ISF21 Lab Manual PDF

Practical 1: Introduction to Microsoft Windows
In this practical, you will familiarize yourself with the components of a microcomputer (also known as a computer, PC or desktop) that is available in all USP computer labs. Some of you may have a notebook or laptop computer. You will also learn how to use a mouse and to launch or start Microsoft Windows.
Learning Objectives:
By the end of this practical, you should be able to: Familiarize yourself with the Components of a Microcomputer Start Microsoft Windows Identify Input Components Identify the Desktop Identify the Storage Device Open and Exit a Program Launch a Program Resize the Windows
Familiarizing Yourself with the Components of a Microcomputer

Look at the computer in front of you and try to locate each component. Familiarize yourself with the names given. The computer in front of you should have a setup similar to the Figure IN1-1 below.
Terms to Learn
Screen Keyboard Hard disk drive System Unit A Mouse Drive A: USB Flash Drive Printer
Action/Meaning
Where your work is being displayed on the computer. An input device that contain letters, numbers and punctuations. Drive C (storage device). This is where the processing and calculations are done. An input device that has buttons. The 3 floppy A (storage device). Removable data storage device that is connected the USB (Universal Serial Bus) port. An output device that displays what you have on your screen on a piece of paper (hard copy).
Table T1-1: Terms to Learn
System Unit
Figure IN1-1: Components of Microcomputers
In this practical, you will be required to use a USB flash drive to save your lab work. You can also save your work to a network drive such as your personal share (identified with ID number), often designated as the Z drive (your tutor will demonstrate this part to you).
Microsoft Office (which includes Microsoft Word, Excel, PowerPoint and Access applications) can
be found on the hard disk drive, often known as the Local Disk and designated as the C Drive. CD/DVD drive is often called the D Drive.
Starting Microsoft Windows

To start your computer, see Figure IN1-1 and press the Power button if the computer is not already turned on. Power button is often found in the front of the system unit. Usually the computer is already turned on in your lab.
Terms to Learn
Icons User name Password Desktop
Action/Meaning
The graphical objects that are placed on your desktop. A unique name with no space (ID-Number). A unique string of characters and numbers known to the user as identification to log on to computers or internet. The area that appears on your screen where no application is open.
Table T1-2: Log-in Terms to Learn
Computing Essentials 2010, T. J. OLeary/L. I. OLeary, Chapter 1, page 12, Figure 1 -10
To log on to your computer, you need to type in your user name (ID-Number) and password (given to you by ITS or by your campus IT staff) and then press the ENTER key. Note that you will see the Windows desktop on your screen. The Windows desktop displays icons similar to the Figure IN1-2 below. However your screen might have more icons than what is shown here. Your desktop displays icons and menus that help you run programs and access a file system.
Desktop
Icons
Task Bar Start Button
Figure IN1-2: Windows Desktop Screen
There are two commonly used input devices that come with many computers, the mouse and the keyboard, which you will use extensively in your labs. These two input devices provide a means of communicating with the computer system for input of data. Terms to Learn
Mouse Left button Right button Mouse cable Mouse pad Click Double-Click Arrow Hand I-beam Dragging
Action/Meaning A pointing device. Activates an object. Provide short cuts to the menus. Plugs into a mouse port. A mat of rectangular shape, which helps you place the mouse to control its movement. Click the left/right mouse button once. Click the left mouse button twice (fast click-click). Pointer changes to an arrow. Pointer points to a link. When the pointer is over text which can be edited or selected or an area where you enter text. Drag or move an object/text to another location.
A Mouse
A mouse is a pointing device that you can use to help select menus and control objects of your choice on the computer screen. A typical mouse that you will be using in your lab has two buttons as shown in the Figure IN1-3 below. Most are connected through a cable to the computer or can be wireless. Normally, you will use the left button; the right button is also used to display the short cut to menus and options.
Right button
Scroll button
Left button
Figure IN1-3: A mouse . Some mouse may require a mouse pad for proper control.
http://kb.parallels.com/Attachments/5487/Images/Wheel_mouse.JPG
Figure IN1-4: Moving a mouse on a mouse pad .
Do the following steps: 1. Hold the mouse and move it around the mouse pad or a smooth area. Note the pointer moves to the direction of the mouse. For example, as you move the mouse to the right the mouse pointer moves to the right as well. 2. Move the mouse to position the pointer over the My computer icon 3. Click the left mouse button once. Note that the My Computer icon is highlighted. The pointer (also known as the mouse pointer) changes its shape to indicate the types of objects or areas that it is pointed at or where it is positioned on the screen. For example, when pointing at a th hyperlink (or simply a link), pointer changes to a hand shape (See 5 pointer shape in the table T14, next page, as well as Figure IN1-4).
Pointer Shapes Action/Meaning

I-beam, enter text or formula. Cell selector (in Microsoft Excel). Select menus, commands, scroll bars. Wait or busy performing a task. Provide a link to another location. Fill handle or extend the selection (in Microsoft Excel).
Table T1-4: Pointer Shapes
http://windows.microsoft.com/en-GB/windows-vista/Using-your-mouse
This section displays the size, file type, and other information
Figure IN1-5: Type of mouse pointer in My Computer
4. Point to My computer again. Note that as you place the mouse pointer on the My Computer icon, it has an arrow shape. 5. Double-click the left button. Note that the My Computer icon opens. 6. Move your mouse and point to Details or any light blue words on the left hand side of My Computer. Note the pointer changes to a hand, which links you to another place if you click it. 7. Move your mouse pointer to the local disk (C): Note the changes in the mouse pointer, see the Figure IN1-4 above. 8. Move your mouse and click inside the Address box. Note that the mouse pointer changes to an I-beam pointer. 9. Click on the Close button to return back to the desktop.
You can also drag an object using the mouse and place it in another location on the screen. This is known as drag and drop. 10. Place the mouse pointer on the My Computer icon on the desktop. 11. Press the left button, hold and drag it to the far end right of your screen (anywhere on the right) then release the left button. Note that you have just moved the My Computer icon to another location. 12. Practice again by repeating the same step (No. 10-11) but this time move the My Computer icon back to where it was before.
Note a Recycle Bin icon is also on your desktop. The Recycle Bin collects almost all deleted items. Use the mouse to double click the icon and examine its window, Window, which is very similar to the other windows.
Figure IN1-6: Recycle Bin Window
The Keyboard
This is the most widely used input device. Try to locate the names associated with the keyboard keys as shown in the Figure IN1-6 below on your keyboard. Terms to Learn
Esc key Function keys Typing keypad Backspace key Tab key Caps Lock key Shift key Ctrl+Home Ctrl (Control) key Alt key Space bar Del key Arrow keys Numeric keypad keys Editing keypad keys Enter key
Action/Meaning To cancel an action. Performs functions for different programs. Contains keys that can issue commands. Moves one space to the left or erase a character to the left. Move among Items. Provides a capital letter (Caps lock is on). Provides a capital letter. Press the Ctrl key at same time as the Home key (moves to the beginning of the document). Accompanies another key to issue a command (Ctrl+End), moves to the end of the document. Provides short cut key to menus (Alt+F). Provides a space. Deletes a character. Moves between characters. Contains keys that have numbers. Contain keys that can edit a document. To go to a new line or signal the end of the work.
Figure IN1-6 below shows a typical keyboard similar to the ones you have in the lab. Familiarize yourself with the keys and its functions as given in Table T1-5 (previous page). You will practice using these keys in Practical 2.
Figure IN1-7: A typical keyboard
Keys on a keyboard can be grouped together based on their use. Figure IN1-7 shows such a typical grouping.
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5
Figure IN1-8: Arrangement of keys in a typical keyboard
KEY 1. 2. 3. 4. 5. 6.
4 5
Control Keys Function Keys Typing Area Navigation Keys Numeric Keypad Indicator Lights
http://www.oiepoie.nl/windows/windows-keyboard/ http://www.oiepoie.nl/windows/windows-keyboard/
Storage Device
A Storage device is a device which is capable of storing data. There are two basic types of storage, primary storage and secondary storage. Primary storage contains data that are currently being used which is stored in the computers main memory (also known as RAM random access memory) whereas secondary storage stores information in a storage medium such a hard disk, CD/DVD or Flash memory card.
Processing
Processing is the process of converting raw data into a meaningful form known as information. Processing is performed by the central processing unit (inside the system unit). Data are often entered using input devices such as the keyboard or can be read from secondary storage into your computers memory. The CPU will then process this data according to the instructions (software) provided.
Output Components
Information (processed data) and instructions are often displayed on display devices usually on the screen of your computer monitor where you can manipulate according to your choice. When you
are satisfied then you can send it to the printer to print out a hardcopy.
Starting a Program
Now you are ready to launch some Windows programs or applications such as Notepad and Microsoft Paint. Do the following steps: 1. Click the Start button from the bottom left hand corner of your screen. 2. Point to All Programs. 3. Point to Accessories. 4. Click Notepad. 5. Repeat steps 1 - 3 and then click Paint to open the Paint Window. There should now be two windows on the desktop. Both window can be re-arranged and resized as desired. Examine and practice the ways to arrange these windows.
To Tile Windows
Do the following steps: 1. Right click the mouse on a blank spot, on the task bar, a short cut menu will appear as shown in Figure IN1-9.
Figure IN1-9: Task bar short cut menu
2. Click Tile Windows Vertically in the short cut menu. Note that the Windows appear next to each other as shown below in Figure IN1-10 (next page).
Figure IN1-10: Tile Windows Vertically (Paint and Notepad)
To Cascade Windows
Do the following steps: 1. Place the mouse pointer on the task bar. 2. Right click on a blank space. 3. Click Cascade Windows in the short cut menu (see Figure IN1-9). Cascade Windows appears in an overlapping manner.
Switching between the two Windows

Do the following steps: 1. Click Notepad from the task bar to activate its window 2. Similarly click Paint window on the task bar
Resizing the Windows

You can use the mouse to resize the window. Terms to Learn
Maximize Minimize Restore Task bar Close
Action/Meaning To enlarge or increase size. Place the window on the task bar. Return window to its previous size. Returns the minimized window. To close a window.
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Do the following steps: 1. Point to the edge of the Notepad Window as shown in Figure IN1-11 below.
Figure IN1-11: Resizing Notepad Window
2. Click and drag (press and hold down the left button) to your desired size then release. Use the resizing buttons to examine the changes in the sizes of the windows 3. Click the Minimize button 4. Click Notepad on the task bar to return to the previous window. 5. Click the Restore button 6. Click the Maximize button 7. Click the Close button to exit Notepad.
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Using the Help Program

Windows provides the help program to assist you with your work if you need help. To open Windows Help and Support Center, click on the Start button on the taskbar and then click the Help and Support button on the Start Menu.
Figure IN1-12: Windows XP Start Menu
The Help and Support Center appears as shown in Figure IN1-13 below.
Click inside and type a keyword or phrase that reflects what you need help in.
Figure IN1-13: Help and Support Center Window
If you cannot find the Help and Support menu, skip to the next step. (For security reasons, this feature may have been disabled in some of USP computer labs).
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Practical 2: Managing Files with My Computer

In this practical, you will learn how to manage files using the My Computer icon, create, save, and close a file using the Notepad program and practice typing skills using the keyboard keys.
By the end of this practical you will be able to: Create a File in the Notepad Program Practice with the Keyboard keys Save a File View a File Close the My Computer Window Create a New Folder Copy a File Rename a File Delete a File
Creating a File
You can easily create a file in Notepad. Notepad is a simple word processor that can be used to create and edit text files similar to Microsoft Word. In this practical you will create a file using notepad.
Terms to Learn
Folder File Save As Save
Action/Meaning
A named storage area on a computer containing files and other folders. A unit of information stored on a computer. To store a file on a disk under a new name using the Save As command. When a file is being edited, the changes are stored in temporary memory (RAM) and will be lost if there is a power failure. Therefore the file must be saved onto a disk or storage medium under the name used in the Save As command.
Do the following steps: 1. Click Start, go to All Programs, Accessories and then click Notepad. 2. Type, Practice uses the keyboard keys in the Notepad window. 3. Select an appropriate storage device. 4. Click File on the menu bar. 5. Click Save As. 6. Type Practical 2 in the file name box. 7. Click the Save button.
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Practice with the keyboard keys

You will practice how to use the keyboard keys in this lab. Remember you can always refer back to Practical 1 Table T5, to see the action/meaning of the function keys.
Typing Area
Numeric Keypad
Figure IN2-1: Typing Area & Numeric Keypad of a Keyboard
Do the following steps:

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Press the Tab key once. Press the Caps Lock key (note that the Caps Lock light is on). Press the letter W (Capital letter). Press the Caps Lock key again to turn it off (the next letter will be in lower case). Press the letter H. Press the letter E. Press the letter N. Press the Spacebar key (to give space between words). Now you have typed your word When. Continue typing the rest of the sentence below continuously using the typing area keys (Refer to practical 1 on the keyboard).
When examining the efficiency of information systems consideration must be given to database methods.
Paragraph IN2-1: First paragraph
11. Press the Enter key 12. Press the Shift key and the letter T at the same time. (Note the T is in capital letters). You can either use the Shift key or Caps Lock to provide a capital letter. Remember the Spacebar key for spaces between words. 13. You may now continue typing the rest of the paragraph below.
The methods are based on a variety of architecture and data models. The problems encountered at the design stage with logical and conceptual databases and implementing them on available packages are examined and some solutions suggested. Some challenging issues, such as the design and implementation of distributed database systems, security, and integrity are also studied.
Paragraph IN2-2: Second paragraph
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Some keys can be used to type two characters such as the key with the numeral or character, 8, and the asterisk symbol, *. To type the upper character or the asterisk *, you must press the SHIFT key together with the appropriate key. To type the asterisk symbol as part of your document, type
SHIFT+*.
14. 15. 16. 17. 18. 19. 20.
Press the Enter key to move down by one line. Press the Shift key together with * at the same time (note the * has been typed in). Press the Spacebar once. Type 80 (Use the Numeric keypad on the right side of the keyboard). Press the Shift key together with the % key. Press Spacebar. Now continue typing the rest of the paragraph below from the word of.
* 80% of the designing and implementation of distributed
database systems should focus more on the security. Today the biggest challenge that is faced by industries lies in the security system.
Paragraph IN2-3: Third paragraph
21. Press the Backspace key 7 times. Notice that the word system will be erased. 22. Click Edit on the menu bar or CTRL+Z to undo the deletion of the word system. 23. Use the arrow keys or the mouse to place the insertion point on the right side of the word industries. 24. Press Spacebar once. 25. Type and the world and press Spacebar once. 26. Click File on the menu bar. 27. Click Save. 28. Click Close. Now that you have just saved a file, continue the rest of the exercises.
Viewing a File
There are several ways in which you can view your files, whether it by icons, details, or lists. Do the following steps:
1. Click View and then Icons from the menu bar 2. Repeat number 1 using List from the view menu 3. Repeat the same step to view Details from the view menu.
Figure IN2-2: Details View
The details view shows a small icon, name, size, type, date and time for each file. Examine the views and note the differences. Thumbnails view display images in smaller images.
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Creating a Folder
Files can be stored inside a folder. Its like a folder stored inside a filing cabinet, which keeps documents that are related or belong to a particular topic. For example, your entire practical in this course can be put into one folder called ISF21. The purpose of creating a folder is to organize your files in a manner where it is easy to locate. Folders can be created on any of the drives. However, you will create a folder in your personal share. There are various ways in which you can create a folder. However one way is given next. Follow the next step to create a folder on your flash drive or your personal share. Do the following steps:
A B
Figure IN2-3: My Computer
Do the following steps: 1. From within my computer, double-click on your personal share or your flash drive to open. 2. Now click on File (A) from the menu bar, point to new (B) and then click Folder (C). Follow the arrows in the Figure IN2-3. 3. By default, a folder will be created with the default name New Folder highlighted, see Figure IN2-4 below. With name being highlighted, this will allow you to type in a proper name for your folder, however at this stage we accept New Folder as the name of your folder for now.
Figure IN2-4: New Folder
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Renaming a folder
Renaming a folder can also apply in the same way to renaming a file. Always give a file or a folder a meaningful name that you can easily remember and locate as well as to reflect the content. Do the following steps: 1. Click on the new folder named New Folder to have it selected or highlighted as in figure IN2-5 below. 2. On the left-hand side pane, click on Rename this folder icon. This will selected the text New Folder as in figure IN2-4. 3. Type ISF21. This will overwrite the existing text. 4. Press the Enter key to confirm the new name given.
Figure IN2-5: A New Folder
Well done! You have just created a folder. It is also possible to create folders inside a folder to organize files. If you double click your ISF21 folder it will display the contents, which is empty at the moment. Now follow the next steps to copy a file to your ISF21 folder.
Copying a File
The My Computer window allows you to manipulate files such as renaming, cutting, copying and pasting. A file can be copied to another location for safekeeping. By convention, a file cannot have the same name as another file in the same location or folder. You will need to give each file a unique name (different name). You will discover in this practical that there are several ways of copying a file. You will use the file name Practical 2 which you have saved to copy to another location. Do the following steps: 1. Click on the file name Practical 2 in whatever drive you saved the file to highlight it, as shown in Figure IN2-6.
Figure IN2-6: Details View
2. Click Edit on the menu bar and then click Copy 3. Click Edit on the menu bar and then click Paste.
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Now you have an extra copy of the file Practical 2 on your diskette. You can try to copy the Copy of Practical 2 file into the folder ISF21 by using another method to copy a file. Do the Following Steps: 1. Click the Copy of Practical 2 to highlight it. 2. Press the left mouse button down and drag it over the ISF21 folder and release the mouse. 3. Double-click the ISF21 folder to open it. The file Copy of Practical 2 should be inside the folder. Since you were doing a drag and drop, you did not copy the file; instead you have just moved the file and placed it inside the folder (moved to a new location). Remember that when you delete a folder, all the files that are inside the folder will be deleted as well. Try and delete the file Practical 2 from your flash drive, not the file inside the ISF21 folder. Do the following steps: 1. Click Practical 2 to highlight it. See Figure IN2-6. 2. Click right mouse button (short cut menu) and then click Delete. 3. Click Yes. 4. Click the Save button 5. Click the Close button to save your work. to exit your work.
Now you have just deleted the file Practical 2 from your disk. Remember that you still have a copy inside your ISF21 folder.
Useful Links:Try doing some online typing using the following links: 1. Senselang Touch Typing Tutor http://www.sense-lang.org/typing/tutor/index.php?lang=EN 2. Once you have finished Lessons 1-15, try the typing test available via this link:http://www.sense-lang.org/typing/Test/index.php?lang=EN
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Practical 3: Introduction to Microsoft Word

Microsoft Word is a simple and efficient word processor or word processing software or application from Microsoft which can be used to create professional looking documents such as letters, flyers, resumes, brochures, research papers to name a few.
Microsoft Word has gone through many revisions since it was first introduced in 1983. The latest version is the 2010 version distributed mainly as part of the Microsoft Office 2010 suite. However, in this practical, you will learn the basics of Microsoft Word 2007, the version that is widely used today around the world and at USP campuses. However the concepts discussed or learnt in this practical can be applied on other versions of Microsoft Word as well.
By the end of this practical, you should be able to: Launch the Microsoft Word application Identify the parts of the Word Window on the screen Examine the Working Screen Use OnScreen Help with Office Assistant Practice how to work with the Word Window Enter Texts Open, Save and Exit a Word Document Use Arrow keys, Overwrites and Spell-check
Launching or Starting the Microsoft Word Application

Before you can launch Microsoft Word, there are two main things that you have to learn. Terms to Learn
Click on Double Click
Action/Meaning Press the left or right mouse once to perform a task. Press the left mouse twice.
During the lessons that follow, you will be asked to "click on" items. When asked: 1. Point to the item. 2. Press the left mouse button. If you are asked to double-click on an item: 3. Point to the item. 4. Quickly press the left mouse button twice. Do the following steps: 1. On your desktop locate and double click the Microsoft Word icon. 2. If not then click the Start button from the task bar, go to All Programs. 3. Follow each submenu from All Programs, Microsoft Office, and then click on Microsoft Office Word 2007. This will start Word 2007 and displays a new blank document. 4. Figure W3-1 shows a typical view of the Word 2007 Window. The look is totally different from earlier versions of Word. Try and identify each term on your screen so that you will become familiar with the names given in Figure W3-1.
title bar
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insertion point title of blank document Maximize button changed to Restore button because window is maximized Close button
end of file marker
Scroll Bar
Scroll Arrow Draft View
Status bar
Figure W3-1: Microsoft Office Word 2007 Window
The major change for Word 2007 over the earlier versions is the new look and the introduction of the Ribbon instead of the traditional Menu bar followed by toolbars such as the Formatting and Standard toolbars. Just below the title bar is the Ribbon which displays 7 top-level taps: Home, Insert, Page Layout, References, Mailings, Review, and View. The Home tab, called the primary tab, contains the more frequently used commands. Each tab is divided into groups that display related commands together. A command is a button, a box to enter information, or a menu. Home tab has 5 groups: Clipboard, Font, Paragraph, Styles, and Editing.
Home tab
top level tabs
Ribbon
groups
Figure W3-2: Microsoft Office Word 2007 Ribbon with Home tab as the active tab
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Below is a minimized Ribbon with only the top-level taps.
Figure W3-3: Microsoft Office Word 2007 minimized Ribbon
Other tabs and their respective groups will be introduced when they are required later. Do the following steps: 1. Explore the Ribbon by clicking on each tab one-by-one; study each tab carefully, taking note of the different groups available in each as well as the related commands in each group. Placing the pointer on a command such as a button, an Enhanced Screen Tip (on-screen note) appears on the screen; provides name of the command, any available keyboard shortcut(s), and a description of the command. 2. You can minimize the ribbon by doing one of the following: a. Right-click on ribbon and select Minimize the Ribbon on the shortcut menu. b. Double-click the active tab. c. Press CTRL+F1. 3. You can maximize the ribbon by repeating one the above. Study table T3-2 below and carefully note its terms and features. Terms to Learn
Title bar Ribbon Vertical and horizontal scroll bars Resizing button Close button Blank document View tab Insertion point Status bar
Action/Meaning Displays the document title. Is the control center providing easy, central access to the tasks you perform while creating a document. Helps you to view different parts of your document. Minimize button, Maximize button, Restore button. Use this button to close or exit a program. A new document ready for you to type some text. Provides different views and layout for your document. Small vertical line (also known as the cursor) which indicates the position of the next character you type. Displays various documents settings and details.
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View Tab
Figure W3-4: Part of the Microsoft Office Word 2007 View Tap with 3 groups
Document Views
Word 2007 comes with 5 documents views: Print layout (default), Full Screen Reading, Web Layout, Outline, and Draft. These document views can be accessible through the View tab (see figure W3-4 above) or at the bottom right hand corner of Word 2007 status bar.
Print Layout Draft
Full Screen Reading
Web Layout
Outline
Figure W3-5: Microsoft Office Word 2007 Document Views
The Ruler Bar

The horizontal ruler bar displays the documents current margins, tabs and indents. If the ruler is not displayed, go to the View tab and checked the Ruler check box under the Show/Hide group.
Left margin
First line indent
Tab Left indent
Hanging indent Default tab stops
Right margin
Figure W3-6: Ruler bar
Right indent
By default the ruler is not displayed when you start a new blank word document.
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Do the following steps: 1. Click the View tab. 2. Click the checkbox next to Ruler. You can set the margin using the mouse. You can indent text from left or right by moving the first line indent or hanging indent. The Tab is set for every half-inch. If you press the Tab button on your keyboard, it will move to the next tab position.
How to use the Ribbon and the Shortcut Commands

If you prefer using the keyboard alone, without using the mouse, Word 2007 makes this very easy; by simply press the ALT key once. This will display a Key Tip badge, or keyboard code icon, for certain commands. Additional key tips will be displayed once you make a selection. For example, to insert a new blank page, press ALT key, then press the N key, and then press NP keys.
Key Tip badges appear when you press ALT key on the keyboard
Figure W3-7: Key Tip badges
To remove the Key Tip badges, press the ALT key or ESC key until all Key Tip badges disappear, or click the mouse anywhere in the Word window.
On-Screen Help
On-Screen Help offers easy access to information when you needed. To access the on-screen help follow the instructions below. On-screen Help can provide offline as well as online help information if you have an Internet connection. Do the following steps: 1. Click Help button (top right corner, underneath the close button) or press F1 key. 2. Type save and press the Enter key. A list of options will be displayed for you to select from. 3. Click the help screen Close button to close and exit.
Figure W3-8: Word 2007 Help Viewer
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Practice with Word for Window

To start a new document in the current Word window, click on the Office button and then click Close. The Word window will still be opened. Note if you click the Word window close button, top right hand corner, it will completely close the current document as well as exiting Word. In both cases, a dialog box appears with the message Do you want to save the changes to document 1? Click No not to save. Now you can simply start a new document by following the instructions below. Do the following steps: 1. Click on the Office button. 2. On the pull-down window (or menu), click New. (see Figure below)
3. The New Document dialog box will appear. 4. Click Blank and Recent under Templates, click on Blank document, and the click on the Create button.
Figure W3-9: Word 2007 Office Button Menu
Figure W3-10: New Document Dialog Box
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A new blank document, named Document 2 is now ready for you to use. By default, all new documents will be displayed in Print Layout View. You can change the view as explained on page 11 but for now, we will use Print Layout view. The key combination, CTRL + N will also open a new document on a new Word window.
Navigating through documents

Use Figure W3-1 to locate the scroll bar and practice using the mouse. Terms to Learn
Click-hold Scrolling using the Scroll arrows or Scroll boxes
Actions/Meaning Clicking the left mouse button and dragging it up and down. Navigate the document up and down (vertical scrolling) or side to side (horizontal scrolling). Clicking the scroll arrow will move the document by one line. Clicking the left mouse button and dragging the scroll box (vertically or horizontally) will move the document until you release the mouse.
Do the following steps: 1. Click the scroll down arrow on the scroll bar (vertical scroll bar) until it reaches the bottom of the document and then release the mouse. 2. Click and hold the scroll box and drag it up (vertical scroll bar) until it reaches to the top of the document and release the mouse.
Entering Text
Use the same blank document to begin your work. If you have not opened a blank document, then you need to follow the instructions given below.
Type Text
When you type in text, you do not need to press the Enter key to start a new line. Microsoft Word automatically wraps at the end of the line. This is called word wrap, therefore do not press the enter key. To capitalize, hold down the Shift key while typing the letter. Use the Backspace or Delete key to delete text. To insert text, make sure that Overtype mode is off on the status bar. This will be discussed in details later on. Once you complete entering the text, then you are ready to save the document.
Terms to Learn Caps Lock key Shift key Enter key Tab Cursor Spacebar Action/Meaning
Pressing caps lock will capitalize the letter until you press it again. Pressing the shift key while pressing a letter, capitalize it. Pressing enter takes you to the next line and creates a space. Pressing the tab key moves to the next tab stop. Vertical line (flashing). Pressing the spacebar adds spaces between words or sentences.
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Placing the Cursor or Insertion Point

During the lessons, you will often be asked to place the cursor at a specific location on the screen. You place the cursor by pointing to the location specified and pressing the left mouse button or by using the arrow keys to move to the specified location. Do the following steps: 1. Note at the white text area is a small vertical line and it is flashing. This is your cursor or insertion point. It shows where the next character will appear when you type. 2. Press the Tab button once. 3. Press the Shift key and type the first letter of your first name. 4. Release the shift key and continue typing to complete your name. 5. Press the Spacebar once. 6. Press the Shift key and type the first letter of your last name. 7. Release the Shift key and type the rest of your last name. 8. Press the Enter key once. 9. Press the Tab button once. 10. Press the Caps Lock key and type ISF21 COMPUTER LITERACY. 11. Press Enter. 12. On your menu bar, click Insert Tab, and click Date & Time command of the Text group. Choose the format such as name of the day, month and year e.g. (Tuesday 17 March, 2010) from the Date and Time dialog box. Leave the Update automatically check box unchecked. 13. Press the Enter key once to leave spaces. 14. Press the Tab button on your keyboard and start typing the first paragraph in Paragraph P3-1 below, ignore misspelled words and continue typing as it appears below. 15. Press the Enter key once, then press the tab button and start typing the second paragraph. 16. Repeat steps 11-13 then type the third paragraph.
Remember to ignore grammatical errors (green wavy underline) and misspelled words (red wavy underline); or any other colored underline that may appear while typing, you will use the Spelling and Grammar tool later to correct some of these errors.
This is my first prcctice on how to use a computer. First of all, I started practicing usng a mouse and a keyboard then I taught thee basics of thee Microsoft word such a openn a word document and familiarize with thee features of word document. Learning and practicing thee first few lessons helps me a lot to know more about word application with few techniques of how a computer works. can be very chalenging at times and tedious. I am am very slow in typing but with a few more typing on thee keyboard will help me improve my speed which makes practice becomes perfect I pretty confident that at thee end of these tutorials, I will be able to write a professional word document such as my CV to prepare me for future job applications. Paragraph P3-1: Paragraph to be typed
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Check this side for explanation of different underlines used in Word: http://office.microsoft.com/en-us/wordhelp/what-do-the-underlines-in-my-document-mean-HP005270413.aspx
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Saving the Document Terms to Learn

Save As Dialog box File Name Save
Action/Meaning
Save the current document for the first time with a new name A file has been given a new name. Press the save button to save the file in a disk or a storage medium. Closes the document.
Close
Follow the next instructions to save your file into your flash drive. You may save to an alternative storage if you do not have a flash drive. Do the following steps: 1. Click Office button, then click Save As, and then Word Document to open the Save As dialog box.
1 3
Figure W3-11: Word 2007 Save As
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ISF21 folder.
Network drive on which I created the ISF21 folder. Yours will be similar.
File name.
Figure W3-12: Save As Dialog box
2. Click Save In (down arrow), and select an appropriate storage device or the name of the drive that you used to save your ISF21 folder (the folder that you have created in Practical 2). 3. Double-click the ISF21 folder to open or create a new folder if there is no such folder exists. 4. In the File name box, type Practical 3. Note the actual file name is Practical 3.docx and this is displayed on the title bar. .docx is known as a file extension which describes the format or type of application used to create a file, in this case it is Microsoft Word 2007. Word 2007 automatically adds this file extension and as a user you do not have to type this file extension. It is possible to save your file in other formats or file types. Click on the Save as type drop-down arrow to check the different possible formats you can save you document in which includes PDF format and a Web page format. 5. Without changing the file type, click the Save button to save Practical 3 as a Word document. 6. Click on the Office button, and then click Close to close Practical 3. 7. Next time you save your document, the Save As dialog box will not appear. You can click on the save button to save the recent information. If you want to save your document with a different name, choose Save As from the Office menu to bring up the Save As dialog box and type in a new name in the File name area, then click save to save the document.
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Insert Text
To insert text, you must be in the Insert mode. To check and see whether you are in the Insert mode. On the Status bar at the bottom of the Word window, right-click on an empty space, to display the Customize Status Bar (as in the figure W3-12, page 10). A lot more information is provided here compared to the traditional status bar. Note that only the Page Number, Word Count and Spelling and Grammar Check currently appear on the status bar as on Figure W3-13 below. These are checked on the Customize Status Bar plus others.
Figure W3-13: Customize Status Bar
The current mode is Insert mode as shown above. To display Insert/Overtype button on the status bar, click on the left of Overtype to have it checked. Simply click on Insert/Overtype button to change mode from Insert to Overtype when required. See Figures W3-14 and W3-15 below.
Figure W3-14: Insert Mode
Figure W3-15: Overtype Mode
Terms to Learn
Overtype mode Insert mode
Action/Meaning Move the insertion point to the direction of the arrow by one character at a time anywhere in your document. Insert a character in between characters or words.
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Do the following steps: 1. Make sure you are in Insert Mode, as in figure W3-14 (page 11), go to paragraph one, line three, move your cursor, and place it on the right of the letter a after such. 2. Type letter s to complete the word as and press the spacebar once. 3. Click the save button to save these changes to your file or document, Practical 3.
Overtype Mode
You can overwrite the current text with new text. To perform this task, you must change to the overtype mode. Do the following steps: 1. Click on Insert/Overtype button to change from Insert to Overtype mode (see Figure W315). 2. Click beside the word prcctice in line 1 paragraph 1, move the insertion point to the first letter c, type letter a. 3. Click on Insert/Overtype button to change from Overtype to Insert mode again. 4. Click the Save button to save the recent changes made.
Delete Text
To delete text, use the delete key on the keyboard or use the backspace key. Do the following steps: 1. In paragraph 1, line 3; click on the word openn, placing the insertion point after the word. 2. Press the backspace once key to delete the second letter n. 3. In paragraphs 2, line 2; click the mouse on the second word typing part of few more typing. 4. Double-click typing to be selected or click and hold down the left button in front of the word typing and drag it to highlight the whole word. 5. Press the Delete key to delete the word typing. 6. Type practice. 7. Click Save button to save your work. 8. Click the Office button, then click Exit Word button to close the word application or simply click Word window Close button .
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Practical 4: Working With Text

In this practical, you will learn how to open an existing file, which you have saved in your previous lab. You will also learn of few editing tools you can use to enhance the look of your document in order to make it look more presentable.
By the end of this practical, you should be able to: Open an existing document Undo and Redo Changes Cut and Paste Text Copy and Paste Text Find and Replace Words Check Spelling and Grammar Use the Thesaurus
Opening an existing document

To open an existing document, retrieve a file that has been stored on your flash drive or on any other storage medium such as your personal share. Do the following steps: 1. Click Office button, then click on button from the pull-down or dropdown menu. The Open dialog box displays a list of storage drives and directories. Click on the drop-down arrow next to the Look in: box and look for the storage drive on which you created the ISF21 folder. Select the drive and double-click on the ISF21 folder to open. Double-click Practical 3 to open, or click the file name Practical 3 to select it and then click the Open button. An alternative
2.
3. 4.
5. OR
1. Click Office button to display dropdown menu. 2. On Recent Documents double-click Practical 3.docx to open file.
Figure W4-1: To open a document
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Do the following steps: Follow the steps on pages 9 and 10 of Practical 3 to save the file named Practical 3 with a new name: Practical 4 in the same folder. Note: You are saving the same file in practical three with a different name. Any changes that you will make to this file from now on, you need to click on the save button to save it as Practical 4.
Redo and Undo Changes

The Undo and Redo buttons are part of the Quick Access Toolbar, just next to the Office button. You can customize this toolbar to display other widely used buttons or commands as in the figure below.
Quick Access Toolbar
Figure W4-2: Quick Access Toolbar
The Redo
option permits you to restore changes that you have undone with the Undo option.
The Undo option permits you to undo changes to your document. Starting with the most recent changes the undo option can reverse the changes made into a document.
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Terms to Learn
Undo button
Action/Meaning Use the undo button on the standard toolbar to go back to the last action that you performed. Use the undo arrow to open a list of actions that can be undone. Move the insertion point to the direction of the arrow by one character at a time anywhere in your document. Move to the beginning of the current line. Move to the end of the current line. Move to end of the document. Move to the beginning of the document. Move one word to the left. Move one word to the right.
Arrow keys Home key End key Crtl + End Ctrl + Home Ctrl + (right arrow) Ctrl + (left arrow)
Do the following steps: 1. Press the comma key to insert a comma , after the word lessons in the fourth line of the first paragraph. 2. Use the arrow keys to place the cursor in front of the word practicing on the second line of the first paragraph. 3. Double-click your left mouse to select the word practicing and type practice. 4. Click the undo button from the standard toolbar or click edit on the menu bar and select the undo button. Note that the last action will be undone. 5. Click the down-arrow beside the undo button are available. and view the list of undo functions that
6. Click the Save button on the Quick Access Toolbar to save changes so far. 7. Click anywhere within the document to close the list of undo actions.
Cut and Paste Text

In Microsoft Word, you can move text from any area of the word document by cut and paste. By default the text is being saved into the clipboard ready to be pasted anywhere you want in the document. The Clipboard allows the user to quickly copy and paste text or data being stored. It is a temporary storage area in the computer memory (RAM). When a computer is switched off, all the information on the clipboard will be lost.
Click here to view the content of the Clipboard Figure W4-3: The Clipboard Group
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Terms to Learn
Clipboard
Action/Meaning Is a temporary storage area that stores data that is being cut or copied. Copy an item into the Clipboard. Remove selected data and place onto the Clipboard. Paste the cut data onto the area selected in the document.
Copy button (Ctrl + C) Cut button (Ctrl + X)
Paste button (Ctrl + V) Drag and Drop

Select an item and drag and drop it to another location.
Do the following steps: 1. Place your cursor in front of the word am in paragraph 2, line 1. 2. Highlight the word am by pressing the left mouse button and dragging to highlight the word or double click on the word am to highlight. 3. Click the Home Tab and then click on the Cut command. Note that the word am has been deleted. 4. Click the Undo button (note that the action has been reversed and the word am reappears is still highlighted). 5. Click the Cut button again (note that the same action can be done with Ctrl+X). 6. Go to paragraph 3, line 1. 7. Place the cursor between the word I and pretty. 8. Right click the mouse and select paste (note it pastes the word am). 9. Click the undo button (note the word am is removed). 10. Click the Paste button again (note if you press Ctrl+V the same action will occur). 11. Click the Undo button on the Quick Access Tool bar to undo pasting. 12. To view the Clipboard, see Figure W4-3 on page 3. The clipboard pane will appear on the left hand side of the Word window as in Figure W4-4 below.
Figure W4-4: Clipboard Contents
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Drop down arrow (#13)
Paste (#14)
Figure W4-5: Clipboard with word am ready to be inserted
13. 14. 15. 16.
Click on the Drop down arrow (see Figure W4-5 above). Click the Paste button. Click the Undo button. Double-click on the word am, same word that you have selected before to cut and paste (Note the word am is highlighted). 17. Press the left mouse and hold it down, then drag the word am in between the word I and pretty, drop by releasing your left mouse. (Note that it deleted the word and copied it to this location). 18. Click the Save button.
You have just learnt the various methods of cutting and pasting. Use whatever method you preferred.
Copy and Paste Text

In Microsoft Word, you can copy text from any area of the word document and save that text so it can be pasted anywhere in the document. When the text is being copied, it is stored on the Clipboard. Terms to Learn
Copy button Ctrl+C Ctrl+V Copying Drag and Drop Select whole word Select whole paragraph
Figure T4-4: Terms to Learn
Action/Meaning Copy selected data and stored on the clipboard. Copy an item. Paste an item. Select an item, drag and drop it to another area to copy (copy information without using clipboard). Double-click within word. Triple-click within the paragraph.
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Do the following steps: 1. Click the left mouse on the word Learning, line 4 of paragraph 1. 2. Press the left mouse and drag to select the word Learning, note it highlights the word. 3. Click the Copy button under the Home Tab or select Copy from the shortcut menu when right-clicking the mouse.
Mini Toolbar
Shortcut Menu
Figure W4-5: Mini Toolbar and Shortcut Menu
4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.
Click in front of the word can, line 1 paragraph 2. Display the Clipboard pane as described earlier on pages 3 to 5. Click the Learning text on the clipboard to paste Learning in front of the word can. Click the Clear All button to delete all the contents of the Clipboard. Click the Undo button what you did previously. Double-click the word Learning to highlight it. Press Ctrl+C (press the Ctrl key and letter C at the same time). Repeat step 4. Press Ctrl+V (press the Ctrl key and the letter V at the same time to paste the word Learning). Click the Undo button to undo pasting. Repeat step 4. Repeat step 9. Click and hold left button and drag the selected word to in front of the word can, line1 paragraph 2, then drop by releasing the left button. Click the Save button to save the document.
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Find and Replace Words

Find and Replace commands are very useful. If you need to find a particular word or piece of text, you can use the Find command. Microsoft Word will search the entire document if you execute the Find command; you can also use the replace command to replace the word with an appropriate word
of your choice. Terms to Learn

Find button Find and Replace Dialog box Replace All More button Tab key
Action/Meaning Open the Find and Replace dialog box. Use it to find the word and replace it with another word. Use the Replace All button in the Find and Replace dialog box to replace all words with the new word. Shows more options. Use the Tab key to move from one text box to another.

1. Click the Find button, under the Editing group of the Home Tab (the right most group). The Find and Replace dialog box appears.
Figure W4-6: Editing Group (one of the Home Tab groups)
Figure W4-7: Find and Replace Dialog box
2. 3. 4. 5. 6. 7.
Click the Replace tab and on the More button as on Figure W4-7. On the Find what text box, type thee. Press Tab (note the cursor will jump to the next text box). Type the word the in the Replace with text box. Click to check Find whole words only check box in the Search Options. Figure W4-8 on page 8, shows the results for steps 2 to 7.
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Figure W4-8: Find and Replace Box
8. 9. 10. 11. 12.
Click the Find Next button. Click the Replace button. Click the Replace All button. Click the yes button (replace all the word thee with the). Click the save button to save the recent changes made to the document.
Warning: Using the Replace All button can be very useful; however you have to be careful! For example, replacing the word thee with the word the, if you click on Replace All button it might change other words that were not supposed to be changed. Checking the Find whole words only
check box is one option to minimize accidently replacing other words.
Spell Checking and Grammar

Microsoft Word checks the spelling and grammar as you type. The spelling errors are underlined with the red color and the grammar with green. A spell checker and thesaurus are provided with Word. The Spelling & Grammar tool is part of the Proofing Groups under the Review Tab, see Figure W4-9 below.
Figure W4-9: Review Tab with Proofing Group
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Terms to Learn
Ignore Once Ignore All Add Change Change All AutoCorrect
Action/Meaning Ignore and do not change the spelling of the word. Ignore all words that are spelt this way. Do not change the word, and add this spelling to the dictionary. Change the word for the highlighted suggestion. Change all words spelt this way to the highlighted suggestion. Correct the spelling to the highlighted suggestion and automatically correct any future similar misspellings.
Your Practical 4 document should look similar to the Figure W4-9 shown below. Replace the name shown with your own name.
Figure W4-9: Document in Practical 4

1. Click on the Review tab, then click on Spelling & Grammar on the Proofing group or press F7 key or click on the Spelling & Grammar button on the status bar. The Spelling & Grammar dialog box will appear. 2. The Check grammar check box should NOT be checked. Click on the check box to remove the check mark or to be unchecked. We do not want to check for grammatical error automatically. 3. If your name is highlighted, then click Ignore All. 4. The word Usng" is misspelled so it is highlighted on the screen.
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Figure W4-7: Spelling and Grammar dialog box
5. Click using in the suggestions box. 6. Click the Change button to replace usng with using. 7. Similarly chalenging will be detected as a spelling error, click challenging in the suggestions box. 8. Click Change button to replace chalenging with challenging. 9. Right click the mouse on the phrase I am and select I am from the shortcut menu.
Figure W4-8: Grammar Checking
10. Click Save to save the latest changes to the document.

Note: If a word is not in the dictionary, but the spelling is correct, click Ignore once. If you are changing a word that is misspelled in several places, click Change All. If you frequently use a word not found in the dictionary, you should add that word to the dictionary by clicking add to dictionary and then click the OK button. Make sure that the word is spelled correctly.
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Use the Thesaurus

This feature, look up for words in a document and replace them with synonyms. Terms to Learn
Thesaurus Replace button
Action/Meaning Allows to look up for words in a document and replace with synonyms Replace word with a synonym
Do the following steps: 1. Double on the word tedious in line 1, paragraph 2 to select (highlight). 2. Click on the Review Tab, then Thesaurus on the Proofing group. The Research pane will opened on the right hand side of the Word window. See Figure W4-9 on the right. 3. With tedious being highlighted, click on boring, then click Insert to replace tedious. 4. Click the Save button to save the changes added to your document. 5. Click the Close button to close the document (the close button at the lower right hand corner). Alternative: 1. Right-click on the word tedious in line 1, paragraph 2. 2. On the shortcut menu, click on Synonym, then click on boring to replace tedious.
Figure W4-9: Research Pane
Figure W4-10: Shortcut to Synonym
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Figure W4-11: Practical 4 (final version) or similar.
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Practical 5: Formatting a Word Document

In this practical, you will discover different ways to design the appearance of a professional document by applying all the possible features offered by Microsoft Word. You will also see a sample of how your document will look by using the preview button. If the document is satisfactory a hard copy can then be printed out.
By the end of this practical, you should be able to: Work with Formatting Features Add Clip Art (picture) Insert a Table Indent a Paragraphs Create Page Breaks Create Footnotes Number Pages Preview a Document Print a Document
Working with Formatting Features

Formatting is one of the most useful features of Microsoft Word that helps make a document look more professional. There are two ways, which are commonly used to select text for formatting: 1. Place the cursor in front of the texts to be formatted, left click the mouse and drag it across to select all texts needed, and then release the mouse at the end of the selected text. 2. Another method for selecting text to format is by simply moving the cursor to the start of the word, left click the mouse, hold the Shift key down and use the right arrow key to move one character at a time to the right or with the down arrow to select a line at a time going in a downward direction. Terms to Learn
Click-drag or Shift+ or Font Font size Bold button Italic button Underline button Align Right button Alignment Left button Center alignment button Justified alignment button Borders Font Color
Action/Meaning Highlight text for formatting. Select font from the down arrow list and apply the font formatting to selected text. Apply font size to selected text. Apply bold formatting to selected text. Apply Italic formatting to selected text. Apply underline formatting to selected text. Apply right alignment formatting to selected text. Apply left alignment formatting to selected text. Apply center formatting to selected text. Apply justified formatting to selected text. Apply border style to selected text. Apply font color style to selected text.
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Font
Font size
Left indent
Right indent
Show/Hide Formatting marks
Bold
Italic
Underline
Font color
Left
Right
Justify
Border Line spacing
Centre alignment Figure W5-1: Font and Paragraph Commands

1. Start a New blank document in Microsoft Word. Do follow the steps as on pages 6 and 7 of Practical 3. 2. Follow the steps on pages 9 and 10 of Practical 3 to save the new document as Practical 5 in the ISF21 folder. With the typing skills from the earlier practicals, you will have further practice in this practical by creating a birthday card to be sent over to a family member. (Practice makes perfect!!!). At the end of this practical you should be able to create a birthday card similar to Figure W5-2 below.
Figure W5-2: Sample Birthday Card
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1. Click on the Font Dialog box launcher to open (launch) the Font dialog box.
Figure W5-3: Font Dialog box launcher
2. On the Font list box, of the Font dialog box, scroll down and select Comic Sans MS as the font, Font style to be regular and Size to be 12. See Figure W5-4 on the right. Click OK button to close the Font dialog box. 3. Now type the word Date: 4. Press ENTER key once. 5. Type the word To: then press Spacebar once. 6. Type your name. 7. Press ENTER key twice. 8. Press the Caps Lock key, type HAPPY BIRTHDAY. 9. Press the Caps Lock key again (note that the caps lock light on your keyboard is turned off). 10. Press Enter key twice. Figure W5-4: Font Dialog box 11. Type the first paragraph shown in Figure W5-2, page 3. All paragraphs are Aligned Left for the moment. To start the next line on a new line, do a SHIFT + ENTER at the end of each line. Do NOT press the ENTER key. 12. Press ENTER key twice. 13. Type the second paragraph, similar to what you did for the first paragraph and using SHIFT + ENTER to move to the next line. 14. Press ENTER key twice. 15. Type the last line. 16. Press Ctrl + Home key (move to the beginning of the document). 17. Click at the end of the word Date: and then press Space bar once.
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18. Now click on the Insert tab, and then click on Date & Time on the Text group to launch the Date & Time dialog box. On the Date & Time dialog box, select a date format similar to (Tuesday, September 07, 2010). Leave the Update automatically check box unchecked or blank. 19. Select Date: and To: by clicking the mouse in front of the word Date, hold and drag until the end of your name. 20. Click the Bold button of the Font group under the Home tab (see Figure W5-1) or right-click on the selected text and click on the Bold button on the Mini toolbar or press CTRL + B. 21. Click in front of the word HAPPY BIRTHDAY, press the left mouse button, drag to select the word or left-click in front (on the margin) of the line that contains HAPPY BIRTHDAY to select have it selected. 22. Click the down arrow of the font button and select . 23. Click the font size button and select size 18. 24. Click the bold button. 25. Click the Font color button 26. 27. 28. and select red. Click anywhere to deselect the Figure W5-5: Format Menu highlighted word. Click the Font color button and select Automatic to return back to the default color. Click in front of the heading HAPPY BIRTHDAY, press the Shift key in combination with the right arrow key () and the down arrow key () to select ALL text and release keys at the end of the last line. All texts should be highlighted or selected. Click the center alignment button to center all. Click in front of the phrase Happy Birthday on line 4 of paragraph 1. Press the Shift key and the right arrow key (), to select or highlight the phrase. Click the bold button and then the Italic button to format Happy Birthday. As previously done in steps 28 and 30, select or highlight the last line Best Wishes from all of us. Apply the formatting as show in the Font dialog box, Figure W5-6 on the right.
29. 30. 31. 32.
33.
34. Click OK to close the Font dialog box. 35. Click Save to save the updated changes to your file.
Figure W5-6: Font Dialog box
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Adding a Clip Art (Picture)

A picture can be added from Clip Art to improve the appearance of your documents. It is a piece of art that has been graphically created by Microsoft Word that can be copied into your document. Do the following steps: 1. Click at the end of the last line. 2. Press the Enter key twice. 3. Click on the Insert tab, then click on Clip Art command, part of the Illustrations group, see Figure W5-7 below.
Figure W5-7: Insert Menu
4. The Clip Art task pane appears on the right hand side of the Word window. 5. Type birthday on the Search for: text box (see Figure W5-8 on the right). 6. Click on the Go button. The Microsoft Clip Organizer message box appears (Figure W5-9 below). Click the No button to search for clip arts on your computer only (offline).
Figure W5-9: Microsoft Clip Organizer message box
7. Search results in a picture of a cake (Figure W5-8). 8. Click on the down arrow next to clipart, and then click on Insert on the shortcut menu to insert the clipart onto your document. 9. Click Save to save the recent changes. 10. When you complete this part, your birthday card should be similar to Figure W5-2.
Figure W5-8: Insert Clip Art Task Pane
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Insert a Table
Word allows you to create a table that makes your document look more presentable with texts or figures inserted inside. Do the following steps: Click at the end of the last line (Best Wishes from all of us). Press the Enter key twice. Click on Insert tab, and on Table command, then click on Insert Table (see Figure W5-10). On the Insert Table dialog box (Figure W5-11). Set the number of columns spin box value to 2 and the number of rows spin box to 4, by clicking on the up and down arrows to change values. 5. Click the OK button to close the Insert Table dialog box. 1. 2. 3. 4.
Figure W5-10: Insert Table
Figure W5-11: Insert Table Dialog Box
A table with 2 columns and 4 rows is now inserted after the last line. You now need to fill in the table. 6. 7. 8. 9. 10. Click inside the first cell, first row, first column and type Title. Press the Tab key and type Names. Press the Tab key and Type Miss. Press Tab key and type Moreen Harrison Repeat Step 8 and 9 to type the rest of the title and names to complete the table in Figure W5-12 next page.
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Figure W5-12: Birthday Card with table inserted.
11. Click on the Save button to save changes so far.
Indenting and Spacing paragraphs

Word let you indent paragraphs and line spacing according to your choice. By default word indents by 0.5 inches and for line spacing, a single space. Do the following steps: 1. Press the Ctrl + Home to move the cursor to the beginning of the document. 2. Use left mouse button to select and highlight the first two lines (Date & To). 3. Click Paragraph dialog box launcher to launch or open the Paragraph dialog box.
Figure W5-13: To launch the paragraph dialog box.
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4. Make settings to the Paragraphs dialog box as in Figure W5-14 below.
Figure W5-14: Paragraphs Dialog box
5. Click on the Save button to save changes so far.
Inserting Page Breaks

Microsoft Word creates its own new page whenever it reaches the bottom margin. However you can force content of your document to move to a new page by inserting a page break. This is often called a hard page break. There are other breaks you can create. Check out the Breaks command, Page Setup group under the Page Layout tab.
Figure W5-15: Breaks under Page Layout tab
Do the following steps: 1. To insert a hard page break, click in front of the word Best. 2. Press the Ctrl+ Enter keys (a dotted line appears with the word Page Break. (To remove a hard page break, click on the dotted line and press the delete key). You can also do this by clicking on the Break command as in Figure W5-15. Note that you now have two pages.
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Inserting a Page Border

To decorate the border of your birthday card, you need to insert a page border. Here we will use Page Borders, Page Background group of the Page Layout tab.
Figure W5-16: Page Borders under Page Layout tab
Do the following exercise: 1. Click on Page Borders as in Figure W5-16 to open the Borders and Shading dialog box. 2. With Page Border tab selected, click on Art, middle row, to select the border (11th one) as shown below in Figure W5-17.
Figure W5-17: Borders and Shading dialog box
3. Click the OK button to close dialog box. You can now see the borders on your document. 4. Click on the Save button to save changes so far.
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Inserting Footnotes and Page Numbers

Two useful features of Microsoft Word are: Footnotes allow you to provide references and comments at the end of each page, and Page Numbering, which makes it easier to know the sequence of pages at a location of your choice.
Inserting a Footnote
Do the following exercise: 1. Click at the end of the first paragraph. 2. Click on the Insert Footnote under the References tab. Make sure that the current view is the Print Layout View.
Figure W5-18: Insert Footnote
3. On the Footnote section at the bottom of the page, a numbered footnote appears with the cursor blinking on the right. Type 18th birthday. It should look like Figure W5-19 below.
Figure W5-19: Insert Footnote
4. To delete a footnote, you simply double-click on the number 1 that appears at the end of paragraph 1 to be highlighted or selected and then press delete. You can try this step out but you have to repeat from step 1 again. 5. Click Save button to save document. 6. Press Ctrl + Home to move to the top of the document.
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Inserting Page Numbers
Figure W5-20: Insert Page Numbers
Do the following exercise: 1. Click Page Number command, Header & Footer group, under the Insert tab as in Figure W5-20 above. 2. Figure W5-21 below shows the choices and previews of different page numbering available that you can use. You can use any of these to insert page numbers to your document.
Figure W5-21: Insert Page Numbers choices and previews
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Previewing and Printing a Document

Previewing a document is another useful feature of Microsoft Word which shows how your document would look like when you print (hard copy or print out). This is very helpful if there is a need to edit the document before printing.
Figure W5-21: Insert Page Numbers choices and previews
Do the following steps: 1. Click Print Preview as in Figure W5-21 above. 2. A preview of the document will be displayed with all normal tabs hidden. The Print Preview tab is the only one
Figure W5-22: Print Preview Tab
3. Check your document if you are satisfied or if it needs further editing; click on the close button to take you back to the document. 4. Click Save when you are satisfied. 5. Click on the Print as in Figure W5-21 above. A Print dialog box appears. 6. Click all to print all pages. Make sure you are connected to a printer. 7. Click the OK to begin printing. 8. Click the Close button to close Print dialog box. 9. Save your work and exit Word window.
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Practical 6: Introduction to Microsoft Excel

In this practical, you will learn to start a spreadsheet program and familiarize yourself with the features offered by Microsoft Office Excel 2007 such as ribbons, charting and more. You will also learn how to create a workbook, enter data, using built-in functions, formulas, save and exiting a workbook.
By the end this practical, you should be able to: Launch Microsoft Office Excel 2007 Familiarize yourself with the Excel Window Display Items from Worksheets and Ribbon Get Help Create a New Workbook Save a Workbook Enter data in a worksheet Use Save and Save As Exit Excel
Launching of Microsoft Excel

Microsoft Office Excel 2007 is a spreadsheet program that allows you to easily and quickly: Perform and Manipulate data. Provide formatting options. Store information in columns and rows. Create Tables and Graphs. Do the following steps: 1. Click on the Start button, All Programs, Microsoft Office, and then click on Microsoft Office Excel 2007 to launch or starts Microsoft Excel window, from now known as Excel window.
Figure EX1-1: Launching Excel
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An Excel Window will open which looks like Figure EX1-2 below.
Familiarizing yourself with the Excel 2007 Window

Excel is a spreadsheet, which compromises columns and rows. Workbooks contain worksheets, charts or other types of sheets that help input and store your data as you enter it. You can save as many workbook files as you want with a different file name. Remember do not have the same file names in one location. The main Excel window is very similar to its counterpart, Word window. Different parts of Excel window will be pointed later as they are being used.
Close button
Title bar
Name box with active cell reference
Formula bar
Title or name of blank workbook is Book1
Maximize button changed to Restore button because window is maximized
Blank worksheet
Sheet tabs Status bar View buttons with normal view as default
Figure EX1-2: Excel window
Important parts of a Worksheet window, includes: Ribbon Formula Bar Mini Toolbar and Shortcut Menus Quick Access Toolbar Office Button Key Tips Status Bar
Ribbon
The Ribbon, located near the top of the Excel window, is the control center in Excel. The Ribbon consists of tabs, groups and commands. Each tab surrounds a collection of groups, and each group contains related commands. With the Ribbon maximized, as in Figure EX1-3, page 3, click on each top-level tab to check them out, observe the different groups on each tab as well as the related commands on each group.
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Home tab
Top level tabs
groups
Figure EX1-3: The Excel Ribbon
The Ribbon has 7 top-level tabs: Home, Insert, Page Layout, Formulas, Data, Review and View.
Figure EX1-4: The Excel Ribbon minimized
Learn the terms given in Table T6-1 and try to locate each term on your screen which corresponds to Figure EX1-3 above.
Terms to Learn Title bar Ribbon Vertical and horizontal scroll bars Resizing button Close button Blank Worksheet Name box Formula bar Frame Active Cells Mouse pointer Sheet tabs Status bar Action/Meaning
Displays the document title. Helps you display a list of commands. Helps you to view different parts of your document.
Minimize, maximize and restore button. Use this button to close or exit a program. The area in which you do all your work. Its grid lines are defined into columns and rows. Displays the address for the active cell. The area where you can type text, numbers, edit numerical data and labels. The border of the excel screen which identifies cell locations and can be used to select entire rows or columns. The cell currently being used or active at that very moment. Looks like a plus sign, clicking the mouse pointer will make the cell active. The current worksheet is highlighted or in bold type sheet1 that you can double click and type a new name. Displays various settings.
Formula Bar Formula bar is below the Ribbon. See Figure EX1-2.
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Mini Toolbar and Shortcut Menu The Mini Toolbar appears automatically depending on the task you perform. The main idea is minimize moving of the mouse. A Shortcut Menu often accompanies a Mini Toolbar. Quick Access Toolbar The Quick Access Toolbar is located next to the Office button on top of the Ribbon. It provides easy access to frequently used commands such as Save, Undo and Redo. Office Button The Office Button is from where you create workbooks, saving and sharing these. Clicking the Office Button displays a menu of commonly used commands. Key Tips As for Word, by pressing the ALT key on the keyboard, it will display the Key Tip Badge, or keyboard code icon, for certain commands. Using Shortcut keys
Shortcut keys used in Word can also be used in Excel such as Ctrl + O, to open an existing workbook, Ctrl + Z to undo any previous task done.
Navigation through a Spreadsheet

You can quickly navigate around any spreadsheet with a mouse or arrow keys.
Mouse Pointer Shapes

Terms to Learn Action/Meaning Enter text or formula. Cell selector. Select menus, commands, scroll bars, and dragging from one point to another location. Wait or busy performing a task. Provide a link to another location. Fill handle or extend the selection.
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Terms to Learn
Page Up Page Down Ctrl + Home key Ctrl + End key ENTER Tab Arrow keys CONTROL + arrow keys Scroll bars Control + page down Control + page up
Action/Meaning Move up one screen at a time. Move down one screen at a time. Move to the first cell. Move to the last cell. Move one cell down. Move one cell right. Move one cell up, down, left, or right. Move to the end of the current data. Move the screen view, either horizontally or vertically. Move to the next sheet in the workbook. Move to the previous sheet in the workbook.
For Excel Help

Press F1 on the keyboard or click on the Help button, window. , just below the Close button for the Excel
Creating a New Workbook

Create a new workbook named Practical 6. Do the following steps: 1. Click on the Office button, then on New, from the Office button menu. 2. The New Workbook dialog box appears. 3. Click on Blank and recent, Blank Workbook, and the click on the Create button to create a new blank workbook.
Figure EX1-6: Blank Workbook
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Using Save or Save As

You can save a worksheet in two ways. You can either use the Save command or Save As command. Both can be accessed through the Office button (see Figure EX1-6) or through the Quick Access Toolbar. Terms to Learn
Save
Action/Meaning Saves a new worksheet or an old worksheet with the same name occasionally as you work on it. (Note it does not check for duplicates of the filename before it saves). This command is used to give a worksheet a new or unique filename. Save As brings the dialog box where you can identify the location and the name for the file in which you want to save it in.
Save As
Save a Workbook or Worksheet

1. Click Office button. 2. Click on Save As, and then on Excel Workbook. This will launch the Save As dialog box. 3. In the Save In: box, select an appropriate storage device. 4. Double-click the ISF21 folder to open. 5. Type the name of the file Practical 6 in the File Name box. 6. Click on the Save button to save the workbook with a new name. The full name is Practical 6.xlsx, where .xlsx is the file extension, identifying the file as an Excel file.
Figure EX1-7: Save As dialog box
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Naming a Worksheet
As you add more worksheets or simply sheets to your workbook, you will then find it difficult to identify the content in each sheet. Therefore, you need to give a meaningful name to each worksheet so that it is easy to be identified. By default, a new workbook comes with 3 worksheets named as Sheet1, Sheet2 and Sheet3.
Terms to Learn
Text Numbers
Action/Meaning Upper or lower case letters. It can contain numbers, letters and spaces.
Do the following steps: 1. Place the mouse pointer over the tab containing the name of the worksheet that you want to name, say Sheet1.
Figure EX1-8: Sheet tab 1 2. Double-click on the Sheet1 tab. This will highlight name of the worksheet, Sheet1 in this case. 3. Type new name over the selected name. In this case type Payroll for the worksheet and press the ENTER key.
Entering Data in a Cell

A worksheet is divided into a number of rows (1,048,576) and columns (16,384). This is a big improvement from previous versions (2003 or older) where a worksheet has only 256 columns and 65,536 rows. Rows are identified by row numbers and columns by column letters. The intersection of a row and a column is known as a cell. Cell B5 is the intersection of column B and row 5. B5 is a cell reference and can be used in formulas. There are a number of different data values such as text, numbers, dates and formulas that you can enter in cell. Just click on the cell and start typing. Terms to Learn
Text
Action/Meaning Use for labeling, highlight selected ranges. Phone numbers, social security numbers are often treated as a text although they are made up of numerical digits simply because they are not used in calculations. Cells can contain numbers (0-9) and decimal and are used in calculations. If excel displays a row with this sign, then you have to widen the column width so the numbers will show (Format column auto fit selection). Cells can contains numbers and a slash or minus in this format (dd/mm/yyyy or mm-dd--yy). There are other date formats.
Numbers Numbers #####
Dates
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Do the following steps: 1. Click on cell A1. 2. Type your first name, two spaces and then type your last name. 3. Press Enter, this will take you down to cell A2. 4. Type the name of the course ISF21: Computer Literacy in cell A2 (Do not worry if the text exceeds the width of the cell, it will still appear). 5. Use the mouse or arrow keys to move to the cells and type the data entry as shown in Figure EX1-9 below. For example, in cell A4, type First followed by the rest.
Figure EX1-9: Data Entry
Note: If you make any typing mistake, click on that cell again and retype the correct entry and
press the Enter key. 6. Click the Save button on the Quick Access Toolbar to save the workbook.
Using Formulas and Built-In Functions

This is where Excel has been considered a powerful tool for data analysis, because of its built-in functions, which allows the user to create complex formulas and manipulate data. One of the major advantages of a spreadsheet is its ability to perform calculations. For example, the Gross Pay and totals can be calculated automatically by using formulas. (Note: A formula in Excel begins with an = sign, this indicates that you are entering a formula).
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Do the following steps: 1. On your Payroll worksheet, click on the cell E6. 2. Type =C6*D6 and press Enter. 3. Click on the cell E6 again. Note: The formula (=C6*D6) appears on the formula bar and the answer 112.5 appears in cell E6, as shown in Figure EX1-10 below.
Figure EX1-10: Using a Formula.
4. Click on cell D6 and type 4 then press ENTER. Note: The answer in cell E6 now changed to 180. This automatic recalculation of a formula, if one of the values is changed, is one of the most powerful features offered by spreadsheet like Excel. 5. Click on the Undo button to revert back. 6. We now want to calculate the Gross-Pay for the others in cells E7, E8, E9 and E10 respectively. We can do this one by one, typing the formulas: =C7*D7 in E7, =C8*D8 in E8, and so on, pressing ENTER at the end of each. Imagine, we have 100 names in our list we have to repeat this 100 times. A more convenient is to copy the formula in cell E6 to the other cells. You can use copy and paste. One alternative is to use the Fill Handle ( ), see Table T6-2. Point to the bottom right hand corner of cell E6 until you see the Fill Handle ( ). Click and hold the left button and drag the pointer down all the way to cell E10 and let go. 7. Compare your results to Figure EX1-11, page 10. If they matches then click on the Save button to save your workbook.
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Figure EX1-11: Gross Pay Calculations
Calculating the Total

A formula will now be added to calculate the total for the Gross-Pay in column E. Do the following steps: 1. Click on the cell A11. 2. Type Total and press enter. 3. Click on E11. 4. Click the AutoSum button of the Editing group, under the Home tab.
AutoSum
Figure EX1-12: Editing Group with Autosum
5. Press ENTER key on keyboard or click on the ENTER key on the Formula bar.
Cancel Key Enter Key Insert function
Figure EX1-13: Enter, Cancel and Insert Function
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Figure EX1-14: Autosum on E11
Figure EX1-15: Autosum result
6. Note the changes on the total: Click on C6 and type 20, the total automatically changes. 7. Click the Undo button to return to the previous value. 8. Click the Save button to save any changes made so far.
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Calculating using the Average Function

Use the built-in function to calculate the average gross pay.
Methods for selecting the ranges

Terms to Learn
Press the left mouse and drag Press and hold Shift key + right arrow () keys
Action/Meaning Highlight selected ranges. Move to cells to highlight or select then release the shift key.
Do the following steps: 1. Click cell A12. 2. Type Average. 3. Click on cell E12. 4. Type =AVERAGE( - include left parenthesis. 5. Click cell E6. 6. Press and hold the left mouse and drag up to and include cell E10, as shown in Figure EX1-16 below.
Figure EX1-16: Selected Ranges for Calculating Average
7. Release the mouse, the selected range E6:E10 is now included or part of the formula. 8. Press Enter key. There is no need to enter the closing parenthesis.
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9. Click the Save button to save your work before you continue to the next step. Your worksheet should look like Figure EX1-17 below.
Figure EX1-17: Worksheet with Total and Average Formula.
Exiting Excel
When your worksheet has been saved, you can exit Excel and then return to it later. Do the following steps: 1. Click Office button. 2. Click Exit Excel button from the Office button menu.
Figure EX1-18: Exit Excel.
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Practical 7: Formatting a Worksheet

In this practical you will learn to utilize the wide range of formatting features offered by MS Excel such as editing the data entry, cell contents, inserting and deleting rows and columns, formatting the cell alignment to make your workbook more efficient and attractive. You will also learn to preview your document and print out a hardcopy of your work. Learning Objectives: By the end of this practical, you should be able to: Open an Existing Workbook Edit Data Entry Edit the Cell Content Erase Contents in a Cell Insert and Delete Rows and Columns Format Column Widths Format Texts Print a Worksheet
Open an Existing Workbook

To open the Payroll workbook that you have created earlier, follow the instructions given below: Terms to Learn
Save As
Action/Meaning This command is used to give a worksheet a new or unique filename. Save As brings up the dialog box where you can identify the location and the name for the file in which you want to save.
Do the Following steps: 1. Start Microsoft Excel. See practical 6, Figure EX1-1. 2. Click on the Office Button, and then click Open. The open dialog box appears as shown in Figure EX2-2. 3. Find and open Practical 6 Excel file, by looking in the correct drive and folder.
Figure EX2-1: Office Button Menu
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Figure EX2-2: Open dialog box
Your screen should look similar to Figure Ex2-3 below.
Figure EX2-3: Practical 6
Now you will save practical 6 with a different name. 4. Click the Office button to open the Office button menu as in Figure EX2-4 below. 5. Click Save As.
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Figure EX2-4: Office button menu
Note the Save As dialog box appears as shown in Figure EX2-5 below.
Figure EX2-5: Save As Dialog Box
6. Look for the ISF21 folder if required. 7. Type Practical 7 in the File name. 8. Click Save button to save.
Editing Data Entry in the Cells

To change the cell contents if it was incorrectly entered, simply move the mouse and click on the cell and retype the correct value.
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Do the following steps: 1. Use the Payroll worksheet which you have just opened. 2. Move the cell pointer to cell C6 where the number 40 appears (as shown in Figure EX2-6).
Figure EX2-6: Practical 7
3. 4. 5. 6. 7.
Type the number 45. Press Enter to accept the change that has been made. Click on the cell D6 and change from 3 to 2.5. Click on the cell C7 and change from 30 to 25. Click on cell D7 and change from 2.5 to 3.6.
Your screen has changed now, which should look like Figure EX2-7 below.
Figure EX2-7: Editing Payroll
8. Click Save button to save the changes that have been added to the worksheet.
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Erasing Contents in a Cell

To erase a value from a cell and leave its contents empty, you need to select the cell or range of cells before deleting the content.
Methods for selecting the ranges:
Terms to Learn
Press the left mouse and drag Press and hold Shift key + () arrow keys
Action/Meaning Highlight selected ranges. To highlight or select a range of cells.
Do the followings steps: 1. Click on cell C6, press and hold the mouse left button and then drag down to cell D7. This will select or highlight the range C6:D7 as shown in Figure EX2-7. 2. Press Delete button. Contents of cells C6 through D7 are now cleared. 3. Click on cell C6. 4. Type 40. 5. Click on cell D6. 6. Type 3. 7. Click on cell C7. 8. Type 30. 9. Click on cell D7. 10. Type 2.5. 11. Click on cell E6 and drag the mouse down to E12 to highlight as shown in Figure EX2-7 on the following page.
Figure EX2-7: Selected Ranges
12. 13. 14. 15.
Press Delete. (Note that the cells are cleared). Select A11:A12 by clicking on cell A11 and dragging the mouse down to A12. Press Delete. Click the Save button to save all the changes that you have done. Your document should look similar to Figure EX2-8 below.
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Figure EX2-8: Document after Deleting the Selected Ranges
Changing Column Widths

You can still improve the appearance of your document by adjusting the column widths to display more characters if the cell is too small to contain the entire number in that cell. Terms to Learn
Increase Column Width Decrease Column Width
Action/Meaning Press the left mouse button on the vertical line of the desired column and drag it to the right. Press the left mouse button on the vertical line of the desired column and drag it to the left.
You can change the column width, using the Format command, Cells group of the Home tab.
Figure EX2-9: Cells group
Do the following steps: 1. Click on Home tab, Cells group, and then the Format button. 2. Click on Column Width. Note that the default column width is 8.43 characters (64 pixels). 3. In the dialog box, type 9 and click OK to set the new column width.
Figure EX2-10: Format Menu
Figure EX2-11: Default column width
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Do the following steps: You can also use the mouse to change the column width. 4. To change width of column C, point to the boundary between columns C and D, right boundary of column C. See Figure EX2-12. 5. Press the left mouse and drag the column C right boundary to increase the width to 9 characters (68 pixels). Release the mouse to accept the desired width.
6.
Figure Ex2-12: Adjusting the column width.
Sometimes when a column width is too small to display the entire number, Excel shows the number as ##### (number sign, pound or hash symbols). See figure EX2-13 below. You need to follow the instructions given in steps 4 and 5 above to resize the column width appropriately.
Figure EX2-13: Column with number sign displayed
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Changing the Text Alignment

Text can be aligned in a cell to a desired position. Use the Format from the menu bar to align text in your worksheet or from the Formatting toolbar button. Do the following: 1. Click on the cell A4 (First). 2. Press the left mouse button and drag to highlight (A4:E4) as shown in Figure EX2-14.
Figure EX2-14: Selected Cells
3. Click Format Cells from Format menu. 4. Click the Alignment tab as shown in Figure EX216.
Figure EX2-15: Format Cells
Figure EX2-16: Format Cells Dialog Box.
5. 6. 7. 8.
Set Horizontal alignment to Center. Set Orientation to 45 by typing 45 or point and drag the text alignment. Click OK to accept the change in text alignment. With A4:E4 still selected, bold texts by clicking the Bold button on the shortcut menu bar or the Bold button of the Font group under the Home tab. 9. Click anywhere to deselect the highlighted rows. Now you can see the changes as shown in Figure EX2-17. 10. Click on the Save button.
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Figure EX2-15: Text Alignment 45 degrees
Inserting and Deleting Cells, Rows and Columns

Sometimes it is necessary to add cells, rows, or columns to the worksheet. Excel adds a row above the selected row(s) and it adds a column to the left of the selected column(s). To insert a row in your worksheet, you must identify where you actually want to insert the row. Do the following steps: 1. Click cell A2 (or any cell in row 2). 2. Click Insert Sheet Rows from the Home tab, Cells group, and Insert menu. You have just added a new row to your worksheet. Now try and add a new column to your worksheet.
Figure EX2-16: Insert Menu
Do the following steps: 1. Click cell C5 (or any cell in column C). 2. Click Insert Sheet Columns from the Home tab, Cells group, and Insert menu. Note that you have just added a new column to your worksheet as shown below in Figure EX2-17.
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Figure EX2-17: New Row and Column Inserted
Deleting Rows and Columns

Deleting cells, rows, and columns is similar to inserting. You must select the appropriate row, column or cell to delete. Do the following steps: 1. Click row 2 heading or identifier to select all of row 2 as shown in the Figure EX2-17 below.
Figure EX2-17: Row 2 selected
Figure EX2-18: Delete row
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2. From the Home tab, Cells group, Delete menu, click Delete Sheet Rows to delete a row. See figure EX2-18. Note how the row has been removed and other rows are being moved up. You have just learned how to delete a row. Similarly you can delete a column. 3. Click the column C identifier or heading, see Figure EX2-19 below. 4. From the Home tab, Cells group, Delete menu, click Delete Sheet Columns to delete a row. See figure EX2-20. Note how the column has been removed and other rows are being moved to the left.
Figure EX2-19: Column Identifier
Figure EX2-20: Column Identifier
5. Click Save.
Printing an Excel Worksheet or Files Print Preview

A printed page will appear on your screen. You can preview your worksheet on the screen to see if there are any more changes to be made to how it looks before you print out a hardcopy. Do the following steps: 1. Click Print Preview from Office button menu, Print options. 2. Click Zoom from the top menu of your preview screen (see Figure EX221, next page).
Figure Ex2-20: Print Preview
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Figure Ex2-21: Print Preview worksheet
If you are satisfied with your worksheet, you are now ready to send it to the printer. 3. Click Print (see Figure EX221 above). 4. Click OK on the Print Dialog Box (Figure EX2-22) after selecting a known printer. Now you can collect your worksheet from the printer. 5. Click Close to close the print preview.
Figure EX2-22: Print Dialog Box
Exiting Excel
Do the following steps: 1. Click Office button. 2. Click Exit Excel button. If a dialog box appears to save the changes, click yes.
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Practical 8: Enhancing a Worksheet

In this practical you will use some data and information from a small cafe business to study the expenses trends for three months. Although the data in the worksheet will show the trends, the manager wants more descriptive forms that will be easier for him to understand. Creating a chart will make it easier to see the trends and the patterns over the three months period. More built in functions and formatting features will be used in the worksheet to make the worksheet look more presentable to the manager.
Learning Objectives
By the end of this practical, you should be able to: Create a New Workbook Enter Data into the Workbook Save a Worksheet Format Cell Content Copy and Paste Use the IF Function Use Absolute Reference Name a Cell Create a Chart Print a Chart Exit a Worksheet
Creating a New Workbook

Before you start to create a new workbook, you need to launch the Excel program first. Do the following steps: 1. Start Microsoft Excel as in practical 6 and 7.
Save a Worksheet
2. Save the new workbook as Practical 8. See practical 6 and 7 on how to save a workbook.
Enter Data into to the Workbook

Now you can enter data into your workbook. Do the following steps: 1. Enter data shown in Figure EX3-1, starting in cell A5. 2. Point to the boundary between columns A and B and double-click. This will automatically adjust the column width to fit the contents in column A.
3. Set the width of columns B, C, D, and

E to 10 (75 pixels). 4. Continue entering data as in Figure EX3-2.
Figure EX3-1: Data
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Figure EX3-2: More Data
Insert Text Box

We will be using a text box to create a heading or title to our workbook. Do the following steps: 1. Click Text box button from the Insert tab, Text group. See Figure EX3-3.
Figure EX3-3: Insert tab
2. Click on cell A1 and drag to draw a box that covers the range A1:E4 approximately. Use the resize arrow to increase/decrease the size of the text box to fit the range A1:E4. 3. Type the heading as shown in Figure EX3-4, next page. 4. With the text box selected: a. Click the Center button on the Home tab, Paragraph group to center text. b. Click Bold button to bold the text. c. Apply a font color and a background to the text box. Click on Format tab and use Shape Fill and Text Fill to apply colors of your choice.
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Figure EX3-4: Data to be entered
5. Click anywhere outside the text box to deselect it. 6. Click to select cell B16. 7. Click on AutoSum button from the Home tab, Editing group. Excel will automatically create a formula in cell B16 using the Figure EX3-5: Editing SUM function and selecting the range B7:B15 as the data values. group of the Home tab 8. Click the Enter key to complete AutoSum.
Figure EX3-6: Autosum
9. Double-click the Sheet1 Tab and type Expenses as the worksheet new name.
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Copy and Paste Cells

There are several ways in which you can use the copy features. You can see that Excel allows you to easily copy and paste a formula from a single location to another in a worksheet. Terms to Learn
Copy Paste Fill handle
Action/Meaning Reproduces cell contents. Move current contents to a location. Copy the contents to one or several locations by dragging the plus sign (fill handle).
1. Click cell B16. 2. Click the Copy button 3. Click cell C16. 4. Click the Paste button 5. Click cell D16. from the shortcut menu or from the Home tab, Clipboard group.
from the shortcut menu or from the Home tab, Clipboard group.
6. Click the Paste button from the shortcut menu or from the Home tab, Clipboard group. 7. Click cell A16 and drag the mouse to highlight until D16 (A16:D16). 8. Click the Top and Double Bottom Border from the Home tab, Font group, and Borders. 9. Click save to save the data to your worksheet. Congratulations! You have just completed calculating the monthly total expenses and applying some formatting. Your worksheet should be similar to Figure EX3-8 shown below.
Figure EX3-7: Outside Border
Figure EX3-8: Expense worksheet so far
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Using the Fill Handle to Copy

In this section you will practice how to copy a cells contents to multiple cells. This feature is a very powerful and much faster technique that allows you to copy single cell contents to several cell locations.
1. Click on cell E7. 2. Click the AutoSum button from the Home tab, Editing group. The formula =SUM(B7:D7) will be created in E7. 3. We now want to copy the formula in E7 to cells E8 through E16. With E7 selected, point to the bottom-right hand corner of the cell. The pointer will change to a thin black cross (this is the fill handle). See Figure EX3-9 below.
Figure EX3-9: Fill the Handle
4. Press the left mouse button and drag the fill handle down to E15. See Figure EX3-10 below.
Figure EX3-10: Dragging the Fill Handle
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5. Release the mouse and click anywhere. Note the formula in E7 has been copied to cells E8 through E15.
Figure EX3-11: Values have been copied to cell E8:E15
6. Click on D16. 7. Drag the fill handle to cell E16 and then release the mouse. This copies the formula as well as formatting from D16 to E16.
Changing Cell Value Style

You can format cells as desired. For example, a cell can be formatted into dollar sign or contain decimal places. Terms to Learn
Accounting Number format Decimal places Number format Percentage Date
Action/Meaning Display currency in front of the numbers. Display 1, 2 or more decimal places. Display a number with fixed decimal places. Display values with percentage. Display value in date format.
Do the Following steps:
1. Highlight or select the range B7:E16. 2. Click on the Accounting Number Format to select an appropriate currency. 3. Click anywhere to deselect the ranges selected. The values in the cell have dollar signs with two decimal places as shown in Figure EX3-13, next page.
Figure EX3-12: 2Toolbar Option with Currency
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Figure EX3-13: Selected Ranges with dollar sign
Use your knowledge from the previous practical to increase the column width in order to display the value at E16. 4. Click Save to save the recent changes made to the worksheet.
The IF Function
The IF function provides two possible values between a comparison statement that is either True or False. A value can be a number or text.
1. 2. 3. 4. 5.
Click on cell A18. Type Budget. Click cell B18. Type = Click on the Insert Function button
on the formula bar and look for the IF function. If the IF function is not listed in the list box, then type IF and click the Go button to search for the function. Figure EX3-14: IF function Dialog box 6. Type the contents shown in Figure EX3-14, in the IF Function Arguments dialog box. 7. Click OK button.
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8. Use the fill handle to copy the formula in cell B18 to C18 and D18. 9. Adjust the width of columns B, C, and D to fully display the content of cells B18, C18 and D18.
Figure EX3-12: Formula using IF Function
Using an Absolute Cell Reference

To calculate the proportion of expenses monthly, you need to use an absolute cell reference. Terms to Learn
Absolute Cell Reference
Action/Meaning An absolute cell reference in a formula, such as $A$1, always refer to a cell in a specific location. If the position of the cell that contains the formula changes, the absolute reference remains the same. If you copy the formula across rows or down columns, the absolute reference does not change. A relative cell reference in a formula, such as A1, is based on the relative position of the cell that contains the formula and the cell the reference refers to. If the position of the cell that contains the formula changes, the reference is changed.
Relative Cell Reference
Do the following steps: 1. Click cell B17. 2. Type =B16/E16. 3. Use the fill handle and to copy the formula in cell B17 to cells C17 and D17. Note that C17 and D17 have #DIV/0! being displayed. This is because the formulas reference F16 and G16 both have no value or zero value. This error message states that the formula results in a division by zero. An absolute cell reference will be used to fix this problem.
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Figure EX3-13: Formula displayed
4. Click cell B17 again. 5. On the formula =B16/E16, click anywhere near E16, then press F4 then Enter key. The formula changes to =B16/$E$16. $E$16 is an example of absolute reference. 6. You can now copy the formula in B17 to C17 and D17. Error message disappears. Note that all cells now contain valid numbers.
Figure EX3-14: Absolute reference
7. Select cells B17 to D17. Right-click and then click Format Cells from the shortcut menu. The Format Cells dialog box appears as shown in Figure EX3-15 below. Click on percentage and set decimal places to 2.
Figure EX3-15: Format Cells Dialog box
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Naming a Cell
8. Right-click on cell E16 and then click on Name a Range 9. In the New Name dialog box, type Total_Expenses. Naming a cell or a range of cells, no spaces is allowed, hence the use of underscore in the name. Selecting E16 will display Total_Expenses in the Name box. Total_Expenses can be used in the formulas in cells B17, C17 and D17 in place of $E$16. For example in B17, formula will be =B16/Total_Expenses. Try it out.
Figure EX3-16: Naming a Cell
Creating a Chart
Although the worksheet shows the expenses figures, it is hard to see the differences in the amount for the three month period. Therefore a graphical representation of data would clearly show the trends to the manager on which items they need to cut down cost. Use the total E7:E15 to draw a Column graph. Do the Following steps: 1. Highlight or select cells A7 through A15. 2. Press Crtl key and hold it, highlight or select cells E7 through E15 as shown in the Figure EX3-17, next page.
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Figure EX3-17: Ranges selected
3. Click Insert tab and then Column in the Chart group. 4. Click to select Clustered Column under 2-D Column category. A column chart will be inserted in the current worksheet.
Figure EX3-18: Insert tab
5. With the column chart being selected, 3 new tabs can be viewed under Chart Tools. They are Design, Layout and Format tabs. These can be used to format your chart.
Figure EX3-19: Chart Tools with 3 tabs
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Using the Chart Tools

The 3 tabs under the Chart Tools allow you to apply additional design and formatting to your chart. Do explore what is available in these 3 tabs in order to change and enhance the look of your chart. The following section discusses some of the features available. 1. Under the Design tab, click More button of the Chart Layouts group to select one of the predefined layouts. Select Layout 9.
Figure EX3-20: Chart Layouts
Figure EX3-21: More Chart Layouts
2. 3. 4. 5.
Layout 9 shows a placeholder for the Chart and the 2 axis titles. Click the Chart Title and type First Quarter Expenses Click the Axis Title for the horizontal axis (X) and type Categories. Click the Axis Title for the vertical axis (Y) and type Expenses. 6. Your screen should look similar to Figure EX3-22 below.
Figure EX3-22: Chart with titles
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The current chart has been embedded in the current worksheet. However, using the Move Chart Location button on the Design tab, you can specify a location for your chart.
Figure EX3-22: Move Chart-dialog box, the Chart will be placed on its own sheet.
7. 8. 9. 10. 11. 12.
Click the Move Chart Location button on the Design tab. Click the New sheet option. Click OK to finish. Click Save. Rightclick on the Chart Area. On the shortcut menu click on Format Chart Area. On the Format Chart Area dialog box, click on Fill, and specify a type of fill of your choice. 13. Click Close button to close dialog box. 14. Click Save to save your work.
Printing a Chart
Before printing the chart you will preview it to see how it will look when printed. Do the following steps: 1. 2. 3. 4. 5. 6. 7. Click Office button. Click Print Preview on the Print menu. Click Close Print Preview to close Print Preview window. Click Office button again. Click Print. On the Print dialog box, select a printer, and then click the OK button. Clicks Save button to save your work.
Exiting a Workbook
1. Click Office button. 2. Click Exit to close your window.
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Practical 9: Introduction to Microsoft PowerPoint

In this practical you will learn the basics of the Microsoft Office PowerPoint program to generate a professional-looking presentation with the combination of text spacing, colors, graphics and visual effects. However you should focus on elements that can attract the readers attention.
By the end of this practical, you should be able to: Launch PowerPoint Familiarize yourself with the PowerPoint Environment Create a New PowerPoint Save a PowerPoint Presentation Exit PowerPoint
Launching Microsoft PowerPoint

You can use PowerPoint to create slide presentations. A slide presentation is a powerful tool to present a topic of interest to a group of people. It lets you create colorful slides, screen presentations, and print handouts. On-screen presentations allow you to use the full range of PowerPoint's features. You can examine the effect on your screen whenever you invoke a command. Do the following steps: 1. Log into the computer. 2. Click the Start All Programs Microsoft Office. 3. Then click Microsoft Office PowerPoint 2007. A new blank presentation opens. See Figure P1-1, next page.
The PowerPoint Window

Terms to Learn
Title bar Ribbons Workspace Outline/Slide pane Mouse Pointer Placeholder
Action/Meaning Contains the program icon, title and the resize button. Displays the PowerPoint menu bar where you can easily access commands. Displays an empty slide for you to work on. Displays an outline or slide sequence for your presentation. Displays the current location of the mouse. A box which allows you to enter text as a slide title, subtitle, content and so on.
Try to identify the parts of the PowerPoint window and locate them on your screen as you read the terms. The Microsoft Office PowerPoint 2007 interface (or look) is very similar to Word and Excel covered in the previous labs. PowerPoint comes with 8 top-level taps: Home, Insert, Design, Animations, Slide Show, Review and View. Each tab, its groups and related commands will be introduced as needed. All features that we discussed when learning about Microsoft Word and Excel 2007 are also available in PowerPoint with some minor differences.
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title bar Outline tab
Title of blank presentation
Title slide layout Slides tab
splitter bar
Text placeholders
Total number of slides
Document theme identifier Normal view is default view Slide Show
status bar
Figure P1-1: PowerPoint Window

Slide Show Slide sorter Normal view is default view Fit slide to current window Zoom out Zoom in Slide sorter
Figure P1-2: Bottom Right Hand corner of PowerPoint window
Home Tab Groups 6 groups
Figure P1-3: Home Tab Groups
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Choosing a Presentation Theme

PowerPoint comes with a number of themes which you can use to give your presentation a professional and consistent appearance. Do the following steps: 1. Click Design on the ribbon to display the Design tab.
More button
Figure P1-4: Insert Tab Groups
2. Click the More button (Figure P1-4) in the Themes gallery to expand the gallery, which shows more Built-in theme gallery options. 3. Point to various themes in the Themes gallery and watch the colors and fonts change on the title slide. 4. Click the Equity to apply this theme to slide 1.
Equity
Figure P1-5: Built-in themes
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Creating a Title Slide

PowerPoint assumes that every new slide has a title. The first slide is often known as the Title slide. It comes with two text placeholders, one for the title of the presentation, the other for a subtitle which you can use to add extra information such as the author of the presentation, date and so on. Do the following steps: 1. Click the label, Click to add title, located inside the title text place holder to select the place holder.
Sizing handles
I-beam mouse pointer
Insertion point, label disappears when placeholder is selected
F Figure P1-6: Title slide
2. Type Study Skills in the text placeholder. Do not press the ENTER key. 3. Now click the label, Click to add subtitle, located inside the subtitle text placeholder to select the placeholder. 4. Type Name of Campus, Capitol/City/Town and country name. For example: Neiafu Campus, Vavau, Tonga or something similar. Press the ENTER key once. 5. Type Presented by <your name>. For example: Presented by Falisha Hola or something similar. Do not press the ENTER key.
Figure P1-7: Title slide 2
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Formatting Characters in a Presentation

Recall that the theme you selected at the beginning determines the color scheme, font, font size, and layout of your presentation. Despite this you can still change the formats whenever you wish. Do the following: 1. Triple-click the paragraph, Presented by <your name>, in the subtitle text placeholder to select the paragraph. There are other ways to select a paragraph you may have learned in using other applications. 2. With the subtitle text still selected, click the Italic button on the Mini toolbar to italicize that text. The Mini toolbar appears when you click your mouse right button. 3. With the second subtitle text paragraph selected, press the CTRL key and then triple-click the first subtitle text paragraph, Campus, City, Country, to select both paragraphs.
Some commands on Mini toolbar are also on shortcut menu
shortcut menu
Mini toolbar
4. With both paragraphs selected, click the Figure P1-8: Mini toolbar and shortcut menu Font Color arrow on the Mini toolbar to display the palette of Theme Colors and Standard Colors. 5. Click on the Dark blue button in the Standard Colors row on the Mini toolbar (row 1, column 9) to change the font color. 6. Click outside the selected area to deselect the two paragraphs.
Increase Font Size button Decrease Font Size button Current font color orange border
Bold button
Dark blue
Figure P1-9: Color palette
7. Position the mouse pointer immediately to the left of the first character of the campus name. In the example, to the left of N in Neiafu. 8. Drag the mouse pointer through the last character of the text to be selected. In the example, up to the last character, that is u of Vavau. This results in Neiafu Campus, Vavau being selected.
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9. Click the Decrease Font Size button on the Mini toolbar to decrease the font size from 26 to 24 points. 10. Click the Bold button on the Mini toolbar to bold the selected text.
Saving the Presentation

1. Click the Office button to display the Office button menu. 2. Click Save. 3. Click the list down arrow in the Save As dialog box and select the drive where you saved the file. 4. Double-click the ISF21 folder to open. 5. Type Practical 9 in the File name. 6. Click Save.
Mouse pointer is an I-beam to indicate that text is to be entered at the insertion point.
Figure P1-10: Save
Terms to Learn
Placeholder Outline Pane
Action/Meaning Place where you insert the text into the window. Contains each slide title and the information in the Placeholder.
Figure T9-2: Terms To Learn
You presentation has only one slide, the title slide. You will now add more content to your presentation. 7. Click on the Outline tab and position the mouse pointer at end of your name. Press ENTER key once. 8. Right-click mouse to view Mini toolbar and the shortcut menu.
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9. Click on Promote button on the shortcut menu to promote the insertion point. This will result in a new slide as you can see in the Slide Pane. You will learn later of other ways in which you add a new slide to presentation. Figure P1-11: Promote and Demote buttons 10. Type Study Skills as title of your new slide and press the ENTER key. 11. Right-click mouse to view Mini toolbar and the shortcut menu and then click the Demote button on the shortcut menu. You can also press the tab key to demote a paragraph. 12. Type How to Study and then press the ENTER key. 13. Type How to Remember Information and then press the ENTER key. 14. Type How to Manage your Time and do not press the ENTER key. You have completed typing the title and content of slide 2. Click on the Slides tab, you can see 2 Slides thumbnails. 15. Go back to the Outline tab and continue typing the contents as in Figure P1-12 on the right. You have to repeat steps 9 to 14 to enter a slide title and its contents. At the end you should have 10 slides in your presentation. 16. Test your presentation by clicking on the Slide Show button. See Figure P1-2. 17. Click the Save button on the Quick Access toolbar to save your presentation.
Figure P1-12: Presentation Contents
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Insert a Footer We now need to insert footer to all slides except for the title slide.
1. Click Insert Tab Header & Footer. 2. In the Header and Footer dialog box, click the Slide tab if not yet selected. 3. Click the Slide Number check box to have it checked. This will show the slide number during a slide show. 4. Click the Footer check box to have it checked. This will display the footer typed in the Footer text box. 5. Type http://www.how-to-study.com in the Footer text box. 6. Click the Dont show on title slide check box to have it checked as we do not want the added footer to appear on the title slide. 7. Click the Apply All button to add the footer and close the dialog box. 8. Check your presentation by doing a Slide Show. 9. Click the Save button on the Quick Access toolbar to save your presentation.
Figure P1-13: Header and Footer dialog box
Exiting PowerPoint Once you saved your presentation, you are ready to exit.
1. Click Office button to display its menu. 2. Then click the Exit PowerPoint to close the presentation and exit PowerPoint.
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Practical 10: Customizing a PowerPoint Presentation

In this practical you will open an existing presentation to customize the slides by using the features in PowerPoint such as formatting text, inserting pictures, changing colors, and adding and deleting slides to achieve the look they wanted in addition to what you did in practical 9. The theme for this presentation is Study Skills. You will then choose the best option to view a slide.
By the end of this practical, you should be able to: Open an Existing PowerPoint Presentation Use the Save As Command Add a New Slide Delete a Slide Format Text Change the outline View View a Slide View a Slide Show
Open an Existing PowerPoint Presentation

You will need to open an existing PowerPoint presentation from your previous practical. Therefore, you need to launch PowerPoint first. 1. Start Microsoft Office PowerPoint 2007 as you have done in Practical 9. 2. Click the Open button from the Office button menu. 3. Look for the ISF21 folder to open it. 4. Double-click Practical 9 to open the presentation or select the file and click the Open button.
Figure P2-1: Open Dialog box
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Using Save As Command

You need to use save as to save the presentation with a different file name. 1. Click Office button to display its menu. 2. Click Save As button. The Save As dialog box appears. 3. Select a storage device. 4. Double-click the Folder ISF21. 5. Type Practical 10. 6. Click Save button to save.
Figure P2-2: Save As Dialog box
Adding Additional Slides

You can add a new slide to your existing presentation. In the Practical 9 you use the Outline tab to create the title and content of the 10 slides. The steps below will show you another method of adding or inserting a new slide. Do the following steps: 1. With the Slide tab being selected, scroll all the way down to the last slide (slide 10) thumbnail. Click underneath slide 10 thumbnail. Note that the insertion point is blinking at this point. 2. Click the Home tab if not yet selected, then click the New Slide button from the Slides group to display the Equity theme slide layouts. 3. Click the Title and Content layout.
4. Click in
Figure P2-3: Insert New Slide
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the title text placeholder and type Experiences. 5. Click the Save button on the Quick Launch toolbar. Note that you now have 11 slides in your presentation now. As you type the text you will see that it is automatically formatted depending on the theme you selected for your presentation.
To Delete a Slide
1. On the Slides Tab, click to select the slide that you want to delete, and either a. press the Delete key on the keyboard, or b. click Delete Slide on the shortcut menu, or c. click the Delete button on the Slides group of the Home tab. 2. If you have selected the wrong slide, click the Undo button on the Quick Access Toolbar. In this exercise, do not delete a completely. 3. On the Outline Tab, click on a slide title to select the whole slide and repeat step 1 above.
Figure P2-4: Delete Selected Slide from Slide Tab
Figure P2-5: Delete Selected Slide from Outline Tab
Formatting Text
Change the appearance of text in the slide.
1. 2. 3. 4.
Highlight or select Study Skills in Slide 1 (Title Slide). Click the Font button on the Mini toolbar to change the font to Monotype Corsiva. Click the Font Size button on the Mini toolbar to change the font size to 66 points. Click the Bold button on the Mini toolbar to bold the text.
Font
Font size Bold
Figure P2-6: Use the Mini toolbar to format your presentation
Formatted text
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Moving Text
You can also move text from one slide to another slide.
Do the Following steps:
1. 2. 3. 4. 5.
Highlight text in the content placeholder of Slide 2. Click the Cut button on the shortcut menu or on the Clipboard group of the Home tab. Position the insertion point on slide 9 content placeholder after Do your best. Click Paste button on the shortcut menu or on the Clipboard group of the Home tab. Click Undo button on the Quick Access Toolbar three times to undo moving text from slide 2 to slide 9.
Viewing the Presentation

PowerPoint provides different views which you can view, organize, rearrange and switch between while creating your presentation. Carefully examine the screen as you invoke different command view buttons. Terms to Learn
Normal View
Action/Meaning
Default view. Displays slides on the Slide Pane and can switch between Slides Tab (slides thumbnails) and Outline Tab (listed format) on the left pane. This view makes it easy to rearrange slides. Shows and runs the presentation. View and edit the speakers notes as theyll look when you print them out.
Slide Sorter View Slide Show View Note Page View
View Tab
Figure P2-7: PowerPoint Views
Normal View
The Normal View shows all the information in a presentation similar to the outline view. This view is often used for editing and creating the slides for presentations. You can also switch to normal view by clicking Normal View button at the bottom right hand corner of the PowerPoint window, Figure P2-8 below.
Slide Sorter View

Slide Sorter View displays
Figure P2-8: PowerPoint Views
miniature versions or
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thumbnails of each slide in order. This is very useful for rearranging the order of slides within a presentation.
Figure P2 - 9: Slide Sorter View
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Note Page View

In this view, you can add the speakers note to be printed for distribution to the audience. 1. Click the Notes Page button to view the speakers notes.
Notes Page Button
Speakers notes can be entered here.
Figure P2-7: Note Page View
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Slide Show
Slide show is a full screen presentation of each slide that permits you to examine the content fit to have an impact on the audience before the actual presentation.
Slide show button
Slide show button
1. Click the Slide View button on the Presentation Views group of the View tab, or click the Slide View button at the bottom right hand corner of the PowerPoint window. 2. During the Slide Show, each slide can be viewed one at a time. 3. Use the arrow keys (, ) or space bar or the left mouse to move forward one slide at a time. 4. During the slide show, use the arrow keys (, ) to go back, or click Previous on the shortcut menu. 5. Press ESC key to end the slide show. There are other ways you can find out later. 6. Click the Save button on the Quick Access toolbar to save your presentation. 7. Click the Office button to display its menu. 8. Click the Exit PowerPoint button to exit PowerPoint. Congratulations! You have just viewed your presentation.
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Practical 11: Enhancing Slides Presentation

In this practical you will enhance your presentation by adding animation to text, graphics and building effects into the slide. You will have the chance to present your PowerPoint presentation to your tutor in class.
By the end of this practical, you should be able to: Create a Presentation from Scratch Add Text to the Title Use Word Art Insert Additional Slides Move the Slide to a New Location Save Your Slides Add Clip Art and Animation Exit the Presentation
Start PowerPoint
Do the following steps: 1. Use the steps learned in the Practical 9 and 10, to start Microsoft Office PowerPoint 2007. 2. As in Practical 9, click on the Design tab and then select a theme of your choice from the list of built-in themes available. 3. In my example I am selecting the Trek theme.
Figure P3-1: Blank Presentation
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Add Text to the Title Slide

Do the following steps: 1. Click the label, CLICK TO ADD TITLE, located inside the title text placeholder. 2. Type THE WONDERFUL HOLIDAY and do NOT press the ENTER key. 3. Click the label, Click to add subtitle, located inside the subtitle text placeholder. 4. Click the Bullets button dropdown arrow and then click Arrow bullets. See Figure P3-2. 5. Type Family Visit and then press the ENTER key. 6. Type Beautiful Place and do not press the ENTER key. 7. Click outside the subtitle text placeholder to deselect it.
Figure P3-2: Arrow Bullets
Figure P3-3: Title Slide Texts
Using WordArt Styles

You can replace the title text of your presentation with a WordArt Style of your choice. There are many WordArt Styles you can apply. The steps below show an example. Do the following steps: 1. Triple-click the paragraph, THE WONDERFUL HOLIDAY, to select the paragraph. 2. Click the Format tab, under the Drawing tools. 3. From the WordArt Styles, click Text Effects Transform, and then click Double Wave 1, under the Warp category. See Figure P3-4 on the right.
Figure P3-4: WordArt Styles Text Effects
3
Effect of Double Wave 1
4 Double Wave 1
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4. Click the WordArt style More button to visual style for text. Figure P3-5. 5. Click Gradient Fill, Accent 6, Inner Shadow from Applies to Selected Text category. Figure P3-6. 6. Deselect text by clicking outside.
1 2
Figure P3-5: WordArt Styles More button
Figure P3-6: Word Art
Insert Additional Slides

Do the following steps: 1. With the Slides Tab being selected on the left hand side pane, right-click under the title slide and the click New Slide on the shortcut menu. A new slide will be inserted with a Title and Content layout. See Figure P3-7.
1 2
Figure P3-7: New Slide
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2. Add two more slides but this time using the New Slide button, from the Home tab Slides group. Select a Title and Content layout for the first slide and the other with a Two Content layout.
1 2
Figure P3-8: New Slide Layouts
Move a Slide to a New Location

You can rearrange your slides in Slide Sorter View or in Normal View with Slides Tab selected. In both cases you can view thumbnails of the slides. You can easily move a slide from one place to the other. However, there are two ways to switch to Slide Sorter View: i. Click the Slide Sorter button on the Status bar, bottom right-hand of the PowerPoint window. ii. Click Slide Sorter button on the Presentation Views group of the View tab. Do the following steps: 1. Switch to Slide Sorter View. 2. Click and hold slide 2 to be selected and drag it past the last slide. 3. A vertical line appears where the slide will be placed. Release the mouse and the slide appears in its new position. 4. Switch back to Normal View.
Save your slides

While you are working on a presentation, it is a good idea to save your work regularly. Your presentation should have 4 slides including the title slide. The other 3 slides are still blank. Do the following steps: 1. Save your work to your flash drive, if you have one. Otherwise save your presentation to any other storage of your choice as you have done in the previous labs. 2. Name your presentation as Practical 11.
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Adding Clip Art and Animation

Pictures and animation can draw the attention of the reader or the audience to your presentation. PowerPoint has a library of images (called clip art) from which you can choose from. You can even download images from the Web.
Add a Clip Art

1. Click to select Slide 3. This is the slide with the Two Content layout. Note slides 2 and 4 both used the Title and Content layout. 2. Click on slide 3 title text
placeholder.
3. Type Family Visit. 4. On the left side of slide 3, point and click on the Clip Art icon. The Clip Art task pane opens on the right-hand side of the PowerPoint window. 5. On the Clip Art task pane search text box, type transportation, and then click the Go button to search for clip art images. 6. A message window which says: Do you
want to include thousands of additional clip art images and photos from Microsoft Office Online when you search? You can change this setting at any time by using the Search in list on the Clip Art task pane. Click the No button to limit the
4 5
search to your computer only. 7. Point to the bus image and click on the arrow Figure P3-9: Insert Clip Art on the right of the image. Then click Insert from the drop down menu, to inset the image. You may have to resize and reposition the bus image to fit as much space as possible on the left side of the slide. 8. Click the Close button of the Clip Art task pane to close this pane. 9. Click the Save button on the Quick Access toolbar to save your presentation.
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Animate a Clip Art

With PowerPoint you can add animation to your slides. For example, you can make an image fly at the click of a mouse. We are going to use the Animations tab and its groups of related commands. The Animations tab has 3 groups: Preview, Animations and Transition to This Slide.
Figure P3-10: Animation tab and its 3 groups
1. Select the slide with the bus image. 2. Click the bus image to be selected. 3. Click Animate Drop-down list and select Fly in. By default there are only 3 listed: Fade, Wipe and Fly In. There are other animations available as well as you can change the way the 3 listed animations behave. Click on Custom Animation. This will open the Custom Animation task pane from which you can add other animations as you would like. 4. Click the Preview button to preview the effect of the animation.
Figure P3-11: Animation list
Animate a Text
You can also apply animation to texts such as appearing as if being typed letter by letter by a typewriter. 1. Click to select slide 2 which uses the Title and Content layout. 2. Click the label, CLICK TO ADD TITLE, in the title text placeholder and type BEAUTIFUL PLACE. 3. Click the label, Click to add text, in the content text placeholder and type Disney Land. You may add more text of possible beautiful places to visit. 4. Click on Custom Animation button to open the Custom Animation task pane. 5. To animate the title, click anywhere on BEAUTIFUL PLACE. 6. Click the Add Effect button Entrance More Effects Moderate category. 7. Click to select Color Typewriter and then click OK button to close. 8. Click the Preview button to preview the effect of the animation. See Figure P3-12. 9. You may add an animation of your choice for the content of slide 2. 10. Click the Preview button to preview this effect as well.
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3 4 5 8 1 6
7 8
Figure P3-12: Animate texts
Viewing a Presentation
You can use all of the PowerPoint special effects and features to make your presentation more exciting and interesting. 1. Click on Slide Show button to view your presentation. 2. Use the Arrow keys on the keyboard to navigate from slide to slide. This view is called Slide Show View. 3. Press the Esc key at any time to end the slide show. 4. Click the Save button to save your work.
Printing a Presentation
You can print your entire PowerPoint presentation slides, an outline, notes pages, or audience handouts. 1. From the Office button menu, click on Print. The Print dialog box appears. 2. Select what you want to print in the Print What list box at the bottom of the dialog box. 3. Click OK to print.
Exiting the PowerPoint

1. Click Exit PowerPoint button from the Office button menu to exit.
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Practical 12: An Introduction to Microsoft Office Access

In this practical you will be introduced to the basic structure of building a database, entering and saving data that will contain records of a car business database.
By the end of this practical, you should be able to: Launch Access Familiarize yourself with the Access Window Environment Create a Table Structure Enter the Data Set Validation Rule Save Tables Enter Data Exit Access
Launching Microsoft Access

A database is like a huge electronic filing systems that contains large data collected from employees, students, clients, inventory and others. Microsoft Access permits you to design and create an electronic filing system to keep all the records of individual and any other useful information for later retrieval and editing of important information. Terms to Learn
Database Table Record Field
Action/Meaning Collection of tables with related information. A Group of related data organized in fields (columns) and record (rows). A group of related fields. Contain particular data that is being recognized by a unique field name, such as Employee Id Number.
Before you start or launch Microsoft Access you need to create a new folder inside your ISF21 folder and name it Practical 12. You will save your database files inside this folder. Do the following steps: 1. 2. 3. 4. 5. 6. Double-click My Computer icon to open. Locate the storage on which you have saved the ISF21 folder. Double-click ISF21 folder to open. Click on File from the Menu bar. Point to New and then click on Folder. A New Folder appears. Type Practical 12 to rename the new folder.
You are now ready to start or launch the Microsoft Access application. Do the following steps: 1. On your desktop locate and double click the Microsoft Access icon, or Click the Start button from the task bar All Programs Microsoft Office then click on Microsoft Office Access 2007. See Figure A1-1 on the next page.
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Could have click here!
3 2
Figure A1-1: Launching Microsoft Access.
Getting Started with Microsoft Office Access

The first window you will see is the Getting Started with Microsoft Office Access screen. Figure A1-2 below shows some of the details.
Blank document button
List of recently opened databases (none at the moment)
available template categories
Some available templates
Link to additional training, templates and other information
Figure A1-2: Getting Started with Microsoft Office screen
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Creating a Database
In Access, all tables, reports, forms, and queries that you create are stored in a single file called a database. So you create a database before creating these objects. To Create a Database using the Blank Database option: 1. If you know the tables and fields you want in your database, click on the Blank Database button. To Create a Database using a Template: 1. Click the template you wish to use. If template is not visible, double-click on an appropriate link in the Template Categories pane to display the desired template. 2. Click the template you wish to use. 3. Enter a file name (or accept the suggested file name) and select a location for the database. In this case save to the Practical 12 folder. 4. Click the Create button to create the database or the Download button to download the database and create a database, if necessary.
Planning your Database structure

Before deciding to create a database, you must plan the database structure. For example, you must decide how many tables you need. You will create a database for Crazy Cars Company named Crazy Cars database. This database has only one table named Car. Now you must decide what the fields that the table Car can have and the type of data it will hold (text, numbers, currency, date) and its size. Please note a real database consists of many tables and very complicated than our simple Car example. Now you are ready to create the database and the table and input the data entry, as shown in Table T12-2 below. CAR TABLE Field Name CarReg CarModel CarColor CarPrice CarYear Data Type Text Text Text Currency Date/Time Size 5 20 20 Auto Auto Description Car registration Car Model Car Color Price of the Car Year make
Table T12-2: Car Table Structure
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To Create a Database
1. Because you know the tables and fields you want for the Crazy Cars database, click the Blank Database button to create a new blank database. Then follow the steps in the figures below.
1. Blank database
3. Click on this
button to locate a storage location for your database. The File New Database dialog box opens.
2. Type Cracy Cars to replace

Database 1, the suggested file name.
4. Click on the drop-down arrow,

and then find the location of the Practical 12 folder.
5. Click on the drop-down

arrow, and then find the location of the Practical 12 folder.
6. Click OK button to close the

File New Database dialog box.
7. File name is Crazy Cars.accdb.

Note the .accdb file type.
8. File location.
9. Click the Create button

to create a database with the file name stated.
Figure A1-3: Create a database
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Microsoft Office Access Window

Now the main access window appears, similar to Figure A1-4 below. You should now familiarize yourself with most of the items that are shown in the Access window.
Title bar
Access close button
Database name is Crazy Cars. Table1 close button A new table is automatically created.
Table appears in datasheet view. NAVIGATION PANE ACCESS WORK AREA with one table open
Datasheet View button is selected when first used Access.
Figure A1-4: Microsoft Access Window opens
The Access window has some familiar 2007 applications where others are unique to To Close Table1:
components common to other Microsoft Office Access itself.
1. Click on the Table1 Close button to close Table1 without saving. The main area below the Ribbon and above the status bar is split into two areas as in Figure A1-4 above: 1. The Navigation Pane on the left, contains a list of objects (tables etc.) you can access in the current database. 2. Access Work Area the main work area for Access where you work on objects listed on the navigation pane.
Microsoft Office Access Ribbon

The Ribbon, as with the other Microsoft Office 2007 programs, is the control center in Access. The ribbon contains tabs, groups, and commands. Each tab surrounds a collection of groups, and each group contains related commands. There are four top-level tabs: Home, Create, External Data and Database Tools.
Home Tab Top-level tabs Groups Access Help
Figure A1-5: Microsoft Access default Ribbon
119
Figure A1-6: Microsoft Access minimized Ribbon
Getting On-Screen Help

Search button
Access provides an easy access to information and help. Do the following steps:
Type keyword or phrase
1. Click on the Help button, , just below the Close button. See Figure A1-5, previous page. 2. Access Help dialog box opens. 3. To search for help, you can type keyword or phrase on topics you need help in and then click the Search button, or you can Browse Access Help major topics.
Browse Access Help
Offline Help
To Create a New Table

Do the following steps: 1. Click on Create tab to open. 2. On the Tables group, click Table Design button.
Figure A1-6: Microsoft Access Help
We now want to create the only table (Table T12-2, page 117) for our Crazy Cars database.
1. Create Tab
2. Table Design
Figure A1-6: Create a Table in Design View
120
3. A new Table in Design View will open in Access Work Area.
1. Top pane
2. Bottom pane
Figure A1-7: New Table in Design View
Table in Design View

Design View allows you to define the fields in the table before adding any data to the datasheet. Terms to Learn
Top pane Bottom pane F6
Action/Meaning Enter field name, data type and field description. Specifying field properties. Switch between panes.
Figure T12-3: Terms To Learn
Enter the information in the CAR TABLE shown in Table T12-2, page 117 in the Table Design by following the steps below. Figure A1-8 below shows the completed table being entered.
Figure A1-8: Car Table data entry in Design View
121
Do the following steps: 1. Type a Field Name and then press ENTER key. The insertion point moves to the Data Type field. 2. Click the dropdown arrow and select the required data type from the list then press ENTER key. Click on arrow 3. On the Description field type an appropriate description. Press to view dropdown list on ENTER key to move to the Field Name. left. 4. Repeat steps 1 to 3 to enter the information about first 4 fields: CarReg, CarModel, CarColor and CarPrice. 5. For the last field, CarYear, steps 1 and 3 are as before, but for step 2 after selecting Date/Time for the Data type, press F6 to move to the bottom pane. 6. Selecting the General tab, and on the Format property, click on the down arrow. Figure A1-9: Access Data Types 7. Click on the drop down arrow list in the Format row. There are options available to choose from as shown in Figure A1-10 below. 8. Click on the Short Date option in the list. 9. Press F6 three times, type Year car was built in the Description field and then press ENTER key.
1. Press F6 after
selecting Date/Time
2. Click here to see

dropdown list of date format.
3. Select Short Date.
Figure A1-10: Date/Time Format Option
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The table below lists some of the properties that can be set for a particular field. Terms to Learn
Validity Checks Input Mask Default Value Validation Rule Required Primary key
Action/Meaning Controlling the appearance and validity of the data. A format for all data to be entered. A value that is provided by the computer. A rule that limits the values being entered. Data or value that must be entered into this field. Uniquely identifies each record.
Make further Settings to some Field

We want to ensure the user will enter a value for the CarModel field and restrict the size to 20. Do the following steps: 1. Click the CarModel field name. 2. On the bottom pane, under the General tab, click the Field Size property and change the value from 255 to 20. 3. An on the Required property, click the drop arrow. 4. Click Yes to change Required property value from No to Yes. Your screen should look similar to Figure A1-11 below.
3. Required current
value is No.
1. CarModel field
selected
2. Field Size set to

20
4. Click dropdown Figure A1-11: Field size property set to 20, Required property Yes
arrow, and then select click to select Yes.
We also want to set validation rule of the price of cars to $10,000 or more value. Do the following steps: 5. Click on the CarPrice field name. 6. Go to the bottom pane, under the General tab, click the Validation Rule property field. 7. Type >=10000 8. Click the Validation Text property field. 9. Type Car price cannot be less than $10,000 This validation checks that the car price cannot be less than $10, 000. Your screen should be similar to Figure A1-12 right.
1. CarPrice field
selected
2. Update Validation
Rule value to >=1000
3. Validation Text
describes the Validation Rule.
Figure A1-12: Validation Rule
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Saving the Crazy Cars Table

You must save your table for later retrieval of data. Do the following steps: 1. Click the Save button on the Quick Access Toolbar. A Save As dialog box appears as shown in Figure A1-13 below. 2. Type Cars and the click OK button to complete.
1. Click Save button
3. Click OK button
2. Type Cars Figure A1-13: Save As dialog box
3. A Microsoft Office Access message box appears, warning that your database has no primary key.
Figure A1-14: Primary key warning
4. If you click the Yes button. Microsoft Access saves the Cars table and automatically creates a primary key called ID and assigned a Data Type of AutoNumber.
1. New field ID is the

primary key
Figure A1-14: Primary key created automatically
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5. If you click the No button in step 3, Cars table will be saved without a primary key. So click the Cancel button and create your own primary key. We want the Car Registration (CarReg) field to be used to uniquely identify each car so we make CarReg the primary key. It is important that you define or create a primary key for every table in your database. The primary key can be made up of one or more fields. 6. Click on CarReg to be selected. 7. Click on the Primary Key button under the Design tab, Tools group. 8. The Primary Key icon or symbol appears next to the CarReg field name. This implies that CarReg is now the primary key.
1. Click to select
CarReg field
2. Click the Primary

Key button
3. Primary Key icon

or symbol appears
Figure A1-15: Creating the primary key for the Cars table
9. Repeat steps 1 and 2 in the previous page to complete saving the Cars table. Cars table will appear on the Navigation pane. 10. Click on Close Cars button to close the Cars table. 11. Now click the Office button to open the Office menu, and then click on the Exit Access button to exit Access.
To Open an Existing Database

Now you have created a database with only one table. This section shows how you can open an existing database. Do the following steps: 1. Start or Launch Microsoft Office 2007 as described pages 115 and 116. 2. You can now see on the Open Recent Database pane of the Getting Started with Microsoft Office Access, the Crazy Cars database and its location. 3. Click the link to open the Crazy Cars database.
1. Recently
created databases are now listed.
2. Click to open
database.
Figure A1-15: Updated Open Recent Database pane
125
4. You may see something similar to Figure A1-16 below.
4. Security
Warning bar
1. Name of database
5. Click the Options button to

enable the contents of this database.
2. Cars table in the

Navigation pane.
4. Access Work Area

is currently empty.
Figure A1-16: Crazy Cars database opens
5. If you see the Security Warning bar, click on the Options button (see Figure A1-16 above). Follow the steps in Figure A1-17 below to enable the contents of the Crazy Cars database. Ignore this step and the next one if you do not see the Security Warning bar.
1. Click this option
2. Click OK button to
close this dialog box
Figure A1-17: MS Office Security Options
6. The Security Warning bar now disappears. 7. Now double-click the Cars table in the Navigation pane to open the table in Datasheet View. Or click open from the shortcut menu. You are now ready to enter data to your table.
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Data Entry
Once the table structure or design has been done, you are ready to input or enter data to the Cars table. Do the following steps: 1. Enter the first record. In the CarReg field type DY230 and press the ENTER key once. 2. Leave the CarModel field blank by pressing the ENTER key once again. 3. Now before entering anymore data, click on the Save button on the Quick Access toolbar to save the Cars table and the database. 1. No entry on CarModel field 4. A warning message appears which says You must enter a value in the Cars.CarModel field. The Cars.CarModel in the message is a common way of writing a table and its field in databases, which simply means that Cars is the name of the table and it has a field called CarModel. If you recall we set the Figure A1-18: Required value error message Required property value of the CarModel to Yes, which simply means that a value is required for this field and it cannot be empty or be left blank. 5. Click the OK button to close the error message. 6. Go back to the CarModel field and type Suzuki and the press the ENTER key once. 7. In the CarColor field, type Black and the press the ENTER key once. 8. In the CarPrice field, type 9000 and the press the ENTER key
1. Car price, $9,000 <= $10,000
once. Please note that there is no need to type the $ sign and the comma (,) symbol as the value is automatically formatted to Currency if valid.
9. Another error or warning message appears, Figure A1-19 on the right. Figure A1-19: Data validation error message This time it is because the price of the car entered is less than $10,000. See page 123 when we make changes to the CarPrice properties. 10. Click OK button to close error message. 11. Now in the CarPrice field, type 10900 and the press the ENTER key once. 12. Now in the CarYear field, you can type 2/23/1995 (a Short Date format) and the press the ENTER key once, or you can click on the Calendar button, just to the right of the CarYear field. Use the displayed calendar to pick the date the car was built.
1. Click the Calendar
button to display the calendar.
2. Use the left arrow to find

the date the car was built.
Figure A1-20: Using the calendar
127
13. Now the insertion is in the second row, ready for you to continue typing or entering the remaining records. Complete entering data as in Figure A1-16 below.
Figure A1-16: Data entered into the Cars table
Exit Access
14. Click the Save button to save any changes made to the Cars table. 15. Click Office button and the click on the Exit Access button to exit Access.
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Practical 13: Creating Web Pages [Optional]

In this practical, you will learn how to create a Web site using Microsoft Office Publisher 2007.
By the end of this practical, you should be able to Create a New Web Site Apply Background Add Pictures Save Document as Web Pages Insert Hyperlinks Edit Hyperlinks Preview Web Site
What is a Microsoft Office Publisher 2007?

Microsoft Office Publisher 2007 is one of the programs that come as part of the Microsoft Office 2007 suite. The installation of Office 2007 suite shown in Figure P1-1, shows Access, Excel, InfoPath, Outlook, PowerPoint, Publisher and Word. You have learned the basics and how you can use Access, Excel, PowerPoint and Word up to now. In this lab we will have a first-hand look at Publisher. I am sure on your own time you can explore how you can use the remaining programs: InfoPath and Outlook. There are numerous tutorials available on the Web.
Microsoft Office 2007 Suite of applications
Figure P1-1: Microsoft Office Publisher 2007
It is important that you have a good knowledge of using Word, a word processing program/software/application, before you attempt this practical. Microsoft Office Publisher 2007 is desktop publishing software. Publisher is an application that allows you to create professional quality newsletters, brochures, flyers, postcards, calendars, award certificates, calling cards, paper airplanes, origami, Web sites and a whole lot more great things. After this introduction to Publisher, you can then try to use Publisher to create the Birthday document in practical 5. See Computing Essentials Chapter 4 Specialized Applications for more details.
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Creating a New Web Site

By now I am sure you have visited various Web sites on the World Wide Web through the Internet. Web sites are stored on computers called Web servers somewhere on the Internet. A Web server basically can host more than one Web site. Each Web site consists of a number of related Web pages. You can access or view these Web pages using a Web browser such as Internet Explorer, Netscape, Firefox, Chrome and Safari. Terms to Learn
Home Page Hyperlink HTML Internet WWW Web browser
Action/Meaning The first page to view on a web site. The highlighted text or graphics used to link to other web pages. Hypertext Markup Language. Web pages are made up of html codes and content of the page. A computer network that connects computers to share resources. World Wide Web. Software or a program or an application used to view Web pages. Browsers interpret the html codes on how to display Web pages.
Table T13-1: Terms to know while creating a Web Page
We will be using Microsoft Office Publisher 2007 to easily create a Web site. Do the Following steps: 1. Click the Start button on the task bar. 2. Click All Programs Microsoft Office and then Microsoft Office Publisher 2007. 3. The Microsoft Office Publisher 2007 screen opens. Figure P1-2 General Templates from the task pane on the right. The look is similar to the old Office 2003 look.
Microsoft Publisher Task Pane Main Menu
Recent Publications Task Pane
Web Sites Publications Type
Main Start Screen
Figure P1-2: Publisher Start Screen
130
4. Now click on Web sites category button as in Figure P1-2. 5. Web Sites templates screen appears. You can access online templates from Microsoft Office online or installed templates on your computer. Under the Newer Designs templates, click on the PhotoScope template to be selected. Of course you can pick any template but for this exercise we will use PhotoScope. Pick any other template if PhotoScope is not available even from the Classic Designs templates.
Web Sites Templates PhotoScope Template Preview
Customize PhotoScope Template
PhotoScope Template
Create button
Figure P1-3: Web Sites Templates
6. Click the Create button on the bottom right hand of the screen as in Figure P1-3. 7. A new Web site is created with only one page. See Figure P1-4 below. The Easy Web Site Builder dialog box opens to allow you to add additional Web pages to your Web site. You can also add individual Web pages as you wish later on. Click to select the first three check boxes. See Figure P1-5 next page.
Publisher Tasks Current Publisher Tasks Format Publication Standard toolbar Formatting toolbar
Web site with Home page only Objects toolbar
Figure P1-4: New Web Site created with one page Home page
131
Single Web page
Check boxes selected or cheeked
Multiple Web pages
With the check boxes cheeked this indicates the creation of multiple Web pages 10 Web pages altogether
Figure P1-5: Easy Web Site Builder dialog box
8. Click OK button to close the dialog box. 9. Publisher has now completed creating the main structure of your Web site with 10 Web pages as in Figure P1-6 below.
Main menu Name of Publisher file
Floating Web Tools toolbar
Tabs indicate 10 Web pages has been created altogether. You can navigate between Web pages by clicking on a tab.
Figure P1-5: Completed Web Site
10. Before continuing, you need to save you publication. Click File from the Main Menu Save or Save As. 11. On the Save or Save As dialog box, look for your ISF21 folder.
132
12. Once you find the ISF21 folder, click on the Create New Folder button or press ALT + 4, to create a new folder and name it as Practical 13. 13. In the File Name field, type Pangai Car Dealer as the name of your Publisher files. Note the change in file name on the title bar. 14. Click Save button to save.
Publishers Toolbars
Before making any changes to your Web site such as adding your own information, formatting and so on you need to familiarize yourself with the various toolbars displayed in the main Publisher window immediately after you create your Web site, see Figure P1-5. These toolbars provide quick access to some of the commands (buttons) available in the Main menu. The easiest way to find out about a button on a toolbar is to point at the button until you see the ScreenTip. The ScreenTip often gives the name of the button and possible key combination to initiate the same command if available. Standard toolbar
Objects toolbar
133
Connect toolbar
Publisher Tasks Pane
Web Tools toolbar
To Exit Publisher
Before you continue, you exit or close Publisher and restart Publisher to reopen your Web site created. Do note you saved file is still a Publisher file, not yet a Web site that can be hosted in a Web server. Do the Following steps: 1. Click File on the Main menu. 2. Either click Exit button, or Press ALT + F4, or Click the Close button on the title bar.
134
To Open an Existing Publisher File

You will now try to open the Pangai Car Dealer Publisher file. Do the Following steps: 1. Start or launch Microsoft Office Publisher 2007 as explained at the beginning of this practical. 2. The Microsoft Office Publisher 2007 screen opens as shown in Figure P1-6 below. It looks similar to before but with the Pangai Car Dealer file listed in the Recent Publications task pane.
Pangai Car Dealer is now listed in the Recent Publications.
Figure P1-6: Publisher Start Screen with Pangai Car Dealer
3. Click once on the Pangai Car Dealer file icon to open the file in Publisher again.
135
To Preview your Web Site

Although you havent added any information yet to Web site, it is a good idea to view your current Web site on your computers default Web browser and see how it looks, how it behave as well as how you can navigate through the number of Web pages created so far. Do the Following steps: 1. Click on the Web Page Preview button on the Web Tools toolbar.
Web Page Preview button on the Web Tools toolbar.
Figure P1-6: To Preview Web Pages on browser
2. Below is a preview of the Web sites home page in Mozilla Firefox. Note the name of the home page file index.htm. See the navigation bar.
Navigation bar
Must move the scroll bar down to view the bottom half of the home page
Top half of home page
Bottom half of home page
Figure P1-7: Preview of Home Page in Mozilla Firefox
136
3. Do note the following: a. Navigation toolbar shows the name of the Web page and its location. In the above Web page is the home page. File name is index.htm.
Figure P1-8: index.htm and its path
b. Home page navigation bar.

Home link is inactive, denoted by color of bullet and mouse pointer does not change shape when pointed to. This indicates that this is the current page, the Homepage. About Us is an active link denoted by color of bullet. The other two are similar. Mouse pointer changes shape to that of a pointed index finger when pointed to. This indicates that this is the current page, the Homepage.
Figure P1-8: Web site navigation bar
4. Take time to click on your Web sites navigation bar to visit the other pages.
Editing your Web Site Business Information

Now go back to Publisher 2007. If you click at the tabs at the bottom of the Publisher window through tab (or Web page) 1 to 10, you will note a consistent look in all the Web pages at the top of each Web page as in Figure P1-9 below.
Figure P1-9: What can be found on almost all Web pages
You can edit each page one by one, which is very inefficient you have a big Web site with many Web pages. You can change this once by following the steps below. Do the Following steps: 1. Click Insert Business Information button on the Web Tools toolbar. 2. The Business Information will be displayed on the Publisher Tasks pane, replacing the Format Publication.
137
3. Click Change Business Information link at the bottom of the pane. See Figure P1-10. 4. The Create New Business Information Set dialog box opens. 5. Change the default values as follows. See example as in Figure P111: a. Individual Name: Your full name b. Tagline or motto: Make up one c. Job position or title: Manager d. Organization name: Pangai Car Dealer e. Address: Add yours or make up one f. Phone, fax, and e-mail: Add yours or make up one g. Logo: leave it as it is but you now know where to change it or if you have a logo, then use it h. Business Information set name: Your first name
Figure P1-10: Business Information - current
Figure P1-11: Editing Business Information example
6. Click Save button to save the new Business Information and to close the Create New Business Information Set dialog box. 7. The Business Information dialog box opens to allow more editing of any Business Information set. With your name currently selected, click on the Update Publication button to update information on your Web site pages. See Figure P1-12.
138
Figure P1-12: Editing Business Information Update Publication
8. Note the header of your Web pages will be updated. See Figure P1-13 below.
Note that these two has been updated.
This could have been updated as well if you have changed the logo image. Click here to update the navigation bar.
Figure P1-13:Update Web Site Header
9. Click Save button on the Standard toolbar to save the changes you have made so far.
Editing your Web Site Navigation Bar

In order to fit the business associated with your Web site, you need to change the Product List on the Main and Bottom Navigation bars to Cars Available. Do the Following steps: 1. Click Insert Navigation Bar Exiting to open the Insert Existing Navigation Bar dialog box. 2. The Insert Existing Navigation Bar dialog box has two navigation bars the main and the bottom navigation bars.
139
Figure P1-14: Insert Existing Navigation Bar dialog box
3. Click to select the Bottom Navigation Bar as in Figure P1-14. 4. To edit the Bottom navigation Bar click the Edit button to open the Navigation Bar Properties dialog box. 5. Click Product List in the list box to be selected, and then click the Modify Link button.
Figure P1-15: Navigation Bar Properties dialog box
6. The Modify Link Bottom Navigation Bar dialog box opens.
Figure P1-16: Modify Link Bottom Navigation Bar dialog box
7. With Page 4. Product List selected, click on Text to display text box and type Cars Available in place of Product List.
140
8. Similarly, click on Change Title button to also change the title of the page to Cars Available. 9. While still in the Modify Link Bottom Navigation Bar dialog box, also change Product Detail to Car Detail both for pages 5 to 10 by clicking on the Change Title button. 10. Click OK button to close the Modify Link Bottom Navigation Bar dialog box. 11. Click OK button to close the Navigation Bar Properties dialog box. 12. Repeat steps 3 to 11 for the Main Navigation Bar. 13. Click Cancel button to close the Insert Existing Navigation Bar dialog box. 14. Note the update on the Web pages. 15. Click Save button on the Standard toolbar to save the changes you have made so far.
Editing your Web Site Contents

We now need to add some contents to your Web site. Do the Following steps: 1. On each page, follow the instructions given, to add text as well as picture to replace the existing one. 2. Then change the picture. Right-click the existing picture, on the shortcut menu, click on Change Picture, and then on Clip Art or From File. Do look for good picture from the Web.
Figure P1-17: Change a picture
3. Page 4: a. Change the title Product List to Cars Available b. Follow the instructions given. c. Change Product Name 1 to 6, to an appropriate car name. d. Change the images, using car images in place. 4. Pages 5 to 10: a. Change title Product Detail to Car Detail. b. Change Return to Product List to Return to Cars Available c. Check that the link still work to go back to Cars Available.
141
5. Save your work regularly. You can additional contents, formatting, and pictures as you wish until you are satisfied with your Web site.
Publish to the Web

Do note at this stage the file you are working on is a Publishers file format and cannot be viewed by any browser. What happen when you do a Web Page Preview, Publisher generates the HTML files and display them in your default Web browser. Do the following in order to complete the process of creating your Web site. Do the Following steps: 1. Click Publish to the Web button on the Web Tools toolbar. 2. A Publish to the Web message box appears.
Figure P1-18: Publish to the Web message
3. To publish your Web site for real you need to subscribe to a Web hosting provider as stated in the message. As this is only a practical, you just need to save your Web site to your ISF21 folder. 4. Click OK button to continue. 5. The Publish to the Web dialog box opens. Look for your ISF21 folder and open Practical 13 folder. See Figure P1-19. Note also at this stage there is only one file in this folder, Pangai Car Dealer.
1. Practical 13 under the ISF21 folder.
2. index is the default name for your home page.
3. Click here to save your Web site.
Figure P1-19: Publish to the Web - save
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6. Another Microsoft Office Publisher message box appears, describing the type of HTML files created. Click OK button to continue after reading the message.
Figure P1-20: Publish to the Web message
7. Figure P1-21 below is a message that appears while Publisher run through the Publish to the Web conversion.
Figure P1-21: Message while publishing
8. If you check your Practical 13 folder you will two additional items to it in addition to the Pangai Car Dealer.pub file. A file named index.htm and a folder called index_files. Open the index_files, it contains all image files, pictures, and the rest of the HTML files. Index.htm is the home page. If you do decide to delete your Web site, simply delete the index file. The file and the associated folder will be deleted together.
Figure P1-22: Files in Practical 13
9. Double-click the index.htm file to view your Web site on a browser. 10. Further editing, you need to go back to the Publisher file. 11. You can now exit Microsoft Publisher 2007.
References: 1. http://windows.microsoft.com/en-US/windows-vista/Windows-Basics-all-topics 2. http://office.microsoft.com/en-us/support/getting-started-with-microsoft-office-2007FX101839657.aspx?redir=0
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Practical 1: Introduction to Microsoft Windows

Familiarizing Yourself with the Components of a Microcomputer

Table T1-1: Terms to Learn

Practical 1: Introduction to Microsoft Windows

Figure IN1-1: Components of Microcomputers

Starting Microsoft Windows

Table T1-2: Log-in Terms to Learn

Practical 1: Introduction to Microsoft Windows

Task Bar Start Button

Figure IN1-2: Windows Desktop Screen

Practical 1: Introduction to Microsoft Windows

Practical 1: Introduction to Microsoft Windows

Figure IN1-4: Moving a mouse on a mouse pad .

Pointer Shapes Action/Meaning

Practical 1: Introduction to Microsoft Windows

Figure IN1-5: Type of mouse pointer in My Computer

Practical 1: Introduction to Microsoft Windows

Figure IN1-6: Recycle Bin Window

Practical 1: Introduction to Microsoft Windows

Figure IN1-7: A typical keyboard

Figure IN1-8: Arrangement of keys in a typical keyboard

Practical 1: Introduction to Microsoft Windows

Figure IN1-9: Task bar short cut menu

Practical 1: Introduction to Microsoft Windows

Figure IN1-10: Tile Windows Vertically (Paint and Notepad)

Switching between the two Windows

Resizing the Windows

Table T1-6: Terms to Learn

Practical 1: Introduction to Microsoft Windows

Figure IN1-11: Resizing Notepad Window

Practical 1: Introduction to Microsoft Windows

Using the Help Program

Figure IN1-12: Windows XP Start Menu

Figure IN1-13: Help and Support Center Window

Practical 1: Introduction to Microsoft Windows

Practical 2: Managing Files with My Computer

Table T2-1: Terms to Learn

Practical 2: Managing Files with My Computer

Practice with the keyboard keys

Figure IN2-1: Typing Area & Numeric Keypad of a Keyboard

Do the following steps:

Practical 2: Managing Files with My Computer

14. 15. 16. 17. 18. 19. 20.

Figure IN2-2: Details View

Practical 2: Managing Files with My Computer

Figure IN2-3: My Computer

Figure IN2-4: New Folder

Practical 2: Managing Files with My Computer

Figure IN2-5: A New Folder

Figure IN2-6: Details View

Practical 2: Managing Files with My Computer

Practical 2: Managing Files with My Computer

Practical 3: Introduction to Microsoft Word

Launching or Starting the Microsoft Word Application

Table T3-1: Terms to Learn

Practical 3: Introduction to Microsoft Word

end of file marker

Scroll Arrow Draft View

Figure W3-1: Microsoft Office Word 2007 Window

top level tabs

Practical 3: Introduction to Microsoft Word

Below is a minimized Ribbon with only the top-level taps.