape
Messenger. However, it is not essential to have an email program to be able to send and receive
emails. There are several free email service providers on the web, including Hotmail, Yahoo!,
Rediffmail and Indiatimes. You need to register with them and open an account with them to start
sending and receiving emails.

After you drop your letter in the post box, the post-man collects and takes it to the central post office.
From here it is dispatched to the recipient's city. Similarly, after an email is sent from a computer, it is
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sent to the nearest mail server. Here, depending on the recipient's domain and top-level domain
name, the mail is forwarded to the mail servers closest to the recipient.

To deliver a letter, a postman collects the recipient's mail from the central post office and delivers it to
the recipient's home. Similarly, whenever the recipient connects to his mail server, the email program
retrieves the mail from there and presents it to the recipient.

Irrespective of what time of the day you send a mail, and no matter how far your recipient is, the
whole process of sending and receiving mails takes a few seconds.

Think Point 7.1

In your opinion, are emails important? Justify your answer.

7.1.7. Email Address

Just like every letter should have an address where it can be delivered, there are addresses for
sending and receiving emails also. Every email user has a unique email address.

A typical example of an Email address is as follows:

[email protected]
Email addresses have three parts:
i. Username - 'sam' in the example. The username refers to the mailbox of the recipient.
ii. Domain name - 'internet' in the example. The domain name refers to the mail server - a type of
computer - where the recipient has an electronic mailbox. It is usually the name of a company or
an Internet service provider. A domain name and username are always separated by the axiom
symbol '@'.
iii. Top-level domain - '.com' in the example. The top-level domain is always preceded by a dot and
refers to the country or type of organisation where the recipient's domain mail server is located.
Some of the commonly used top-level domains are
1. .com - A commercial enterprise or an online service
2. .edu - An educational institution or university
3. .org - A non-profit organisation
4. .net - A network

To be able to use Internet and email, you need to set up a connection with an Internet Service

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Provider (ISP). Internet connections are available over the telephone line through dial-up modems or
DSL; over cable through Cable T. V. wires; and through wireless. The most common way of
connecting to the Internet is over telephone line using a dial-up modem. However, lately Internet over
cable is also becoming quite popular. There are also many cybercafes in the country offering Internet
Access facility on hourly rental basis.
Before you begin, ensure that you have an Internet connection on your PC. If you are accessing from
home, you need to connect to the net using the software provided by your service provider. This
software can be launched from the Program sub-menu in Start Menu or from Desktop, if there is a
shortcut on the desktop.

Video Activity 7.1

Surfing Internet and Emailing

https://www.youtube.com/watch?v=3ciWWt9Atgs

7.2 Starting Microsoft Internet Explorer

To access websites on the web, we need to launch a web browser. Here we will learn to access
websites using the web browser from Microsoft - the Microsoft Internet Explorer 5.0. To launch
Internet Explorer, follow the instructions given below:

Activity 7.1

show how to cut and paste text

1. Press the start button to open the start menu. Go to Programs and open the programs sub-menu.
2. Now use the down arrow direction key to reach the option labelled Internet Explorer, and press
Enter.
3. Alternatively, you can use the shortcut icon for Internet Explorer on the desktop.

7.2.1. Components of Microsoft Internet Explorer

The components of Microsoft Internet Explorer 5.0 are quite similar to the Windows Explorer. It
consists of the following parts:

1. Title Bar - It is the topmost part of the web browser, and is a thin rectangular strip. The left-hand
corner of Title bar displays, the icon of Internet Explorer, name of the website, and name of the
program i.e. Internet Explorer. On the right-hand corner the three buttons - Minimise, Maximise
and Close are displayed.
2. Menu Bar - This consists of a horizontal row of command options. These are File, Edit, View,
Favourites, Tools, and Help.
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3. Standard Tool Bar - It displays shortcut icons of some of the most frequently used commands on
the browser.
4. Shortcut links bar - This may or may not be present. It displays shortcuts to a few most preferred
links by the user.
5. Address Bar - It displays the URL of the website being accessed by the user.
6. Contents Pane - The contents of the web page will be displayed here.
7. Status Bar - It displays the status of download, connectivity and the URL of the link being
downloaded.

7.2.2. Accessing Websites

To access websites, follow the instructions given below:

1. Ensure that you are connected to the Internet. Launch the Internet Explorer from the start menu,
programs sub-menu.
2. Go to file menu option of the Internet Explorer by pressing the Alt key. Open the file menu drop by
using the down arrow direction key. In this drop down, use the down arrow direction key to go to
the option labelled 'open'. This will open the 'Open' dialog box. Alternatively, you can press
Control key and O key. The cursor will be in an edit text box. Here type the URL of the website
you want to visit. We will take the example of Enabling Dimensions website. So, type
www.enablingdimensions.com in the open edit text box, and press Enter.
3. The browser will then look for the Enabling Dimensions website on the web. The status bar will
display "searching www.enablingdimensions.com". When it finds the website, the status bar will
display 'website found'. After this a process of displaying the website on your computer will begin,
this process is called downloading. The page that appears after downloading is complete is
called the home page of the website.

Think Point 7.2

Are all website secure and safe? motivate your answer

7.2.3. Using Search Engines

The web has become a huge repository of information on a variety of topics. This makes it a
preferred mode to research on many topics. However, the volume of information is so large, that it
makes the access to right information difficult and slow. This is the reason for the popularity of
Search Engines. Search Engines help web-users to find information quickly. Some of the most

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popular search engines are Google, Altavista, and Hotbot. Usually search engines have a text box,
where the users have to enter the information they want to search on the web. On pressing Enter, the
search engine looks for a match to the words entered in the text box. After a few moments, a list of
search results is displayed on the screen. This list usually consists of a listing of links to various
websites containing and a brief description of each link. These results are arranged according to
their accuracy, i.e. the closer the match with the text entered by the user, the higher up the list it is
placed. The user, then has to browse through this list to find which results are relevant and open the
links by pressing Enter key on them.

Think Point 7.3

What is your understanding of a search engine?

Activity 7.2
Show how to conduct a search on Google.

Knowledge Check Questions 7.1

1. Which company designed a network that apparently became Internet?

A. US Department of Defence
B. Microsoft Corporation
C. Macintosh Corporation
D. Internet Technologies Limited

2. What is a server?
A. A computer that is very big
B. A computer that provides/manages shared services
C. A system of connecting computers
D. A computer that is connected in a LAN

3. The acronym GUI means Graphical User _______________

4. A system for transferring web documents, defines how messages are

formatted and transmitted over internet is _______________

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A. Hypertext Transfer Protocol

B. World Wide Web
C. Uniform Resource Locator
D. Hyper Transformed Text Publisher

5. Select True or False.

A modem is a device that converts outgoing data only, from computers to a
format that can be transferred via telephone lines.
A. True
B. False

6. From a web page, you cannot save pictures to your hard disk.
A. True
B. False

7. A small file put in your hard disk that contains information like user ID by
your web browser is called a ____________________
A. Certificate
B. Personal Data File
C. Secured Sockets Layer
D. Cookie

8. Select True or False.

Firewalls cannot protect against viruses.
A. True
B. False

9. Mozilla Firefox, Google Chrome, Netscape Navigator and Opera are

examples of ___________________
A. Operating Systems
B. Websites
C. Web Browsers
D. Search Engines

10. Wikipedia is a _____________________

A. Knowledge Repository Site
B. Search Engine
C. Web Browser
D. Personal Web Page

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Revision Questions

1. Email is a method of sending and receiving mail messages over the

Internet. Discuss the advantages of email.
2. Provide FIVE (5) guidelines for using email effectively.
3. FIVE (5) other methods of electronic communication

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Answers
Think Point 7.1
In your opinion, are emails important? Justify your answer
Email is important for communication because it allows users to send information in letter format, and
email can replace traditional mail options. Emails can be more beneficial for communication because
they can often include text, documents and multimedia, like photos and videos.
Think point 7.2
Are all websites secure and safe? motivate your answer?
It is unfortunate that not every website is trustworthy and secure, but do not let that keep you from
going online – just do it safely. Simply being able to recognize a safe website can go a long way to
help protect your personal data. A legitimate trust seal, “https,” a privacy policy, and contact
information are all good signs that a website is safe.

Think Point 7.3

What is your understanding of a search engine?
A search engine is a software program that helps people find the information they are looking for
online using keywords or phrases. Search engines are able to return results quickly—even with
millions of websites online—by scanning the Internet continuously and indexing every page they find.
Activity 7.2

1. Open Internet Explorer.

2. Press control key + O key to open the 'Open' dialog box, type www.google.com and press enter
key.
3. In a few moments the home page of the Google website will be opened. The cursor will be placed
in the search text box; press enter key to put on the forms mode. Now, type the text you want to
search on the web in this box and press enter key.
4. In a few seconds, the search results will be listed on your computer.
5. Use Tab to browse the links. Or if you already know the link, press Insert key + F7 key to open the
links listing dialog box. Now, use the arrow direction keys to reach the link you want to access,
and press enter key.

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Knowledge Check Questions 7.1

1. A
2. B
3. Interface
4. A
5. A
6. B
7. D
8. A
9. C
10. A

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Unit
8:
ICT in Everyday Life

Unit 8: ICT in Everyday Life

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Unit Learning Outcomes

Prescribed and Recommended Textbooks/Readings

Prescribed Reading(s) / Textbook(s)

Miller, M. (2023). Computer Basics: Absolute Beginner's Guide.
Windows 11 Edition, Tenth Edition. United States of America: Pearsons
Recommended Reading(s)
Laudon, C.K. and Laudon, J.P. (2022). Management Information
Systems, Managing the Digital Firm. Seventeenth Edition. New Jersey:
Pearsons

Freund, S.M., Hoisington, C., Schmieder, E. and Last, M.Z. (2019).

Microsoft Office 365 and Office 2016: Introductory. Boston,
Massachusetts: Cengage

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8.1 ICT in Everyday Life

Education
In education, teachers, students, researchers and school administrator’s benefits from the usage of
ICT. Computers offer interactive experiences, enhanced learning, cognitif development & better
management.

Teachers

Use computers to search for teaching materials, participate in online forums and online
conferences as well as to aid their teaching

Students

Use the computers as a reference tool. They use computers to browse the internet to look for
information

Researchers

Use computers to collect and process data

School Administrators

Use computers for administrative purposes to make sure that the entire operation runs smoothly.
BANKING

In the banking, customers, businessman & bank administrator benefits from the usage of ICT.
Customers

Can make any transactions at the 24-hour service centres or via online. These services allow
them to do transaction at anytime they want

Businessman

Can save their time by using the online services offered by banks. They can access company
accounts for loan applications, business transactions and update on their cash flow at any time

Bank Administrator

Can oversee the entire banking activities such as reconciliations, inter-branch transactions (IBT),
telegraphic transfer and others by referring to the banking system

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Industry
Computers are used to facilitate production planning and control systems, to support chain
management and to help in product design in the industrial sector. In the industrial sector, workers,
researchers and administrator benefits from the usage of ICT.
Workers

Use machines that are connected to computers to operate. In some productions, robots are used
to take over jobs that are dangerous to the workers

Researchers

Use computers to analyse and collect research data for future reference

Administrators

Use computers to oversee the entire operations in the plant or factory to detect specific errors or
defects that occurred in the process

Uses of Digital Technologies During Times of COVID-19

COVID-19 has caused significant changes in the way we live our lives. Lockdown rules have
prompted a worldwide shift to online learning platforms. Many governments ordered residents to
work from home or wherever they could. However, not all workers, such as those in the health and
social care sectors, are capable of doing so. Lockdown meant that those who worked from home had
their personal and professional lives merged. Higher education, like many other sectors, adapted
and translated teaching practices from traditional classroom settings to virtual ones, affecting
students and teachers worldwide.

The COVID-19 epidemic has expedited the shift to online labour for many areas of society. It would
be naive to dismiss multinational firms' growing interest in spending billions of dollars in established
and start-up enterprises delivering online education throughout the epidemic. The vast experiment of
millions of people shifting online by default has been embraced by corporations that see potential not
merely for profit but also for entrenching themselves in public life.

Activity 8.1

How did COVID-19 Accelerated Digital Transformation in the Retail Sector

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Case Study 8.1

Read the following case study and answer the questions that follow.
Naneetha, R., and Srihari. (2021) A Case Study of Information and
Communication Technology in Empowering the Visually Challenged Women
in Inclusive Education
Available at https://doi.org/10.34293/ education.v9i4.4208case_study_1.pdf
[Accessed 27 September 2023].
Brigham Young posits that ‘If you educate a man, you educate an individual,
but you educate a woman, you educate a nation. Even now, educating a
woman is challenging in cultural practices dominated by values and beliefs in
the social system. Women in developing countries face significant barriers in
accessing education, whereas gender inequality in communities, society, and
the workplace hinders economic and social development. Education as a
means of empowerment of women can bring changes socially, economically,
and politically. An American author, Helen Keller, says that ‘Education cannot
be created with ease, only through the experience of trial and sufferings it can
be strengthened, inspired and achieved. Women with visual impairment are
still receiving less schooling, denied social acceptance, and lack of access to
information also became an impediment added to their woes. Perhaps, ICT
has changed visually impaired women’s lives by giving them access to
mainstream and trying to be independent financially and socially.
Furthermore, ICT has allowed visually impaired women in accessing braille
materials, operating assistive devices and applications that build confidence,
recognition, self-expression, and acquire knowledge. This study explores how
inclusive education creates an opportunity for visually impaired women in
overcoming societal stigma by achieving personal, social, emotional, and
academic goals. ICT in education plays an essential role in developing
women and facilitates empowerment, calibrated to a new order of society’s
structure and functions
What is the role of ICT in Higher Education Institutions?
g

E-Commerce
E-commerce helps in boosting the economy. It makes buying and selling activities easier, more
efficient and faster. For this application, computers, Internet and shared software are needed. In the
e-commerce sector, customers, suppliers and employees benefits from the usage of ICT.

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Customers

Use computers to be connected online with suppliers to purchase products. This method can
save time and cost as they do not have to go to any outlets

Suppliers

Use computers to keep track of their transactions. All products are bar-coded and can be read by
the computer scanner to help in determining prices and managing inventory

Employees

Use computers and telephones to communicate with their customers for any enquiries. The
system helps employees to get the latest updates on inventory to be informed to the customers

Activity 8.2

Why is product bar coding very important in modern economy?

Practical Application or Examples 8.1

Research about where is eCommerce post COVID-19?

Other Sectors
Amongst other sectors that benefit from the usage of ICT are architecture, arts, career, government,
healthcare, home, law enforcement, transportation and travel.

Think Point 8.1

Why is e-commerce currently important?

8.2 Health
Information and communications technologies (ICTs) can play a critical role in improving health care
for individuals and communities. By providing new and more efficient ways of accessing,
communicating, and storing information, ICTs can help bridge the information divides that have
emerged in the health sector in developing countries—between health professionals and the
communities they serve and between the producers of health research and the practitioners who

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need it.

Through the development of databases and other applications, ICTs also provide the capacity to
improve health system efficiencies and prevent medical errors.

A physician in a remote rural hospital is initially unable to diagnose a patient with a complex array
of symptoms. However, using his MEDLINE search training and the hospital’s Internet
connection, he is able to diagnose and successfully treat the patient for a tropical disease the
patient picked up while travelling abroad

Another physician looks at her hospital’s prescription trends using the newly created electronic
health record system and finds that other physicians are not using the post-surgical antibiotic that
is shown to be most effective according to the current international guidelines. She speaks to the
administration about advocating a switch in antibiotics that will improve patient recovery
outcomes and thereby save the hospital money
A neonatologist, who transmits CT-scans and other medical images by e-mail to his network of
personal contacts around the world to help in diagnosing and treating premature newborns,
estimates that tele-consultations have helped him to save numerous lives during the past year

A young woman, too embarrassed to ask her physician about reproductive health issues and the
risks of sexually transmitted infections, anonymously contacts physicians at a woman’s health
clinic, where they’ve set up e-mail accounts for staff in order to support these types of physician-
patient interactions

Each of these examples demonstrates how information and communications technologies (ICTs) can
play a critical role in improving health care for individuals and communities. By providing new and
more efficient ways of accessing, communicating, and storing information, ICTs can help bridge the
information divides that have emerged in the health sector in developing countries—between health
professionals and the communities they serve and between the producers of health research and the
practitioners who need it. Through the development of databases and other applications, ICTs also
provide the capacity to improve health system efficiencies and prevent medical errors.
ICT for health (or e-health) programs are often considered to be expensive, time-consuming, risky,
and otherwise distracting from the primary focus and intent of health sector programs. In some
cases, these criticisms may be valid. There are, however, a wide range of low-cost and sustainable
ICT for health program components that can augment capacity and improve the overall effectiveness
of health development programs. These are the types of programs that HealthConnect International
is specialised to help deliver.

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Video Activity 8.1

ICT and its impact on our society by Jessebel Teves

https://youtu.be/JFabyFx5dWw?t=8

8.3 Security
The meaning of the term computer security has evolved in recent years. Before the problem of data
security became widely publicised in the media, most people’s idea of computer security focused on
the physical machine. Traditionally, computer facilities have been physically protected for three
reasons:

To prevent theft of or damage to the hardware

To prevent theft of or damage to the information
To prevent disruption of service

Computer security is security applied to computing devices such as computers and smartphones, as
well as computer networks such as private and public networks, including the whole Internet.
The field covers all the processes and mechanisms by which digital equipment, information and
services are protected from unintended or unauthorised access, change or destruction, and are of
growing importance in line with the increasing reliance on computer systems of most societies
worldwide It includes physical security to prevent theft of equipment, and information security to
protect the data on that equipment. It is sometimes referred to as "cybersecurity" or "IT se.curity",
though these terms generally do not refer to physical security (locks and such). Some important
terms used in computer security are:

Vulnerability is a weakness which allows an attacker to reduce a system's information assurance.

Vulnerability is the intersection of three elements: a system susceptibility or flaw, attacker access to
the flaw, and attacker capability to exploit the flaw. To exploit vulnerability, an attacker must have at
least one applicable tool or technique that can connect to a system weakness.

In this frame, vulnerability is also known as the attack surface. Vulnerability management is the
cyclical practice of identifying, classifying, remediating, and mitigating vulnerabilities. This practice
generally refers to software vulnerabilities in computing systems. Backdoors A backdoor in a
computer system, is a method of bypassing normal authentication, securing remote access to a
computer, obtaining access to plaintext, and so on, while attempting to remain undetected.

The backdoor may take the form of an installed program (e.g., Back Orifice), or could be a
modification to an existing program or hardware device. It may also fake information about disk and
memory usage. Denial-of-service attack Unlike other exploits, denials of service attacks are not used
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to gain unauthorised access or control of a system. They are instead designed to render it unusable.

Attackers can deny service to individual victims, such as by deliberately entering a wrong password
enough consecutive times to cause the victim account to be locked, or they may overload the
capabilities of a machine or network and block all users at once. These types of attack are, in
practice, very hard to prevent, because the behaviour of whole networks needs to be analysed, not
only the behaviour of small pieces of code.

Distributed denial of service (DDoS) attacks are common, where many compromised hosts
(commonly referred to as "zombie computers", used as part of a botnet with, for example; a worm,
Trojan horse, or backdoor exploit to control them) are used to flood a target system with network
requests, thus attempting to render it unusable through resource exhaustion.

Direct-access attacks an unauthorised user gaining physical access to a computer (or part thereof)
can perform many functions, install different types of devices to compromise security, including
operating system modifications, software worms, keyloggers, and covert listening devices. The
attacker can also easily download large quantities of data onto backup media, for instance CD-
R/DVD-R, tape; or portable devices such as key drives, digital cameras or digital audio players.

Another common technique is to boot an operating system contained on a CD-ROM or other

bootable media and read the data from the hard drive(s) this way. The only way to defeat this is to
encrypt the storage media and store the key separate from the system. Direct-access attacks are the
only type of threat to Standalone computers (never connect to internet), in most cases.
Eavesdropping Eaves dropping is the act of surreptitiously listening to a private conversation,
typically between hosts on a network.

For instance, programs such as Carnivore and NarusInsight have been used by the FBI and NSA to
eavesdrop on the systems of internet service providers. Spoofing of user identity describes a
situation in which one person or program successfully masquerades as another by falsifying data
and thereby gaining an illegitimate advantage. Tampering describes an intentional modification of
products in a way that would make them harmful to the consumer. Repudiation describes a situation
where the authenticity of a signature is being challenged.
Information Disclosure (Privacy Breach or Data Leak) describes a situation where information,
thought as secure, is released in an untrusted environment. Elevation of privilege Elevation of
Privilege describes a situation where a person or a program want to gain elevated privileges or
access to resources that are normally restricted to him/it.
An exploit is a piece of software, a chunk of data, or sequence of commands that takes advantage of
a software "bug" or "glitch" in order to cause unintended or unanticipated behaviour to occur on
computer software, hardware, or something electronic (usually computerised). This frequently
includes such things as gaining control of a computer system or allowing privilege escalation or a
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denial of service attack.

The term "exploit" generally refers to small programs designed to take advantage of a software flaw
that has been discovered, either remote or local. The code from the exploit program is frequently
reused in Trojan horses and computer viruses.
Indirect Attacks
An indirect attack is an attack launched by a third-party computer. By using someone else's computer
to launch an attack, it becomes far more difficult to track down the actual attacker. There have also
been cases where attackers took advantage of public anonymising systems, such as the tor onion
router system. Computer crime: Computer crime refers to any crime that involves a computer and a
network.
Security

1. Use Strong Passwords Use different user ID / password combinations for different accounts and
avoid writing them down. Make the passwords more complicated by combining letters, numbers,
special characters (minimum 10 characters in total) and change them on a regular basis.
2. Secure your computer o Activate your firewall Firewalls are the first line of cyber defence; they
block connections to unknown or bogus sites and will keep out some types of viruses and
hackers. o Use antivirus/malware software Prevent viruses from infecting your computer by
installing and regularly updating antivirus software. o Block spyware attacks Prevent spyware
from infiltrating your computer by installing and updating anti-spyware software.
3. Be Social-Media Savvy Make sure your social networking profiles (e.g. Facebook, Twitter,
YouTube, MSN, etc.) are set to private. Check your security settings. Be careful what information
you post online. Once it is on the Internet, it is there forever!
4. Secure your Mobile Devices - Be aware that your mobile device is vulnerable to viruses and
hackers. Download applications from trusted sources.
5. Install the latest operating system updates Keep your applications and operating system (e.g.
Windows, Mac, Linux) current with the latest system updates. Turn on automatic updates to
prevent potential attacks on older software.
6. Protect your data Use encryption for your most sensitive files such as tax returns or financial
records, make regular back-ups of all your important data, and store it in another location.
7. Secure your wireless network Wi-Fi (wireless) networks at home are vulnerable to intrusion if they
are not properly secured. Review and modify default settings. Public Wi-Fi, a.k.a. “Hot Spots”, are
also vulnerable. Avoid conducting financial or corporate transactions on these networks.
8. Protect your e-identity Be cautious when giving out personal information such as your name,
address, phone number or financial information on the Internet. Make sure that websites are
secure (e.g. when making online purchases) or that you’ve enabled privacy settings (e.g. when
accessing/using social networking sites).
9. Avoid being scammed Always think before you click on a link or file of unknown origin. Don’t feel
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pressured by any emails. Check the source of the message. When in doubt, verify the source.
Never reply to emails that ask you to verify your information or confirm your user ID or password.
10. Call the right person for help Don’t panic! If you are a victim, if you encounter illegal Internet
content (e.g. child exploitation) or if you suspect a computer crime, identity theft or a commercial
scam, report this to your local police. If you need help with maintenance or software installation
on your computer, consult with your service provider or a certified computer technician.

Practical Application or Examples 8.2

Conduct research on how you would prevent computer -related crime?

Think Point 8.2

How do you secure sensitive information?

8.4 Copyright and Law

Copyright is the right to prevent others from copying all or substantially all of a "work" in which
copyright subsists. The Copyright Act defines copyright as:
"the sole right to produce or reproduce the work or any substantial part thereof in any material form
whatever".
Generally speaking, the copyright in a work protects its specific form, rather than the ideas suggested
by or underlying the work. Originally intended to protect creative works of art and literature, copyright
is one of the easiest and best ways to protect computer software.
Copyright protects the form or selection of information, but not the information itself. The ideas
expressed in a copyrighted work can be taken and re-used, so long as the form or selection of
information is not substantially duplicated.
Copyright also includes the sole right to record a literary, dramatic or musical work where the record
may be mechanically performed or delivered, and to communicate a work to the public by
telecommunication.
How to get Copyright
Copyright is automatic: subject to residency or citizenship requirements for the author or authors,
once a "work" is created, copyright subsists in it. Copyright is a creature of statute; there is no
"common law" copyright. Registration of copyright is not a prerequisite to copyright protection.
Originality & Creativity
The prerequisite for all works is that they be "original". The work must have been created by the

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author and not copied. As the name suggests, "work" (referred to in the case law as "effort") must be
expended by the author to create the "work" in which copyright subsists.
But what kind of "work" is required: creative effort, or slim effort? Some cases say that there must be
creativity. In the United States, some degree of creativity must be present; the arrangement of
names, addresses and phone numbers in a telephone directory was a non-original form which did
not protect the phone book by copyright. "Original" does not mean "novel". Different programmers
can write similar programs and have copyright in each, so long as they do not copy from one
another.
Combinations of old things in an original way can be protected as artistic works (e.g. a collage of
photographs). Dramatic works need not have a high degree of originality. The variation of an existing
work causing significant changes can result in an original work.
Authorship
The Copyright Act does not define the term "author", and there have been no amendments to the Act
to cover problems related to authorship which are peculiar to computer programs.
Thus questions of authorship which arise when the specifications for a computer program are
created by one person, or persons, and the code is created by another person or persons, are left for
the Courts to decide. Similarly, questions relating to authorship of computer-generated programs will
have to be considered by the Courts without reference to specific provisions of the Act.

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Knowledge Check Questions 8.1

1. Which one of the following types of computer is most likely to be used by a

travelling salesman?
a) A desktop computer
b) A tablet PC
c) A server
d) A laptop

2. Which one of the following is a term for systems used to store, retrieve,
process and transmit data?
a) Internet & Communication Technology
b) Internet & Information Technology
c) Information & Communication Technology
d) Information & Computer Technology

3. Which one of the following measures the speed of the CPU?

a) Gigahertz (GHz)
b) Bits per second (Bps)
c) Gigabytes (GB)
d) Megabytes (MB)

4. Which one of the following is a term for an audio or video recording posted
on a web site that can be downloaded and played later?
a) Podcast
b) Blog
c) VoIP
d) RSS Feed

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Revision Questions

1. It is difficult to think of a profession that has not benefitted from the

invention of the computer. Discuss how computers help people perform jobs
and manage organisations.
2. Discuss the concept of e commerce.
3. Based on your expert knowledge of impact is that IT has had a different
sector over the years, discus the positive and negative impact of ICT in
education and business.
4. Elaborate on how ICT has positively impacted the commerce and
Healthcare.

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Answers

Activity 8.1
How COVID-19 Accelerated Digital Transformation in the Retail Sector
Retail technology has transformed the purchasing experience by:
1. affording customers the convenience to make orders from the comfort of their home
2. enabling them to purchase products that are unavailable in nearby stores giving access to a
broader range of products
3. giving customers the ability to research products, match prices among retailers, and have overall
better bargaining power
4. providing more detailed product information to the customer than most in-store staff can offer
5. offering a more personalized shopping experience

Activity 8.2
Why product bar coding is very important in modern economy.
1. Efficiency
Modern supply chain and inventory management simply would not be possible without the use of
barcodes. Rather than manually entering inventory and shipment data for every item into a system,
employees can simply scan entire pallets, crates, and even shipping containers to instantly know
what contents they contain inside.
2. Error Reduction
Manual data entry is notorious for its high levels of human error. That’s a lot of opportunities for
things to go wrong, whether it takes the form of inverted characters, skipped lines, misreadings,
illegible markings, or faulty keystrokes. Even worse, once an error occurs, it will often be reproduced
across a system, making it very difficult to locate and remediate the original mistake.
3. Tracking
Each time a barcode is scanned, it creates another step in a data trail that can be easily referenced
to locate items and events. This allows businesses to greatly improve real-time visibility into their
operations. From identifying a shipment’s most recent location or determining whether or not a
patient picked up their prescription from a pharmacy, barcodes help organizations and customers
alike to track down information quickly and accurately.
4. Data Collection
Todays organizations rely heavily upon data analytics to formulate their business strategy and make
key decisions. The more data they have available to them, the more nuanced and accurate their
analysis will be. Barcodes play a critical role in data collection strategies. Not only are they used to
gather information about inventory, supply chain, and sales activity,

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Case Study 8.1

What Is the Role of ICT in Higher Education Institutions?
In higher education institutions, ICT plays many different roles. The most prominent are:
1. Creation of Dynamic and Interactive Learning Environments
ICT provides tools for unified communication and collaboration. These tools help to facilitate a more
active and engaged learning experience. For example, students can use video conferencing to
connect with classmates and instructors. Online discussion forums also allow students to share ideas
and receive feedback in real-time. ICT can further help to create more engaging and immersive
learning experiences through the use of virtual reality. Many more simulation technologies also exist
to help achieve this.
2. Helps in the Delivery of More Individualised Instruction
ICT provides tools and resources tailored to the needs of each student. In doing so, ICT helps
instructors deliver more targeted and personalised instruction. For example, an instructor can use an
online education platform to create a customised course for a student struggling with a particular
concept. They can also use ICT to provide students with targeted feedback on their performance,
allowing learners to see exactly where they need to improve.
3. Helps in Effective Progress Assessment
ICT makes it easy to track student activity and performance data. Thus, educators can identify areas
where students have difficulties and tailor their instruction accordingly. Moreover, ICT-based
appraisals are graded automatically, thus allowing educators to focus on other tasks. Furthermore,
online assessments can be administered quickly and reviewed anywhere, making them convenient
for students and teachers alike.
4. Gives Students Greater Access to Educational Resources
Students can use the internet to access all the educational resources they need. They can:

Research topics for essays and assignments

Access online databases and journals
Stay up-to-date with current news and events.

ICT also helps students improve their study skills by providing them with tools such as online tutorials
and e-learning materials.

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5. Reduces Higher Education Costs

The cost of higher education can be steep. Fortunately, there are many ways that ICT can help
reduce the costs associated with higher education. For example, many colleges and universities now
offer remote education in online courses. Students may take classes from anywhere globally,
enabling them to save money on travel and accommodation costs. Also, ICT can help improve the
efficiency of university administration, resulting in savings on staff costs. Instructors can also use ICT
to develop new teaching methods that may be more cost-effective than the traditional ones.
6. Plays an Important Role in the Accreditation Process
Higher education institutions are increasingly incorporating ICTs into their operations to improve
efficiency and effectiveness. The accreditation process is a primary area wherein ICTs are used
increasingly with time.
Accreditation is a voluntary, peer-review process that assesses the quality of an institution's
academic programs and other offerings. To be accredited, an institution must meet specific standards
set forth by the accrediting body.
ICTs can help institutions collect and track data related to accreditation standards and also facilitate
communication with accreditors.
7. Helps Attract Students
Today's students seek more than just a degree from any higher education institution. They select
cutting-edge and up-to-date institutions with the latest technology and facilities.
Hence the importance of ICT. Higher education institutions can make themselves more attractive to
students by investing in their ICT. Learners enjoy having access to a range of benefits that students
value, from online learning opportunities to 24/7 library access.
Investment in ICT shows that an institution is committed to providing a high-quality education that
meets the needs of today's students.
8. Helps Boost Security
Security is more critical than ever before in today's world, and higher education institutions are no
exception. ICT plays a vital role in helping to boost security on campus by providing surveillance
cameras and access control systems. ICT also helps to deter crime and keep students safe.
In addition, ICT helps to protect data security by encrypting sensitive information and storing it off-
site. By storing data electronically, ICT helps to prevent data loss and ensure that data is only
accessible to authorised users.

Practical Application 8.1

Research about where is eCommerce post COVID-19?
The post-COVID-19 projections suggest that e-commerce was going to continue to grow because
many consumers have made online shopping part of their regular routines Retailers will have to work
to put greater emphasis on online and mobile ordering and ensure to create more intuitive user

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experiences.
Nonetheless, some purchases are still best made in-store, and just because the shopping
preference of most customers is online does not mean offline stores will disappear. Moving forward it
is expected that most retailers will have to balance the e-commerce experience with in-store
offerings to create a consistent and holistic approach across all channels.

Practical Application 8.2

Conduct research on how you would prevent computer -related crime?

1. Secure your Mobile Devices Be aware that your mobile device is vulnerable to viruses and
hackers. Download applications from trusted sources.
2. Install the latest operating system updates Keep your applications and operating system (e.g.
Windows, Mac, Linux) current with the latest system updates. Turn on automatic updates to
prevent potential attacks on older software.
3. Protect your data Use encryption for your most sensitive files such as tax returns or financial
records, make regular back-ups of all your important data, and store it in another location.
4. Secure your wireless network Wi-Fi (wireless) networks at home are vulnerable to intrusion if they
are not properly secured. Review and modify default settings. Public Wi-Fi, a.k.a. “Hot Spots”, are
also vulnerable. Avoid conducting financial or corporate transactions on these networks.
5. Protect your e-identity Be cautious when giving out personal information such as your name,
address, phone number or financial information on the Internet. Make sure that websites are
secure (e.g. when making online purchases) or that you’ve enabled privacy settings (e.g. when
accessing/using social networking sites).
6. Avoid being scammed Always think before you click on a link or file of unknown origin. Don’t feel
pressured by any emails. Check the source of the message. When in doubt, verify the source.
Never reply to emails that ask you to verify your information or confirm your user ID or password.

Think Point 8.1

Why is e-commerce currently important?
Companies can reach a wider audience. Companies have lower operational costs. Shopping from
home is more convenient for the consumer. Consumers can easily comparison shop across different
brands.
Think Point 8.2

1. Use Strong Passwords Use different user ID / password combinations for different accounts.
2. Secure your computer o Activate your firewall Firewalls are the first line of cyber defence.
3. Download applications from trusted sources.
4. Turn on automatic updates to prevent potential attacks on older software.
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5. Protect your data Use encryption for your most sensitive files such as tax returns or financial
records, make regular back-ups of all your important data, and store it in another location.
6. Secure your wireless network Wi-Fi (wireless) networks at home.

Knowledge Check Questions 8.1

1. A
2. C
3. A
4. A

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Answers to Revision Questions

Unit 1

1. Define the following types of networks:

a. Local Area Network (LAN) as the number of computers that are networked or linked together,
by means of cables in the same area.
b. Wireless Local Area Network (WLAN) as a network that is similar to LAN but computer are not
linked with cables. In wireless network, computer are connected using radio waves that send
signals to each other through air.
c. Wide Area Network (WAN) refers to computers that are linked together over large distance
using fibre optic cables.
d. A server computer is responsible for storing data which it send to and receives from the client
computer, while a client computer is the one that users sit at and interact with. It communicates
with the server computer.
e. Peer to peer networks (P2P) is a network arranged in which there is no independent server,
thus each computer is a server on its self.

2. Elaborate on the five types of computers and the environment in which they are used.

a. Mainframe Computer -It is high capacity and costly computer. It is largely used by big
organizations where many people can use it simultaneously.
b. Supercomputer -This category of computer is the fastest and also very expensive. A typical
supercomputer can solve up to ten trillion individual calculations per second.
c. Workstation Computer - The computer of this category is a high-end and expensive one. It is
exclusively made for complex work purpose.
d. Personal Computer (PC) - It is a low capacity computer developed for single users.
e. Apple Macintosh (Mac)- It is a sort of personal computer manufactured by Apple company.
f. Laptop computer (notebook)- It is a handy computer that can be easily carried anywhere.

3. List and explain five types of storage mediums.

a. HDDs - A traditional hard drive (HDD) is one of the most common types of media storage
devices. Built with a physical spinning disk inside a metal casing, HDDs offer long-term
reliability and storage for most users.
b. SSDs - Solid-state drives (SSDs) are a modern storage solution that stores digital content on
persistent memory. This gives them faster speeds for storing and retrieving data from
computing devices. SSDs offer better performance over HDDs but are generally less reliable
and slow down as more data is stored.

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c. Flash - Flash storage is a method of data storage that relies on small, programmable memory
modules. This means that there are no moving parts, making them faster than other options.
Flash storage is often used for quickly transferring files, making them a good option for
memory expansion but not for long-term storage.
d. Floppy - Floppy disks are an older standard that allows data to be stored on devices using a
compatible drive. Although they’re cheap, easy to handle, and relatively simple to use, they’re
limited in size and require external equipment to be used with most modern devices.
e. Optical - In optical storage media, a laser encodes data onto a device. This is commonly used
for CDs and DVDs. Optical storage devices are durable and have a low cost. Their simplicity
and portability made them a great option for encoding data before digital files became the
norm. However, they can be easily damaged or scratched, and the devices used to play them
require more complicated technology.

Unit 2

1. Define the following terms:

1. File path

A file path describes the location of a file in a web site's folder structure. File paths are used
when linking to external files, like: Web pages. Images. Style sheets.

2. Disk drive

A disk drive is a device that allows a computer to read from and write data to a disk. The most
common type of disk drive is a hard disk drive (HDD), and the term disk drive and hard disk drive
are typically used interchangeably. Other types include optical drives, storage devices, and
floppy drives. A disk drive is commonly found in PCs, servers, laptops, and storage arrays.

c. Folders

A folder is a storage space, or container, where many files can be placed into groups and
organize the computer. A folder can also contain other folders. For many computer software
applications, there is a current working directory. This is the folder that the application runs in.

2. What is the difference between folder and file

A file is the common storage unit in a computer, and all programs and data are "written" into a file
and "read" from a file. A folder holds one or more files, and a folder can be empty until it is filled.

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A folder can also contain other folders, and there can be many levels of folders within folders.

3. List some file management tips

a. Create folders/subfolders to organize files.

b. Save your work frequently in folders/subfolders (organize by category).
c. Save your files on a backup disk regularly (back up your files).
d. Give files and folders short, but meaningful names.

Unit 3

1. Define mail merge and steps of mail-merge process

Mail merge entails combining mail and letters and pre-addressed envelopes or mailing labels for
mass mailings from a form letter. In other words, it is the automatic addition of names and addresses
from a database to letters and envelopes This feature is usually employed in a word processor.

Steps to perform a mail merge:

a. Prepare data of names and addresses in Excel data sheet for mail merge.
b. Then, in a new blank word document start mail merge.
c. Insert a merge field.
d. Preview and finish the mail merge
e. Save your mail merge.

2. Describe are the different functions of the parts of Microsoft Word

a. Quick Access Toolbar-

b. Title bar-
c. Ribbon-
d. Vertical Scroll Bar-
e. Horizontal Scroll Bar-
f. Zoom Control-
g. View Shortcut-
h. Status Bar
a. Insertion Point-
j. Document Window-?

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Answer:

1.The Quick Access Toolbar, is located above the Ribbon (top-left) and provides access to commonly
used features and commands, such as Save and Undo/Redo. Both the Ribbon and the Quick Access
Toolbar can be customized.

2.A title bar is a small strip that extends across the top of a window. It displays the title of the window
and typically includes the close, minimize, and maximize buttons. In macOS, these buttons are on
the left side of the title bar, while in Windows, they are on the right

3.A ribbon or riband is a thin band of material, typically cloth but also plastic or sometimes metal,
used primarily as decorative binding and tying. Cloth ribbons are made of natural materials such as
silk, cotton, and jute and of synthetic materials, such as polyester, nylon, and polypropylene

4.A scroll bar's orientation determines the direction in which scrolling occurs when the user operates
the scroll bar. A horizontal scroll bar enables the user to scroll the content of a window to the left or
right. A vertical scroll bar enables the user to scroll the content up or down

5.A horizontal scroll bar enables the user to scroll the content of a window to the left or right. A
vertical scroll bar enables the user to scroll the content up or down.

6.The zoom control is a slider that helps you to zoom in and out on the timeline so that you can focus
on areas of particular interest. Because this control zooms in on the center of the timeline view,
center the area of interest before you zoom in.

7.You can click the “Task View” button on the taskbar to open it, or you can use these keyboard
shortcuts: Windows+Tab: This opens the new Task View interface, and it stays open—you can
release the keys.

8.A status bar is a graphical control element which poses an information area typically found at the
window's bottom. It can be divided into sections to group information. Its job is primarily to display
information about the current state of its window, although some status bars have extra functionality

9.An insertion point is the location on the screen where the next character typed will be inserted. This
location may be in a text document, a form field, a Web browser address bar, or anywhere else on
the screen that allows text input. The insertion point is often identified by a flashing cursor

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10.A document window is a section of the screen used to display the contents of a document file on a
GUI (graphical user interface) operating system. Below is an example of a document window in the
Microsoft Word software word processor program. Document, Operating system, Window, Word
processor terms.

How can you restrict editing for someone in word 2016?

To restrict editing, follow the menu as mention below Go to review tab, click on Restrict Editing Pop
up window appears on right side of your document In pop up window, go to “ editing restriction”,
select the drop down for which you want to put restriction for like only comment , track changes, filling
in the form, or read only At end you will be asked to set a password for the document to keep access
limited to you

Unit 4

1. Using A1:A12 as your cell range, write down functions to calculate the following

a) Sum =SUM (A1:A12)

b) Average =AVERAGE (A4:A12)

c) Minimum value =MIN (A4:A12)

d) Maximum value = MAX (A1:A12)

e) Number of blank entries =COUNTBLANK (A1:A12)

2. How many data formats are available in Excel? Name some of them.

Number – Stores data as a number

Currency – Stores data in the form of currency
Date – Data is stored as dates
Percentage – Stores numbers as a percentage
Text Formats – Stores data as string of texts

3. Specify the order of operations used for evaluating formulas in Excel.

The order of operations in Microsoft Excel is same as in standard mathematics. It’s defined

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by the term “PEMDAS” or “BEDMAS”.

Parentheses or Brackets
Exponent
Multiplication
Division
Addition
Subtraction

Unit 5

1. Discuss five ways in which a relational database management system allows you to work with your
data.

A relational database management system (RDBMS) is a database that stores information in the
form of tables called relations. These tables include numerous rows and columns, often called
records and fields. Each record typically contains its own unique ID called a key. An RDBMS may
include millions of rows. The columns often consist of one type of data, such as names and numbers,
that contain attributes of the records. Most modern businesses, IT systems and other programs often
use RDBMSs because they can use the data in relation to other stored datasets.

2. Between different data’s what are the types of relationship can be formed?

The table contains your data can build three types of relationship

One-to-one relationships: A single data in one table is linked with a single data in another table.
One-to-many relationship: A single data in a table is linked to several data’s in another table
Many-to-many relationship: Where several data’s in one table is related to several other data’s
in another table

3. Explain how you can build a relationship between the different databases in Access?

When you establish a relationship between two data, the first table for your data is referred as the
primary key while the new field in another data is called a foreign key.

4. Name some of the file extension for MS Access?

Some of the file extension for MS Access are

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Access database.accdb
Access project.adp
Access project.mdw
Access blank project template.adn
Access workgroup.mdw
Protected access database.accde

Unit 6

1. What is a slide show in a PowerPoint presentation?

When all the slides of a PowerPoint presentation are set in series and then presented to a group of
people, where each slide appears one after the other, is a set pattern, this is known as a PowerPoint
slide show.

2. What all elements can be added to a slide?

The following elements can be added to a PowerPoint slide:

I. Clip Art
II. Graphs
III. Tables
IV. Photographs
V. Charts
VI. Media Clips
VII. Videos

All these elements are mainly used to enhance presentation skills and make the slide more
interactive.

3. What’s the default file extension of PowerPoint files?

Your applicants should know that PowerPoint files carry the .ppt or .pptx extension and that .ppt
stands for “PowerPoint presentation.”

4. Which steps would you use to set up password protection for a presentation?

Your applicants should be able to explain the steps required to set up password protection for a
presentation. To protect a PowerPoint file with a password, you need to:
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a. Navigate to File
b. Select the Passwords option
c. Select “Encrypt this presentation and require a password to open.”
d. Enter the chosen password
e. Enter the password again to verify it
f. Press Set Password

Unit 7

1. Email is a method of sending and receiving mail messages over the Internet. Discuss the
advantages of email.

The advantages of using emails

It's free - once you are online, there is no further expense.

Easy to reference - dent and received messages and attachments can be stored safely, logically and
reliably. It is a lot easier to organize emails than paper.

Easy to use - once you are set up, sending and receiving messages is simple. That goes for a host of
other email functions. Data storage and contacts can be accessed quickly and easily.

Easy to prioritize - incoming messages have subject lines that mean you can delete without opening

Speed - messages can be send under a second. Email is as fastest a form of written
communication.

Global - web based email means you can access your messages anywhere online. You can even
mail yourself a copy of your passport number, travel insurance details or your accommodation
details. Lastly, if emails are used well, it is a superb communication and productivity tool.

2. Provide FIVE (5) guidelines for using email effectively.

Keep your message brief. It's more difficult to read from a computer screen than from a printed
document, so use short paragraphs and bullet points to break up text and highlight key points. Use a
clear title in the 'Subject' line and don't resort to capital letters for emphasis - this will appear bossy.

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Know your audience. Corresponding with customers requires a more formal tone than emailing
colleagues. If in doubt, avoid using over-familiar terms of address, and steer clear of email-speak
and symbols that look like facial expressions - both will make you seem lightweight.

Don't forget to proof-read. Emails with spelling mistakes or lazy grammar make your business look
slapdash, and bad punctuation can make messages difficult to read. Re-reading as if you are the
recipient will help you send a more effective message and avoid misunderstandings.

Avoid sending unnecessary attachments. These tend to annoy recipients and clog up inboxes. If you
have a lot of files to send, compress or 'zip' them. Avoid passing on viruses by making sure you have
up-to-date anti-virus software.

Respond swiftly. After receiving an email, send a brief acknowledgment ahead of a full response.
Avoid flagging your own mail as 'urgent' or requesting 'read' receipts unless absolutely necessary.

Use a clear, concise signature. Record your name, job title, company address, website and
telephone number at the bottom of your emails to look serious and professional. Keep the layout
simple and don't use fancy fonts, colours or graphics - these can be cumbersome and they will make
you and your employees look like you can't be taken seriously.

Consider a disclaimer. Adding a disclaimer to the end of your emails may protect your business from
liability if your employees make defamatory statements in messages.

3. FIVE (5) other methods of electronic communication

Social media

Telephones

Forums

Vedio conferencing

Fax

emails

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Unit 8

1. How computers assist people perform jobs and manage organisations

Computers allow the application of different types of software that can help businesses keep track of
their files, documents, schedules and deadlines. Computers also allow businesses to organize all of
their information in a very accessible manner. The ability to store large amounts of data on a
computer is convenient and inexpensive, and saves space. A computer's ability to allow a company
to organize its files efficiently leads to better time management and productivity. The usefulness of
computers include the following:

Communications: Companies use computers for both internal and external communications via
email, messenger systems, conferencing and word processing.

Research: Businesses can use computers to research industry trends, patents, trademarks, potential
clients and competitors via search engines and proprietary databases.

Media Production: Computers are now used to produce different types of media, including graphics,
video and audio productions.

Data Tracking and Storage: Although paper files containing hard copy documents are still in use,
organizations also store and manage their data using software and the cloud.

Product Development: Developers use computers to create new products and services.

Human resources: Internal HR processes and payroll systems are managed using software and
online services.

2. Discuss the concept of e commerce.

Electronic commerce, known as ecommerce, is the buying and selling of goods or services
electronically on the internet. It can also refer to other online activities, such as auctions, ticketing
and banking. Ecommerce is the online buying and selling of goods and services using computers,
tablets or smartphone. Ecommerce makes up several types of business, including business-to-
business, business-to-consumer, consumer-to-consumer and consumer-to-business.

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Ecommerce is an essential part of many businesses that rely on the sale of physical products or
services online. Here are the main kinds of ecommerce:

Business-to-consumer (B2C): B2C is the most common kind of ecommerce. When shoppers buy
something from an online store, they are involved in business-to-consumer ecommerce.

Business-to-business (B2B): B2B is when businesses sell raw goods or parts through e-commerce
to other companies that will then use those materials to create their own products.

Consumer-to-consumer (C2C): C2C ecommerce is when consumers sell to other consumers. Sites
like eBay and Craigslist are examples of this kind of ecommerce.

Consumer-to-business (C2B): C2B ecommerce is when consumers sell their products or services to
businesses.

Business-to-administration (B2A): B2A ecommerce refers to transactions between businesses and

public administration, which includes areas such as Social Security, employment and legal.

Consumer-to-administration (C2A): C2A ecommerce refers to transactions between consumers and

public administration, where consumers pay for services like taxes and legal document preparation.

3. Based on your expert knowledge of impact is that IT has had a different sector over the years,
discus the positive and negative impact of ICT in education and business.

In today’s interconnected world, information and communication technology (ICT) is widely used by
our nation and it affects our lives everyday. It gives great impact in education for the learners and
teachers. ICT has become a key driver in education way as well as it has been identified by a range
of important wider benefits of ICT on learning. The positive impact of ICT on students’ skills and
teamwork are included.

ICT also help student and teacher with activities that are provided in the websites. That kind of
activities gives ideas to the teachers in their teaching, so that students enjoy the class. Students
learn more independently at the same time. They will take more responsibility for learning process.
As seen from the information above, ICT can benefit both strong and weak students with their special
needs. By the way, they especially improved the performance in students’ English and on writing
skills.

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ICT is a part of a social system integrating meaningful communication within an education system.
We can use it for analyzing the processes, meanings and functions of ICT in education. ICT also
provided the research for us when we have to do the assignments. ICT is also one of the tools that
have easy communication with others in foreign countries. It saves cost and time.

Schools use ICT to make it easy for both students and teachers of their work. Different information
and opinion can be found from the web-sites. In addition, ICT provides wide array of information and
effective lessons. That is also easy for students to do their work by using word processing. It makes
our projects or assignments more neat and tidy. From the education system point of view, “e-” could
mean “enhanced” education rather than “electronic” education. Consequently, ICT has a great impact
on society especially on education.

On the other hand, ICT also has a bad impact on education system. Teacher who always show the
example of the work from the internet and copy the information, will not show a good example for the
students. That may cause the students follow the action of the teacher and start to copy and paste. At
the same time, the information and knowledge which come from the internet are not necessary
correct. We have to more careful when doing research from the web.

Moreover, it will cause the effect on the students. Students may not be interested in the way teachers
teach. They will more focus on the web such as Facebook, MSN, and Twitter. It unknowingly
influences their result in the class. It also changes their behavior to the teachers in school.

Students who generally communicate with friends by the ICT will cause a problem when
communicating face to face. It not only has an impact on character but also their attitude. Somehow,
they will become more rebellious when influenced by the negative material. Today, we can see that
have many teenagers use two or three phones. It will cause them not to pay attention in the lesson
time.

In conclusion, ICT can give both advantages and disadvantages to education. We have to be careful
when using it. Internet, TV, radio and others are the ICT that provide the news and information to us.
We can increase our vision when we have it. But, when we are too focused on these things, we may
suffer health problems by using them. We have to be wise in using the tools of ICT.

4. Elaborate on how ICT has positively impacted the commerce and Healthcare.

Positive Impact of ICT on the Business Sector

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Information and Communication Technology (ICT) has revolutionized the way businesses operate
and has had a significant positive impact on various aspects of the business sector. Here are some
key ways in which ICT has benefited businesses:

1. Improved Communication: ICT tools such as email, instant messaging, and video conferencing
have made communication faster, more efficient, and cost-effective. This has facilitated better
collaboration among employees, teams, and business partners, regardless of their geographical
locations.
2. Enhanced Efficiency and Productivity: ICT has automated many business processes, reducing
manual work and improving efficiency. Tasks such as data entry, inventory management, and
customer relationship management can now be automated, saving time and resources. This
allows businesses to focus on core activities and increase productivity.
3. Access to Global Markets: ICT has enabled businesses to expand their reach beyond local
markets. E-commerce platforms and online marketplaces have made it easier for businesses to
sell their products and services globally, reaching a wider customer base. This has opened up
new opportunities for growth and increased revenue.
4. Data Management and Analysis: ICT tools provide businesses with the ability to collect, store,
and analyze large amounts of data. This data can be used to gain valuable insights into customer
behavior, market trends, and business performance. Data analytics helps businesses make
informed decisions, improve strategies, and identify new opportunities.
5. Improved Customer Service: ICT has transformed customer service by providing various
channels for customers to interact with businesses. Websites, social media, and chatbots enable
businesses to provide 24/7 support and respond to customer queries and complaints promptly.
This enhances customer satisfaction and loyalty.

Positive Impact of ICT on the Healthcare Sector

ICT has also had a significant positive impact on the healthcare sector, transforming the way
healthcare services are delivered and improving patient care. Here are some key ways in which ICT
has benefited the healthcare sector:

1. Electronic Health Records (EHR): ICT has facilitated the transition from paper-based medical
records to electronic health records. EHR systems enable healthcare providers to store, access,
and share patient information securely. This improves the accuracy and efficiency of medical
documentation, reduces errors, and enhances patient safety.
2. Telemedicine and Remote Monitoring: ICT has made it possible for healthcare professionals to
provide remote medical consultations and monitor patients remotely. Telemedicine allows
patients to consult with doctors through video calls, reducing the need for in-person visits.
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Remote monitoring devices enable healthcare providers to track patients' vital signs and health
conditions from a distance, improving access to care and reducing hospital visits.
3. Medical Research and Collaboration: ICT tools have facilitated collaboration among
researchers and healthcare professionals worldwide. Researchers can share data, collaborate
on studies, and access medical literature online. This accelerates medical research, promotes
knowledge sharing, and leads to advancements in healthcare treatments and technologies.
4. Health Information Exchange: ICT enables the secure exchange of health information between
different healthcare providers. This improves care coordination, reduces duplication of tests and
procedures, and ensures that healthcare professionals have access to complete and up-to-date
patient information. It also enhances the continuity of care for patients.
5. Healthcare Management Systems: ICT has automated various administrative and management
tasks in healthcare facilities. Hospital information systems, appointment scheduling software, and
inventory management systems streamline operations, reduce paperwork, and improve overall
efficiency. This allows healthcare providers to focus more on patient care.

In conclusion, ICT has had a profound positive impact on both the business and healthcare sectors.
It has improved communication, efficiency, and productivity in businesses, while also transforming
healthcare delivery, enhancing patient care, and advancing medical research. The continued
development and adoption of ICT will likely bring further advancements and benefits to these sectors
in the future.

Unit 9

1. Elaborate on how social networking has positive impacted the small business in South Africa

With more than 4.5 billion people using the internet worldwide, business organizations have found
digital marketing a potential advertising tool that can help them reach their target audience
effectively.

a. Brand loyalty

Every business strives to reach a state where customers choose their brand over competitors
sheerly out of trust. Brand loyalty is a state where the customers have complete faith in the
brand, and they purchase the product or service without any persuasion. Brand loyalty occurs
when a company forms a fruitful and honest relationship with its consumers.

Social media offers a platform for a company to interact with their customers and form a sacred
bond, making social media marketing an important part of digital marketing. It eliminates the

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middlemen (retailer, wholesaler) between brand and customer, making communication precise
and clear.

b. Easy communication

Initially, brand-customer interaction was limited to a yearly event hosted by the company to
launch their new products. However, with the advent of social media, brand and customer
interaction has become more frequent, easy, and quick. Today, customers can reach out to their
brand through social media platforms like Facebook, Twitter, Instagram, etc. Besides sharing
grievances, customers can provide real-time feedback about a product or service without a
hassle.

c. Difficult to erase the effects of an offensive post

Nothing can be clocked on the internet. For instance, a hurtful tweet or post shared by a brand
on social media cannot be erased from the collective memory of customers because the recall
value of social media users is more than other mediums. As a result, many businesses suffer
losses due to these blundersome activities on social media.

d. Increased customer power

In social media marketing, the customer has more power over the brands. Customers have a
voice that resonates with the masses. Social media gives customers the ability to publicly share
their views about a product without the fear of trial. It takes away the power of influence from
businesses and empowers customers. So, while promoting their product or services online,
brands need to be more conscious.

e. Attract a bigger audience

Social media is a platform that everyone across the globe uses. Social media marketing enables
you to attract customers from different parts of the world, helping your business expand globally
with less set-up cost, proving to be a cost-effective digital marketing technique. Moreover, the
platform transcends boundaries and connects you to your customers.

f. Competition

Social media marketing is a competitive industry that pushes everyone to do their best. It also
encourages brands to work effectively and productively to attract maximum customer attention.

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g. Creates word of mouth

Social media helps in spreading the word about a business quickly and effectively. Qualtrics (a
business firm), in research, revealed that 72% of people read online reviews before purchasing a
product or service. So, businesses can leverage word of mouth to increase their sales and form
a special bond with new customers.

h. Reducing marketing and promotional costs

Social media marketing applies the concept of targeted marketing and advertising; therefore, it
creates maximum brand awareness among the target audience at less cost. It also reduces
operating costs and increases the profit margin of the businesses.

2. Discuss the positive impact of social networking in education.

One of the most significant advantages of social media in education is its ability to provide
access to vast amounts of information. Through social media platforms such as YouTube and
Twitter, students can access a wealth of educational resources, including online courses,
tutorials, and research papers. Social media has made it easier for students to learn on their
own, without relying on traditional classroom instruction.

In addition, social media has made it easier for students to collaborate and share information
with their peers. Social media platforms such as Facebook and LinkedIn provide a platform for
students to connect with other students from different parts of the world, share ideas, and
collaborate on projects. This has created a global learning community that transcends
geographical boundaries.

3. Elaborate on how social networking has positively impacted the commerce and business.

The rise of social media has had a significant impact on e-commerce.

1. Increased Reach and Visibility

2. Improved Customer Engagement

3. Increased Sales

4. Improved Customer Experience

5. Data and Analytics

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