Information Communication Technology

Introduction - what is ICT?

You see the letters ICT everywhere - particularly in education. But what does it mean?
ICT is an acronym that stands for Information Communications Tecnology. However, apart from explaining an acronym, there is not a universally accepted defininition of ICT? Why? Because the concepts, methods and applications involved in ICT are constantly evolving on an almost daily basis. Its difficult to keep up with the changes - they happen so fast. ICT is a broad and fast-changing subject. Lets focus on the three words behind ICT: - INFORMATION - COMMUNICATIONS - TECHNOLOGY A good way to think about ICT is to consider all the uses of digital technology that already exist to help individuals, businesses and organisations use information. ICT covers any product that will store, retrieve, manipulate, transmit or receive information electronically in a digital form. For example, personal computers, digital television, email, robots. So ICT is concerned with the storage, retrieval, manipulation, transmission or receipt of digital data. Importantly, it is also concerned with the way these different uses can work with each other. In business, ICT is often categorised into two broad types of product: (1) The traditional computer-based technologies (things you can typically do on a personal computer or using computers at home or at work); and (2) The more recent, and fast-growing range of digital communication technologies (which allow people and organisations to communicate and share information digitally) Let's take a brief look at these two categories to demonstrate the kinds of products and ideas that are covered by ICT: Traditional Computer Based Technologies These types of ICT include: Application Use Standard Office Applications - Main Examples Word processing E.g. Microsoft Word: Write letters, reports etc Spreadsheets E.g. Microsoft Excel; Analyse financial information; calculations; create forecasting models etc Database software E.g. Oracle, Microsoft SQL Server, Access; Managing data in many forms, from basic lists (e.g. customer contacts through to complex material (e.g. catalogue) Presentation software E.g. Microsoft PowerPoint; make presentations, either directly using a computer screen or data projector. Publish in digital format via email or over the Internet

Desktop publishing

E.g. Adobe Indesign, Quark Express, Microsoft Publisher; produce newsletters, magazines and other complex documents.

Graphics software

E.g Adobe Photoshop and Illustrator; Macromedia Freehand and Fireworks; create and edit images such as logos, drawings or pictures for use in DTP, web sites or other publications

Specialist Applications - Examples (there are many!) Accounting E.g. Sage, Oracle; Manage an organisation's accounts including package revenues/sales, purchases, bank accounts etc. A wide range of systems is available ranging from basic packages suitable for small businesses through to sophisticated ones aimed at multinational companies. Computer Aided Computer Aided Design (CAD) is the use of computers to assist the Design design process. Specialised CAD programs exist for many types of design: architectural, engineering, electronics, roadways Customer Relations Management (CRM) Software that allows businesses to better understand their customers by collecting and analysing data on them such as their product preferences, buying habits etc. Often linked to software applications that run call centres and loyalty cards for example.

Traditional Computer Based Technologies The C part of ICT refers to the communication of data by electronic means, usually over some distance. This is often achieved via networks of sending and receiving equipment, wires and satellite links. The technologies involved in communication tend to be complex. You certainly don't need to understand them for your ICT course. However, there are aspects of digital communications that you needs to be aware of. These relate primarily to the types of network and the ways of connecting to the Internet. Let's look at these two briefly (further revision notes provide much more detail to support your study). Internal networks Usually referred to as a local area network (LAN), this involves linking a number of hardware items (input and output devices plus computer processing) together within an office or building. The aim of a LAN is to be able to share hardware facilities such as printers or scanners, software applications and data. This type of network is invaluable in the office environment where colleagues need to have access to common data or programmes. External networks Often you need to communicate with someone outside your internal network, in this case you will need to be part of a Wide Area Network (WAN). The Internet is the ultimate WAN - it is a vast network of networks. ICT in a Broader Context Your ICT course will almost certainly cover the above examples of ICT in action, perhaps focusing on the use of key applications such as spreadsheets, databases, presentation, graphics and web design software.It will also consider the following important topics that deal with the way ICT is used and managed in an organisation: - The nature of information (the "I" in ICT); this covers topics such as the meaning and value of information; how information is controlled; the limitations of ICT; legal considerations

- Management of information - this covers how data is captured, verified and stored for effective use; the manipulation, processing and distribution of information; keeping information secure; designing networks to share information - Information systems strategy - this considers how ICT can be used within a business or organisation as part

of achieving goals and objectives. Computer Overview

The word computer is an old word that has changed its meaning several times in the last few centuries. Originating from the Latin, by the mid-17th century it meant someone who computes. The ABACUS, the first calculating device, was invented probably in the Orient a thousand years ago. By moving beads that have different positional significanceon the rods of the abacus, addition and subtraction can be performed. The device is still use in some country today. The computer remained associated with human activity until about the middle of the 20th century when it became applied to a programmable electronic device that can store, retrieve, and process data as Websters Dictionary (1980) defines it. Today, the word computer refers to computing devices, whether or not they are electronic, programmable, or capable of storing and retrieving data.

Essential Uses of Computers

A computer is a tool used by humans in problem solving processes, rather than a problem silver in itself. Computer extends human capabilities due to the following attributes: speed of operation, memory capacity, reliability, and cost-effectiveness in many applications.

Hardware. Hardware is the physical medium of the computer.

Parts of the Computers

Monitor A monitor displays information in visual form, using text and graphics.

The portion of the monitor that displays the information is called the screen. Like a television screen, a computer screen can show still or moving pictures. There are two basic types of monitors: CRT (cathode ray tube) monitors andLCD (liquid crystal display) monitors.

Modem - To connect your computer to the Internet, you need a modem. A modem is a
device that sends and receives computer information over a telephone line or high-speed cable. Modems are sometimes built into the system unit, but higher-speed modems are usually separate components.

screen. Although mice come in many shapes, the typical mouse does look a bit like an actual mouse. It's small, oblong, and connected to the system unit by a long wire that resembles a tail. Some newer mice are wireless. Speakers - Speakers are used to play sound. They may be built into the system unit or connected with cables. Speakers allow you to listen to music and hear sound effects from your computer. Printers - A printer transfers data from a computer onto paper. You don't need a printer to use your computer, but having one allows you to print e-mail, cards, invitations, announcements, and other materials. The two main types of printers are inkjet printers and laser printers. Inkjet printers are the most popular printers for the home. They can print in black and white or in full color and can produce high-quality photographs when used with special paper. Laser printers are faster and generally better able to handle heavy use. 7. Keyboards - A keyboard is used mainly for typing text into your computer. Like the keyboard on a typewriter, it has keys for letters and numbers, but it also has special keys:

System Unit This is composes of CPU (Cebtral Processing Unit), Memory Unit (RAM Random Access Memory), Power Supply, Motherboard, Ports, Hard Disk, CD/DVD Drives and Floppy Disk. Mouse - A mouse is a small device used to point to and select items on your computer

The function keys, found on the top row, perform different functions depending on where
they are used.

The numeric keypad, located on the right side of most keyboards, allows you to enter
numbers quickly.

The navigation keys, such as the arrow keys, allow you to move your position within a document or webpage.
II. Software. Software is the collection of computer programs, procedures and documentation that performs different tasks on a computer system..

Types of Software
Programming Software: Programming software, also known as programming tools, refers to a class
of programs or applications designed to assist computer programmers in writing, debugging and maintaining computer programs and applications. These tools are relatively simple programs that can be combined together (in order to create a single a software bundle) using an integrated development environment (IDE). A programming software can be divided into the following categories: debuggers, performance analysers, memory leak debuggers, compilers and linkers, statistic analysis and verification tools.

Application Software: Application software are programs that enable users to accomplish a certain specific task. It is primarily aimed at supporting or improving the computer users work, employing the capability to perform efficiently the task that one wishes to perform. Typical examples of application software are educational software, business software, databases, computer games, computer-aided design, and computer simulators. Other well-known forms of computer software are enterprise resource planning (ERP) software, accounting software, inventory management software and more.
Operating system: Popularly called as the OS, the operating system serves as an interface or a link between various pieces of hardware and the applications. It is the manager and coordinator of all computer activities and operations. Prominent examples of operating systems are Microsoft, Linux and Mac OS X.

III. Peopleware (Manpower) Peopleware, in computerese, refers to the persons engage to the various processes of computers operations, programming, and system analysis, networking, maintenance and implementation etc.

Internet Lessons Are you new to the Internet? Are you wondering what is so important about being

connected online? Maybe you would just like to know what's new and how it can benefit you. This introductory course will guide you through the basics, while providing up-todate information on the latest online tools and technologies. What is the Internet? The Internet is the largest computer network in the world, connecting millions of computers. A network is a group of two or more computer systems linked together. There are two main types of computer networks:

Local Area Network (LAN): A LAN is two or connected computers sharing certain resources relatively small geographic location, often in the building. Examples include home networks and networks. Wide Area Network (WAN): A WAN typically of two or more LANs. The computers are farther and are linked by telephone lines, dedicated telephone lines, or radio waves. The Internet is largest Wide Area Network (WAN) in existence.

more in a same office

consists apart the

Servers and Clients You may have heard someone say something like "The server is down" or "We're having problems with the e-mail server." A server is a computer that "serves" many different computers in a network by running specialized software and storing information. For example, web pages are stored on servers. When you access a web page, your computer is acting as aclient. A client runs familiar software such as web browsers oremail software, and it communicates with the server to get the information it requires. In order for your browser to display a web page, it requests the data from the server where

the page is stored. The server processes the request, then sends the data to your browser, where it is displayed. In peer-to-peer (P2P) networks, each computer acts as both a server and a client. Examples of P2P software include Skype and BitTorrent.

How is the Internet Used? As the Internet has grown, it has developed into a multifaceted tool with a vast range of uses. It's now easy to keep in touch with friends, publish your ownarticles, or even

watch your favorite TV shows using the Internet. In this lesson, we'll talk about some of the ways the Internet is used today, including blogs, social networking, instant messaging, VoIP, and media. The World Wide Web (WWW) When most people think of the Internet, the first thing they think about is the World Wide Web. Nowadays, the terms "Internet" and "World Wide Web" are often used interchangeablybut they're actually not the same thing. The Internet is the physical network of computers all over the world. The World Wide Web is a virtual network of web sites connected by hyperlinks (or "links"). Web sites are stored on servers on the Internet, so the World Wide Web is a part of the Internet. HTML

The backbone of the World Wide Web is HTML files, which are specially-formatted documents that can contain links, as well as images and other media. All web browsers can read HTML files.
URL To get to a web page, you can type the URL (Uniform Resource Locator) in a browser. The URL, also known as the web address, tells the browser exactly where to find the page. However, most of the time, people get to a web page by following a link from a different page or by searching for the page with a search engine. An example of a URL

The World Wide Web was created in 1989 by Tim Berners-Lee, a software engineer. Before then, computers could communicate over the Internet, but there were no web pages.

Using the Internet to Communicate

With a Web Browser The World Wide Web began as a sort of library of information which was best suited for learning and research. In other words, most people used the web for just reading information. Today, the average user has the ability to shape the web by adding to it. Blogs allow anyone to be a writer or journalist. With sites like blogger.com, you can create a blog for free and add your thoughts to it whenever you want. You don't need to know HTML to create a blogthe technical stuff has already been created for

you.

An example of a blog

Many web sites are used as a means for staying in touch with friends, family, and business contacts. This is known as social networking. With sites like Facebook and MySpace, you can create an online profile with information about yourself, as well as pictures and videos. You can send notes to your friends, receive reminders about your friends' birthdays, and more.

Facebook allows you to post your thoughts Without a Web Browser Communication over the Internet is not limited to web browsers. Instant messaging programs allow you to have conversations with your friends or just write them a quick note.

Instant Messaging VoIP (Voice over Internet Protocol), allows you to have telephone service through an Internet connection. Some VoIP programs, such as Skype, can also do video conferencing.

Using a video conferencing program Web browsers are increasingly becoming "all-in-one" programs. So you might do Instant messaging or video conferencing within a browser. Media on the Internet TV, radio, and the Internet used to be completely separate things, but that's no longer true with today's technology. You can now watch TV shows on your computer, and you can connect to the Internet on many TVs and DVD/BluRay players. In addition, you can listen to online radio from all over the world, thus granting you greater access to a more diverse range of media.

Listening to iTunes radio Streaming Media TV and radio on the Internet are examples of streaming media, which means the media downloads while it's playing so you don't have to wait for it to download first. Not all media is streaming. If you've ever bought music on the iTunes store, you probably had to wait for it to download before you could listen to it.

Media Players and Embedded Media

Media is often embedded in a web page, which means that it plays within the web browser. Other times, you'll use a separate program called a media player to play it. Examples include Windows Media Player and iTunes. AniPod contains built-in media player software that can play various types of files.

Windows Media Player

Using the Internet in the Future The Internet is always changing, and the ways in which we access it will also continue to change. Current trends will become more common and integrated into our everyday lives. In addition, we'll see many technologies and devices in the future that will allow us to use the Internet in new and exciting ways. Connecting to the Internet So you're interested in getting an Internet connection in your home, or maybe you'd just like to upgrade to a faster service. There are a lot of factors to consider, such as how much speed you need and where you live. In this lesson, we'll talk about bandwidth, different types of Internet service,wireless Internet (Wi-Fi), home networking, and mobile phone Internet access. The Need for Speed If you've ever surfed the Web, you've probably had to wait for web pages to load. Media such as videos, music, and even images can take a long time to load, so faster Internet connections provide a less frustrating online experience. The speed of your Internet connection is determined by the bandwidth, which is the amount of data that can move through the connection over a given period of time. High-bandwidth connections are called broadband. On the other hand, Dialup connections have a relatively low bandwidth.

Higher bandwidth means: Faster web pages Faster email services Music and video play more smoothly

Bandwidth is measured in bits per second (bps). For example, a 3 Mbps (3 megabits per second) connection is capable of moving 3 million bits of data every second, which is more than fast enough to watch astreaming movie. When the Internet is Slow You may have noticed that your Internet connection is slower at certain times. That's because the data has to go a long way before getting to your computer, so there are a lot of places where it can slow down. If more people are using the Internet at the same time, it's more likely that there will be "traffic jams" along the way. Choosing an Internet Service

Which Service is Best for You? It all depends on where you live and how much speed you need. Internet Service Providers (ISPs) usually offer different levels of speed based on your needs. If you're mainly using the Internet for e-mail and social networking, a slower connection might be all you need, but if you want to download a lot of music or watchstreaming movies, you'll want a faster connection. You'll need to do some research to find out what the options are in your area. Types of Internet Service The following interactive compares a few of the more well-known types of Internet service.

Dial-up connections Dial-up connections are one type of internet connection available from ISPs, they are the slowest and (usually) the most inexpensive. A dial-up connection allows you to connect to the internet via a local server using a standard 56k modem. Your PC literally dials (hence the name) a phone number (provided by your ISP) and connects to the server and therefore the internet. ADSL connections ADSL (Asymmetric Digital Subscribers Line) connections are becoming more and more widely available and can provide an excellent internet connection. The connections work by splitting your phone line into two separate channels, one for data (internet) and one for voice (phone calls), which means you can talk on the phone and be connected to the internet at the same time. Cable connections Cable connections are considered one of the best types of internet connection

available to the home user, they offer very fast and reliable connections with a fixed monthly fee. Cable companies usually offer different packages to suit different internet subscribers, your choice of package, as with all internet connections, will depend on how you intend to use the internet. Satellites. Internet connections via satellite.

Wireless Internet A Wireless Router Whenever you're using any kind of wireless Internet, you'll need to take extra security measures to protect your private data. Wireless security standards such as Wi-Fi Protected Access (WPA) encrypt the data before it's sent. When you set up your Wi-Fi, you'll want to set up your wireless security. You will create a username and password that you can use to securely connect to the Internet. Some cities provide free, citywide Wi-Fi, which means you may not need to purchase Internet access or a wireless access point. A list of cities can be found here. Home Networking If you have more than one computer in your household, you might want to connect all of them to the Internet. The easiest way to do this is by creating a home network. In a home network, a router (which could be a wireless router) connects all of the computers to your modem, and it also connects them to each other. That means you can move files from one computer to another or even play multiplayer games with your family. Your home network can connect many devices besides computers. Many phones, printers, mp3 players, video game consoles, and Digital Video Recorders (DVRs) are equipped with wireless cards and often require very little setup to connect them to your home network.

Internet on Your Mobile Phone With many mobile phones, it's possible to have full Internet access, allowing you tocheck your e-mail and browse the Web away from home. To do this, you'll need adata plan, which

adds an additional monthly fee to your mobile phone bill. You'll want to do some research to find the best plan for you. It's also important to choose a provider that has good service in your area. If your phone can't get reception, you won't be able to connect to the Internet. Data plans are also available for laptops, e-Readers such as the Kindle, and tablet computers such as the iPad. Mobile data plans are often referred to as 3G, which means it's the third generation of wireless standards. Some companies have recently begun to provide4G (fourth generation) data services, which allow you to have broadband speeds on your mobile device. The Future of Internet Connections Today, there are many options for connecting to the Internet, and new options will continue to become available as different technologies are developed. So it's important to do some research to find the best option for you. There will always be a demand for greater speed and greater convenience, so you can expect faster and more convenient Internet services in the near future. For example, many locations are gaining access to new 4G technologies such as WiMAX, which allows a computer to connect to the Internet wirelessly from anywhere within the ISP's network, much like a mobile phone's data plan. So you'll be able to enjoy wireless Internet when you're on the gonot just when you're at home. Browser Basics

A web browser is the tool that you use to access the World Wide Web. In order to get the most out of the Web, it's important to understand the various features of a browser. In this lesson, we'll talk about navigating the Web with a browser, downloadingfiles, bookmarking your favorite web sites, tabbed browsing, plug-ins and more.

Common Web Browsers Today, Internet Explorer is the most popular web browser. Other browsers include Firefox, Chrome, Safari, and Opera. Each one has its own look and feel, but they have the same goal: to display web pages correctly. For most web pages, any well-known browser will work. Like most modern programs, browsers use a Graphical User Interface (GUI), which means you can navigate by pointing and clicking with a mouse instead of just typing. Some devices such as mobile phones use different types of GUIs, such as touchscreens. However, many of the principles remain the same.

Navigating to a Web Site

Watch the video To get the most out of your web browser, there are some basicconcepts that you need to be familiar with. If you're new to the Internet, check out the video to learn some of the basics of using a browser.

Address Bar Browsers have an address bar that shows the web address (also called a URL) of the page you are on. To go to a different page, you can type an address in the address bar and then press Enter (or Return).

Bar Links

The Address

Most of the time, you will get to a different page by clicking on a link. A link can be text or an image, and it's usually formatted to stand out so you know to click on it. Many text links are blue, and they may also be underlined. For example, this is a link. It will open a web page in a new window, and you can close it to come back to this page. A link may lead to another web page, or it could lead to a document, video, or any other type of file. If you're not sure if something's a link, hover the mouse over it. The pointer should change to a hand symbol. Navigation Buttons Sometimes, after you click on a link, you might want to go back to the previous page. You can do this using your browser's Back button. Once you've pressed the Back button, you can press the Forward button to follow the link again.

The Back and Forward Buttons When you use the Back and Forward buttons, your browser may use its web cache to display the page. The web cache stores recently-viewed web pages so that they don't need to be downloaded again. That's usually good because it speeds up your web browsing, but sometimes you want to see the most up-to-date information on the page. You can use the Refresh button (sometimes called Reload) to tell the browser to load the page again. If a page is taking too long to load, or if you've typed in the wrong URL, you use the Stop button to stop the page from loading.

The Refresh and Stop buttons

There are some instances where you don't want to use the navigation buttons. For example, in some online stores, you shouldn't refresh the page after purchasing an item, as it could cause you to purchase the item twice.

Search Bar Most browsers have a built-in search bar for performing web searches. We'll talk more about those in the next lesson.

The Search Bar Bookmarks If you've found a page you'd like to go back to later, you can add it to your Bookmarks (sometimes calledFavorites). Bookmarks make it easier to find a page later on. Instead of having to remember the exact web address, you can just scroll through your bookmarks until you see the name of the page. In Internet Explorer, you can add a bookmark by clicking Favorites and then Add to Favorites. Other browsers are similar, but they may use different wording.

Adding a Bookmark

Browsing History Suppose you visited a page a few days ago but forgot to bookmark it. You can find the page again by using yourhistory, which is a list of web sites you've visited. Usually, pages will stay in the history for a certain number of days. To maintain privacy, you can delete your history at any time. Viewing Your History To view your history in Internet Explorer, click Favorites and then click the history tab. Browsing history

Deleting Your History In Internet Explorer, click Tools and then Internet Options. From there, you'll be able to delete your History or manage your history settings.

If you're using a browser other than Internet Explorer, the process of viewing and deleting history will be a little bit different.

Tabbed Browsing

Many browsers allow you to open a link in a new tab. This allows you to keep the current page open instead of going directly to the new page. For example, if you're reading an article that has a link in it, you can open the link in a new tab so that you can finish reading the article. Then, you can go to the new tab to view the link. Three different tabs are open in this window. Tabs are designed to make browsing more convenient. You can open as many links as you want, and they'll stay in the same browser window instead of cluttering up your desktop with multiple windows. To open a link in a new tab, right-click the link and click Open in New Tab (the wording may vary from browser to browser). To close a tab, click the "X" on the tab.

Opening a link in a new tab

Downloading Files Your browser can display many different types of documents, media, and other files. But there are times when you'll want to access a file outside your browser. Downloading enables you to do this by putting the file on your computer in a place where you can access it. For example, suppose you needed to complete and print a form that you found online. You could download it to your desktop, then open it with the appropriate program (such as Microsoft Word) to edit it. How to Download a File

If you click on a link to a file, it may download automatically, but sometimes it just opens within your browserinstead of downloading. To prevent it from opening in the browser, you can right-click the link and selectSave Target As... (different browsers may use slightly different wording). You'll be able to choose the folder where the file is saved. Since the process of downloading a file varies from site to site, it may require some trial and error.

Downloading a file

For various reasons, many sites do not allow you to download content. For example, YouTube does not offer a way to download its videos.

Saving Images Sometimes you might want to save an image to your computer. To do this, right-click the image and selectSave Picture As....

Saving a picture

Some sites do not allow images to be saved to your computer. Plug-ins

Plug-ins are programs that are installed in your browser that enable it to play various types of media, such as video. Examples of plug-ins include Quicktime Player and Flash Player. If you don't have the correct plug-in, the site will usually provide a link to download the plug-in. Once you have the necessary plug-ins, you'll be able to enjoy streaming video from sites such as Hulu, and playgames on sites such as Newgrounds.

Plug-ins allow you to play games in your browser. Your browser may have come with some plug-ins already installed.

Search Engines and Strategies

With billions of web pages on the World Wide Web, how can you find exactly what you're looking for? By using a search engine. Search engines are specialized web sites that help you find what you're looking for on the Web. All you have to do is type in one or more keywords, and the search engine will look for matching web sites from all over the Web. In this lesson, you'll learn the basics of using a search engine, as well as some techniques you can use to get better search results.

Performing a Search

Watch the video (3:07).

There are numerous search engines out there, but the most popular ones are Google, Yahoo, and Bing. Each one has its own unique features, but the process of doing a search is very similar on each. Check out the video to learn how to do an effective search using Google.

Using the Search Bar

Most browsers have a built-in search bar, located to the right of the address bar. To do a search, just type what you're looking for (known as the search terms) in the search bar, and then press Enter. Your browser will then take you to the search engine's web site to show you the search results, which is a list of all of the web sites that contain your search terms. Built-in search bars make searching more convenient

Many browsers allow you to add to or change the search engines used by the search bar. Assessing the Search Results After you do a search, glance over the first page of search results. Did it return what you are looking for, or is it just a lot of unnecessary "junk"? If your search results don't seem very good, you may need to try different search terms. Remember, the search engine can't read your mind; it just looks for matching words. For example, if you just search for the word polish, the search engine doesn't know whether you're looking for shoe polish or a history of the Polish language! You could improve your search results by searching for shoe polish. However, that still may return a wide variety of web sites, such as:

Stores that sell shoe polish Guides on how to polish shoes The history of shoe polish And probably much more To get the best results, ask yourself: What exactly am I looking for? Specific terms usually return better results.

Related Searches

A search engine will often recommend related searches that may be more specific than the search terms you used. Related searches are usually listed at the bottom of the page. Bing also lists them to the left of the search results. Related searches can help you narrow down your
search. Advertisements Search engines may include advertisements along with the search results. These ads are picked by the search engine based on your search terms, and they look a lot like the actual search results. While they may be useful in some cases, it's usually more effective to focus on the "regular" search results. Google puts its ads (which it calls Sponsored Links) at the top and to the right of the search results. As you gain experience with search engines, you'll be able to do better and better searches, which means it will become quicker and easier to find what you are looking for. Here are a few tips for improving your searches:

Take suggestions. As you're typing your search terms, the search engine will try to guess what you're searching for, and it will show a list of search suggestions (which are similar to related searches, except they happen while you're typing). These can give you ideas for search terms that you may not have thought of.

Search

suggestions Search phrases. Put quotes around a phrase so each word in the phrase isn't searched for separately. For example, if you put quotes around "free online games," the search engine searches for that entire phrase in a web page.

However, if you simply type free online games, the search engine searches for each of the words individually which may not give you the results you desire. Exclude words. Use a hyphen (-) at the beginning of a word to exclude search results containing it. For example, macaroni -cheese. In many search engines the word NOT (in all caps) is used, as in macaroni NOT cheese. Use OR. You can use OR (all caps) to include either of two search words. For example, soup recipe tofu OR fish should return recipes for soup that contain tofu or fish (or both). You could also search for soup recipe tofu OR fish OR chicken OR beef. Get Help. Go to your search engine's Help page for more specific information on a particular engine.

Specialized Searches Are you looking for news articles, images, videos, or online stores? You can use a specialized search to search for a specific type of content. For example, if you do an image search, the search will find and display images for you, instead of finding links to pages that may or may not have relevant images. Generally, a search engine will include links at the top of the page to go to the specialized searches.

Using an image search.

Microsoft Word Lesson Microsoft Word is a word processing program which allows you to create text files. Word calls those files documents. A document can be anything from a memo to the great novel.

This handout provides an introduction to the fundamentals of Microsoft Word. It covers starting Word, the Word interface, creating a Word document, editing a Word document, selection techniques, paragraph and character formatting, spell checking, printing, graphics and tables.

Starting Word 1. On the PC, select Start, Programs, and Microsoft Word from the Start list. 2 Double-click on the icon of any Word document. Word documents can be anywhere. Word opens with the selected document already loaded.

Exploring the Word Interface

Components of the Word Window

Besides the usual PC window components (close box, title bar, scroll bars, etc.), a Word window has other elements, as shown in the following figure.

Component Functionality or Purpose of the Component Menu Bar Contains File,Edit, View, Insert, Format, Tools, Table, Window and Help menus

Standard Toolbar Formatting Tool Bar

Contains icons for shortcuts to menu commands.

Contains pop-up menus for style, font, and font size; icons for boldface, italic, and underline; alignment icons; number and bullet list icons; indention icons, the border icon, highlight, and font color icons. Ruler Ruler on which you can set tabs, paragraph alignment, and other formats. Insertion Point Blinking vertical bar that indicates where text you type will be inserted. Don't confuse the insertion point with the mouse Ibeam. To move the insertion point, just click the mouse where you want the point moved. End-of-File Non-printing symbol that marks the end of the file. You cannot Marker insert text after this mark. Selection Bar Invisible narrow strip along the left edge of the window. Your (Gutter) mouse pointer changes to a right-pointing arrow when it is in this area. It is used to select a line, a paragraph, or the entire document. Split Handle Double-click to split the window in two (to view different portions of the same file). Double-click to return to one window Status Bar Displays page number, section number, and total number of pages, pointer position on page and time of day. Task Pane Displays and groups commonly used features for convenience. Office An animated character that can provide help and suggestions. Assistant There are multiple characters to choose from, and it is possible to turn the Office Assistant off.

Creating and Saving a Document

Opening and Closing A Document

To open a file, select Open... from the File menu. In the dialog box, click on the filename and then on the Open button. If your file is not in the opened folder, click on the down arrow (next to folder name) to see a directory listing. The Up One Level button icon on the right enables you to move up one level. You can then switch to the floppy disk, hard drive or Desktop where the appropriate file or folder is located.

For example, to open a file from a floppy disk, select Open... from the File menu. If the disk's name does not appear on the left side of the dialog box, click on the down arrow. Select its name in the box at the left or if it is not displayed, click the Up One Level button to see a different display of files and folders. When you locate the desired diskette or file, click Open. (Double-clicking on the name will also open it).

To close a document, click its the title bar (box with the large X on menu. The keyboard shortcut is

close box in the upper right of it) or select Close from the File <Ctrl + W>.

Saving a Document

Your document and changes you make to a document are not saved to disk until you issue a save command. Saving is quick and easy. You should save often to minimize the loss of your work. Word has two save commands - Save and Save As. - that work similarly. Both are under the File menu. Save When you save a new document for the first time, Word displays a dialog box (see figure, below). Select where you want to save your document and give it a name. When you save an existing document that you have been editing, the newly saved version is written over the older version. Save As This command always displays a dialog box where you can choose a document name and disk (see figure, below). Use the Save As. command whenever you want to save a copy of the current document under a different name or in a different folder (or disk). The newly saved copy becomes the active document.

Adding and Modifying Text

Entering Text

To enter text, just start typing. Word inserts the text you type at the insertion point. If you press a wrong key, use the Delete key to erase the mistake. Word automatically starts a new line when you reach the end of the current line. This is called "word wrap". Do not press Enter at the end of a line. Press Enter only at the end of paragraphs.

Type the following paragraph. Remember, don't press Enter at the end of the line.

Microsoft Word is part of the Microsoft Office software. It allows you to create, edit, modify and enhance documents. Word is not a simple text processor. It is a document production system.

To move the insertion point with the mouse, click the mouse in the desired location. If the location you want is not visible, use the scroll bars to move up or down in the document. To move the insertion point to the top of the document, press <Ctrl + Home>. To move to the end of the document, press < Ctrl + End >.

To insert new text, just click the mouse at the point where you want to insert the additional text and start typing. Existing text moves to accommodate your additions.

Click the mouse pointer after the word, "enhance" and type:

beautiful

Click the mouse pointer before the word, "not" in the second line and type:

just

Type <Ctrl + Home> to move to the very beginning of your document and type:

Your name and press Enter . Today's date and press Enter The name of the school where you study and press Enter, Enter.

Deleting Text

The Backspace key deletes one character to the left of the insertion point. The Delete key deletes one character to the right of the insertion point. You can use these keys any time. To delete more than just a few characters, select the text and press the Delete key. Selecting text is covered below.

Undoing Mistakes

If you make a terrible mistake-you accidentally delete an important paragraph, for example-use the Undo command under the Edit menu immediately (The keyboard shortcut is < Ctrl + Z >). Do not issue any other command until after you have undone your mistake.

Selecting Text to Bold, Italicize, and Underline

You select a portion of text in order to perform some operation on it. You can then delete, replace, copy, move, or format it. The Selection Bar is located to the left of the document window. When you put your mouse pointer, which is a left pointing arrow in that area, the arrow swings to the right. The following table explains how to select various blocks of text. To Select this... Word Line Sentence Paragraph A block of text of any size Entire document And to... Deselect text Extend a selection Do this... Double click anywhere on the word. Click right-pointing arrow in the selection bar to left of line. <Ctrl + click> anywhere in sentence. Double-click the right-pointing arrow in the selection bar to the left of the paragraph, or triple-click in paragraph. Click at one end of the block and shift-click at the other end of the block. Or click at one end of block and drag to the other end of the block. Press < Ctrl + A> or hold down the Ctrl key and click in the selection bar. Do this... Click anywhere outside the selection. Shift-click an additional block. For example, if you have selected a paragraph and you shift-click on another paragraph, it will be added to the selection.

Copy and Paste Text

You can copy selected text from one place to another with the Copy and Paste commands or with the Drag and Drop procedure. You can move selected text from one place to another with the Cut and Paste commands, and with the

Drag and Drop procedure. These commands and procedures are described below.

Cut - The Cut command extracts the selected text and puts it on the Clipboard (a temporary storage area). The contents of the Clipboard are overwritten with each copy or cut.

Copy - The Copy command puts a copy of the selected text on the Clipboard.

Paste - The Paste command inserts the Clipboard's contents at the insertion point. Existing text moves to accommodate pasted text. If text is selected, it is replaced by the pasted text.

Drag and Drop - This procedure does not involve the Clipboard and works best when moving text a short distance. To move text, select the text and drag it to its new location. To copy text; hold down the <Ctrl> key while you drag the text.

Check the Spelling

Word has a built-in spelling checker. You can have Word check a selected portion of your document (one word, a paragraph, etc.) or the entire document. If you select text before starting the spelling checker, Word checks the selection, then asks whether it should stop or check the rest of the document. To check the entire document, move the insertion point to the top of the document ( Ctrl + Home) before you select the spelling checker.

To start the spelling checker, select Spelling Grammar from the Tools menu. Word will begin to misspellings. If Word finds a word that is not in its dictionaries, it pauses, displays the word, and if suggests alternatives (see figure below).

and check for possible,

You have several choices at this point described in the table below. If the word is spelled correctly, you can have Word ignore it or add it to a custom dictionary. If the word is incorrect, you can have Word replace it with one of its suggestions or with a spelling you supply in the Change To: box.

If the word is spelled correctly... To ignore only this occurrence of the word, click Ignore To ignore all occurrences of the word, click Ignore All To add the word to a custom dictionary, click Add If the word is misspelled... First, click correct spelling in Suggestions list or type the correction in the Change To: box. Then... To change only this occurrence of the word, click Change To change all occurrence of the word, click Change All After you make your choice, Word continues checking spelling. Remember to save your document after using the spelling checker in order to retain the changes.

Formatting Text and Paragraphs

Formatting Text

You can format text that you are about to type or text that already exists. To format new text, turn on the formatting features you want, type the text, and then turn off the features (select them again or select new features). To format existing text, select the text and choose the formatting features. For example, to create a heading that is Helvetica, bold, 18-point text, select the font and size from the pop-up menus on the Tool Bar (see below). Then, click on the B button to turn on bold.

Formatting Paragraphs

In Microsoft Word , a paragraph is any amount of text followed by a paragraph symbol (). A one-word heading is a paragraph. A 100word job description is a paragraph. Even a blank line terminated by a is a paragraph.

You can perform paragraph formatting from the menu.

Format

Highlight the paragraph you want to format. Click on Format from the Command menu. Choose Paragraph. Make the changes from the options that are displayed in the window. For example, to change line spacing from single to double, click on the Line spacing drop down arrow, and choose double.

You can also choose icons from the Formatting Tool Bar to format paragraphs.

Font and font sizes, Paragraph alignment icons, and Indention icons. Numbered and Bulleted lists.

Numbering Pages With the Header and Footer

Headers and footers typically contain titles and page numbers for a document. A header is text that appears within the top margin on each page, whereas a footer appears in the bottom margin. You can set a different header and footer on the first page by selecting Page Setup from the File menu, clicking the Layout tab from the open dialog box and then selecting Different First Page from the available options.

To create a header (or footer) in a document, select Header and Footer from the View menu. Type the header or footer text in the header or footer window (see below). The default text is left aligned with a centered tab set at 3 " and a right tab at 6. You can format Header and Footer text using the Ribbon and Ruler similar to a paragraph in your document. Click on the Header and Footer tool bar buttons to insert a page number, the current date, the time, and to switch between the Header and Footer template.

Printing

Select File, Print to print your document. Save the document before selecting the Print command to avoid losing your work. You can also click on the Print icon to print the active document.

Review and Summary To... Open a Word document. Open any document within Word Do This... Double-click on the icon. Select Open... from the File menu or press < Ctrl + O > . In the dialog box, click on the filename and then on the Open button. Close a document Click its close box, select Close from the File menu, or press < Ctrl + W>. Save a document Select Save from the File menu or press < Ctrl + S > . Type a name for the document and select a disk in which to save it. Move text Select the text. Choose Cut from the Edit menu or press < Ctrl + X>. Copy text Select the text and choose Copy from the Edit menu or press <Ctrl + C>. Insert text from the clipboard Choose Paste from the Edit menu or press < Ctrl +V> Set the margins Choose Page Setup from the File menu.

Change the font or size of text Create bold , italic or underlined text Change the alignment or spacing of paragraphs Add page numbers Start the spelling checker

Preview the document Print the document

Select the text and choose from the Font or Size boxes on the Ribbon. Select the text and choose the formatting features from the Ribbon. Select the paragraphs and click on the alignment and spacing icons on the Ruler. Choose Header and Footer from the View menu. Click on the page number icon. Move the insertion point to the top of the document or press < Ctrl + Home>. Select Spelling and Grammar from the Tools menu. Choose Print Preview from the File menu. Choose Print from the File menu or press < Ctrl + P >.

Graphics

Microsoft Word contains a full set of graphic tools. You can:

Create graphics from scratch Import graphics from other programs Place graphics within text Manipulate graphics on a page

Word comes with some pre-designed graphics that are normally installed in the MSOFFICE\CLIPART folder. These graphics can be resized and placed within text.

Inserting a Graphic in your Document

To insert a graphic in a document position the insert point where you want to place the graphic in the text. Select Picture from the insert menu. Click on Clip art, and doubleclick the graphic you want to insert.

1. Choose Insert, Picture, Clip Art or click

2. 3. 4. 5.

the Insert Clip Art button on the Drawing toolbar. Word opens the Clip Art Task Pane. Search for a specific clip image by entering what you are looking for within the Search field in the Task Pane. Alternately, click on the Clip Organizer button toward the bottom of the Task Pane to open up the Clip Art Organizer. Select a clip and when Word shows a control palette, select the first option, Insert Clip. The clip is inserted where your insertion point is positioned.

6. You can also drag the clip art into your document.

NOTE: You cannot view graphics in a document when you are in Normal Viewing mode. Switch to Page Layout to see your graphic.

Wrapping Text around a Graphic

By default text does not wrap around a graphic. To get text to wrap around a graphic, do the following:

1. 2. 3. 4.

Right click on the graphic to get the short cut menu. Choose Format Picture from the list displayed. Select the Layout tab. Choose the style of wrap that you like and click OK.

Resizing a Picture

Select the inserted picture by clicking once on it. Click the Cropping tool on the Picture toolbar. Notice that the mouse cursor has changed. Drag one of the corners with the pointer to reduce its size and eliminate it.

Lines and Shapes

Use the Drawing toolbar to create lines, shapes, text boxes, AutoShapes, WordArt, or Clip Art.

Exercise 1 - Drawing a Line or Arrow

Open a new Word document. Save it as Practice. Click the Drawing tool in the Standard toolbar or right click in any toolbar on your screen to display a list of available toolbars. Select the Drawing toolbar. Click a line or arrow on the Drawing toolbar.

When the cross hair appears, point to a spot in your document where you want the line or shape and draw a shape

Exercise 2 - Drawing an AutoShape

1. 2. 3. 4.

Click AutoShapes on the Drawing toolbar. Select Stars and Banners from the drop down list of categories. Select the shape you want. Click in your document and drag the cross hair that appears to draw the shape.

Exercise 3 - Adding a Text Box

1. Click the Text Box icon on the Drawing toolbar 2. When the cross hair appears, point to a spot in your document where you want the text box and drag. 3. The box appears with an insertion point in it. 4. Type "Microsoft Word Graphics" within the box.

Exercise 4 - Using WordArt

1. To display the Word Art Gallery , choose Insert, Picture, WordArt or click the WordArt icon on the Drawing toolbar. 2. Double-Click a WordArt style. 3. Word opens the Edit WordArt dialog box. 4. Type the text you want and it will replace the sample text. 5. Choose a font, font size, and style. 6. Click OK to close the WordArt Gallery and see your text.

Tables

In this section you will learn how to:

Create a table using either the menu or the table icon. Add, Delete, and Insert columns and rows. Select and change the size of columns and rows. Add Borders and Shading.

Creating Tables Using the Menu

A table is a grid of rows and columns on the page, like a spreadsheet. The area where a row and column intersect is called a cell. The number and width of columns can vary from row to row. Cells are separated by gridlines, which are non-printing separators. To display the table gridlines, select Gridlines from the Table menu.

Each cell can contain a paragraph, multiple paragraphs of text, or graphics.Microsoft Word wraps within a cell in the same way that text is wrapped at of a line of normal text. Text within cells can be formatted, copied, cut, and pasted. You can add text, text, change its size, add borders, or add and delete columns and rows.

text the end edit

To create a table, select the Insert Table command from the Table menu. The Table Dialog box appears:

Enter the number of columns and rows you want to include in the table and click on the OK button.

A table with the number of columns and rows that you specified is inserted in your document and the cursor is positioned in the first cell of the table.

You can move from cell to cell using the <Tab> key, to move forward to the next cell and the <Shift Tab> keys to move back to the previous cell.

Creating a Table Using the Table Button in the Standard Toolbar

The Table button on the Toolbar provides another way to create a table. To use the Table button, place the mouse on the Table button and press the mouse button. The Table button selection box pops down. Drag the mouse down to select the number of rows you want and to the right to select the number of columns. When you have selected the correct number of rows and columns, release the mouse button. A table with the number of cells you have specified is inserted in your document.

Open a new document by clicking on the New Document button on the Toolbar. Press the <Enter> key twice to add some blank lines to your document. Use either method described above to create a new table. Make the table contain 3 columns and 5 rows. Type the text displayed in the example below. Use the <Tab> key to move to the next cell and <Shift + Tab> to move back to the previous cell. State Texas Pennsylvania Vermont New York Capital Austin Harrisburg Montpelier Albany Per Capita Income 27,000.00 22,500.00 21,000.00 31,000.00

Selecting Tables

Cells in a table can be selected using the click-and-drag method or one of the following techniques: To select a cell: To select a row: To select a column: To select the entire table: Click in the lower left corner of the cell. (The mouse pointer shape becomes a right pointing arrow.) Single Click in the selection bar to the left of the row. Place the mouse on the top border of the column and click. (The mouse pointer becomes a black down pointing arrow.) On a Macintosh hold down the Option button and double-click in the table. On a Windows machine Press the <Alt> key and the number 5 key on the numeric keypad . (The NumLock must be turned off.) Drag the mouse across the desired cell selection.

To select more than one cell:

Inserting Columns and Rows

To insert a row or column within a table, select the row or column after the position for the new row or column. Select Insert Row or Insert Column from the Table menu.

To insert a column to the right of the table, position the insertion point just outside the last column. Choose select column from the table menu, and then click the insert columns button on the standard toolbar.

Select Select Select Select Select Select Select Select

the first row in the "States" table. Insert Rows from the Table menu. the last row in the "States" table. Insert Rows from the Table menu. the first column in the "States" table. Insert Columns from the Table menu. the last two columns in the "States" table. Insert Columns from the Table menu.

Changing Column Width

You can adjust the width of a column, or you can adjust the width of all the cells in a column. To change the column width, click on the column width button. Drag the button to the left or right according to your needs. To change the width of all the columns select the entire table and drag the column width button you wish to change.

1. Click and drag the first column width button to the 1.5-inch mark. 2. Click on the Next Column width button to the 3-inch mark.

The mouse can also be used to change column widths. To select the column that you want to change, place the mouse pointer on the right border of the column. As you move the mouse pointer on top of the column border the pointer becomes a two-headed arrow (see example displayed in the left margin). When the mouse pointer is displayed as the two-headed arrow, press the mouse button and drag to reposition the column width. As you drag the mouse, an outline of the new border shows the border position. When you have resized the column to a satisfactory width, release the mouse button. The entire column is resized accordingly.

Select the first column of the second table in your document. Place the mouse in the right hand border of the column. When you see the two-headed arrow appear, press and drag the mouse to increase the column width. Select the second column and resize the column width using the mouse.

Deleting Columns and Rows

To delete a column or row, select the column or row you want to delete then select Delete column or row from the Table menu. Notice that if you select a column, the command is Delete Columns, if you select a row, the command is Delete Rows.

Select the first column in the "States" table. Select the Delete Columns command from the Table menu. Select the second and third columns in the table. Select the Delete Columns command from the Table menu. Select the first row in the last table in your document. Select the Delete Rows command from the Table menu. Select the last row in your table. Select the Delete Row command from the Table menu. Click on the Undo button to restore the deleted rows.

Adding Borders

The table gridlines surrounding each cell are non-printing lines. To add printing lines or borders to a table, select the table followed by the Borders and Shading command from the Format menu. The Cell Borders and Shading dialog box appears. You can select a variety of border styles using the options listed in the Borders dialog box. Instructions for using the Cell Border dialog box are listed in the table below. None Box - the outer boundary of the table is outlined with a border. Shadow -the table is outlined with a shadow. 3-D Custom - any boundary or set of boundaries can a border using any Line style. No borders. Select Box from the Presets selection box.

Select Grid from the Presets options.

In the Border selection box, select the boundary you want to add a border to, then click on the Line style that you want to use in the Line selection box.

Select the entire "States" table. Select Borders and Shading from the Format menu. Select Grid from the Presets selection box and click on the OK button. Select the next table in your document. Select Borders and Shading from the Format menu. Select Box from the Presets selection box and click on the OK button. Select the next table in your document. Create a custom border using the Presets and Line selection boxes in the Borders and Shading dialog box.

Review and Summary To do this... Select a cell: Select a row: Select a column: Select the entire table: Select more than one cell: Do this... Click in the lower left corner of the cell. (The mouse pointer shape becomes a right pointing arrow.) Single Click in the selection bar to the left of the row. Place the mouse on the top border of the column and click. (The mouse pointer becomes a black down pointing arrow.) Click on the Table Menu, choose Select and then Table. Drag the mouse across the desired cell selection.

Microsoft Word shortcut keys

Below is a listing of all the major shortcut keys in Microsoft Word. See thecomputer shortcut page if you are looking for other shortcut keys used in other programs. Shortcut Keys Ctrl + 0 Ctrl + A Description Adds or removes 6pts of spacing before a paragraph. Select all contents of the page.

Ctrl + B Ctrl + C Ctrl + E Ctrl + F Ctrl + I Ctrl + J Ctrl + K Ctrl + L Ctrl + M Ctrl + P Ctrl + R Ctrl + T Ctrl + U Ctrl + V Ctrl + X Ctrl + Y Ctrl + Z Ctrl + Shift + F Ctrl + Shift + > Ctrl + ] Ctrl + Shift + < Ctrl + [ Ctrl + / + c Ctrl + ' + <char> Ctrl + Shift + * Ctrl + <left arrow> Ctrl + <right arrow> Ctrl + <up arrow> Ctrl + <down arrow>

Bold highlighted selection. Copy selected text.

Aligns the line or selected text to the center of the screen. Open find box.

Italic highlighted selection.

Aligns the selected text or line to justify the screen. Insert link. Aligns the line or selected text to the left of the screen. Indent the paragraph. Open the print window. Aligns the line or selected text to the right of the screen. Create a hanging indent. Underline highlighted selection.

Paste. Cut selected text.

Redo the last action performed. Undo last action. Change the font. Increase selected font +1pts up to 12pt and then increases font +2pts. Increase selected font +1pts. Decrease selected font -1pts if 12pt or lower, if above 12 decreases font by +2pt. Decrease selected font -1pts. Insert a cent sign (). Insert a character with an accent (grave) mark, where <char> is the character you want. For example, if you wanted an accented you would use Ctrl + ' + e as your shortcut key. To reverse the accent mark use the opposite accent mark, often on the tilde key. View or hide non printing characters. Moves one word to the left. Moves one word to the right. Moves to the beginning of the line or paragraph. Moves to the end of the paragraph.

Ctrl + Del Ctrl + Backspace Ctrl + End Ctrl + Home Ctrl + Spacebar Ctrl + 1 Ctrl + 2 Ctrl + 5 Ctrl + Alt + 1 Ctrl + Alt + 2 Ctrl + Alt + 3 Alt + Ctrl + F2 Ctrl + F1 Ctrl + F2 Ctrl + Shift + > Ctrl + Shift + <

Deletes word to right of cursor. Deletes word to left of cursor. Moves the cursor to the end of the document. Moves the cursor to the beginning of the document. Reset highlighted text to the default font. Single-space lines. Double-space lines. 1.5-line spacing. Changes text to heading 1. Changes text to heading 2. Changes text to heading 3. Open new document. Open the Task Pane. Display the print preview. Increases the highlighted text size by one. Decreases the highlighted text size by one.

Ctrl + Shift + F6 Opens to another open Microsoft Word document. Ctrl + Shift + F12 F1 F4 F5 F7 F12 Shift + F3 Shift + F7 Shift + F12 Shift + Enter Shift + Insert Shift + Alt + D Shift + Alt + T Prints the document. Open Help. Repeat the last action performed (Word 2000+) Open the find, replace, and go to window in Microsoft Word. Spellcheck and grammar check selected text or document. Save as. Change the text in Microsoft Word from uppercase tolowercase or a capital letter at the beginning of every word. Runs a Thesaurus check on the word highlighted. Save. Create a soft break instead of a new paragraph. Paste. Insert the current date. Insert the current time.

In addition to the above shortcut keys users can also use their mouse as a method of quickly do something commonly performed. Below some are examples of mouse

shortcuts. Mouse shortcuts Click, hold, and drag Double-click Double-click Description Selects text from where you click and hold to the point you drag and let go. If double-click a word, selects the complete word. Double-clicking on the left, center, or right of a blank line will make the alignment of the text left, center, or right aligned. Double-clicking anywhere after text on a line will set a tab stop. Selects the line or paragraph of the text the mouse tripleclicked. Zooms in and out of document.

Double-click Triple-click Ctrl + Mouse wheel

Revised By: Ms. Corinne Ann R. Molina Instructress (June 2011) Reference: 1. Copyright, Information Technology Services, training@its.utexas.edu, The University of Texas at
Austin

2. http://www.computerhope.com/shortcut/word.htm

MS Excel Lesson Excel is an electronic spreadsheet program that can be used for storing, organizing and manipulating data . Spreadsheet A table used to store various types of data. The data is arranged in rows and columns to make it easier to store, organize, and analyze the information. Some of the things that ms excel can do: a. making financial statement b. computing class grades c. making payroll d. calculating loan payments Parts of MS Excel and Functions 1. Name box - Located next to the formula bar, it displays the cell reference or the name of the active cell. 2. Active cell - In a worksheet the cell with the black outline. Data is always entered into the active cell.

3. Formula bar - This area displays the contents of the active cell. It can also be used for entering or editing data and formulas 4. Column - Columns run vertically on a worksheet and each one is identified by a letter. 5. Row - Rows run horizontally and are identified by a number. 6. Sheet Tab - Switching between worksheets in a file is done by clicking on the sheet tab at the bottom of the screen. 7. Worksheet - A single page or sheet. By default, there are three worksheets per workbook. 8. Workbook - A spreadsheet file. By default, each workbook in Excel contains three worksheets. 9. Cell - The intersection point between a column and a row is a small rectangular box. 10. Formula - Allows you to perform calculations on data entered into the spreadsheet. MICROSOFT EXCEL ENVIRONMENT

KEYBOARD SHORTCUT KEYS Excel Shortcuts: Files This small group of shortcuts is useful for opening, closing and saving your Excel workbooks. Ctrl+S: Save your Excel workbook Ctrl+O: Open an existing Excel workbook Ctrl+N: Create a new Excel workbook Excel Shortcuts: Editing These are common shortcuts you will use to edit your Excel workbook. Our favorite shortcut in this list is, quite obviously, Ctrl+Z. Ctrl+C: Copy the current selection to the clipboard. After you copy something, you can paste it with the paste shortcut. Ctrl+V: Paste the current item from the clipboard. Ctrl+X: Cut the current selection and place it on the clipboard, which can be pasted. The difference between cut and copy is that cut will delete your selection, while copy will not. Ctrl+Z: Undo your last change. This is can be repeated to remove again and again to undo many changes. Ctrl+Y: Redo your last Undo. This only is available if you have just issued an Undo command. Backspace: Deletes the current cell and enters edit mode for that cell. This will only delete one cell and not a selection.

Delete: Deletes the current selection. Use the delete key when you want to delete more than one cell at a time.

Excel Shortcuts: Getting Around These shortcuts will help you move around your Excel workbooks and worksheets with great ease! Page Up: Move one page up in your worksheet Page Down: Move one page down in your worksheet. Note: The number of rows moved in both page up and page down depend on how many rows are currently displayed. The more rows you have displayed the greater amount the row jump will be when you do a page up/down. Ctrl+Home: Move to the beginning of your worksheet Ctrl+End: Move to the end of your worksheet. Tab: Move right one column Shift+Tab: Move left one column Ctrl+Page Up: Go back one worksheet Ctrl+Page Down: Go forward one worksheet. Note: If you are not using multiple worksheets in your workbook you will probably not use this shortcut!

Excel Shortcuts: Formatting These shortcuts will help you quickly format your data. Ctrl+B: Toggles bold on and off for your selection Ctrl+I: Toggles italic on and off for your selection Ctrl+U: Toggles underline on and off for your selection Ctrl+1: Opens up the Format Cell popup

Excel Shortcuts: Menu These shortcuts allow you to active the various options on the menu bar without have to mouseclick them. Note: These shortcuts use Alt as their combination key. Alt+F: Accesses the File menu Alt+E: Accesses the Edit menu Alt+V: Accesses the View menu Alt+I: Accesses the Insert menu Alt+T: Accesses the Tools menu Alt+D: Accesses the Data menu Alt+W: Accesses the Window menu Alt+H: Accesses the Help menu

After you have used one of these shortcuts you can use the arrow keys to navigate the menu choices and use the Enter key to select a choice Excel Shortcuts: Selecting These shortcuts help you to quickly select items in your Excel file in various ways. Shift+Spacebar: Select the current Row Ctrl+Spacebar: Select the current column Ctrl+A: Select All, will select everything on the current worksheet. This is most often used in conjunction with the copy shortcut. Excel Sort Sorting in Excel lets you easily reorder your data based on the type of sorting that you choose. This lesson will show you how to do a normal and reverse alphabetical sort, as well as descending

numerical ordering.

Formulas and Functions

Formulas and functions that perform calculations are the true power of spreadsheets.

Formulas
To build a formula, first select the cell in which you want the results to appear. In Excel, all formulas start with the = sign. After the = sign, type the cells you want to add or subtract along with the mathematical operation you wish to perform. For example, to add the January sales in the worksheet below, the formula would be =B3+B4+B5. If you want to subtract February Widget Sales from January Widget sales, the formula would be =B3-C3.

Building many formulas can quickly become tedious. Fortunately, the Copy command described earlier also works with formulas.

Copying Formulas
The easiest way to copy a formula is with the Fill Handle in the lower right corner of the cell. Create your initial formula and then position the mouse on the Fill Handle. When the mouse changes shape to a cross-hair, press and drag over the adjacent cells you want to copy the formula to.

SUM( ) function
The SUM( ) function is probably the most common function in Excel. It adds a range of numbers. To build a SUM( ) function, begin by typing the = sign; all functions begin with the = sign. Next type the word SUM followed by an open parenthesis. You must now tell Excel which cells to sum. Using the mouse, click and drag over the range of cells you wish to add. A dotted outline will appear around the cells and the cell range will be displayed in the formula bar. When you have the correct cells selected, release the mouse button, type a closing parenthesis and press the <Enter> key.

If you do not want to use the mouse, type in the references of the cells you want to sum. For example, to add cells B3 through B5, type =SUM(B3:B5). Excel interprets B3:B5 as the range of cells from B3 to B5.

AutoSum button

In Excel, the standard toolbar has a button that simplifies adding a column or row of numbers. The AutoSum button, which resembles the Greek letter Sigma (shown at right), automatically creates a SUM( ) function. When you click the AutoSum button Excel creates a sum function for the column of numbers directly above or the row of numbers to the left. Excel pastes the SUM( ) function and the range to sum into the formula bar. If the range is not correct, simply select the proper range with your mouse on the worksheet. When you have the correct range entered, press the <Enter> key to complete the function.

Using the Insert Function Button

The Insert Function Button is located by the Formula Bar. Click the Insert funtion button in to activate the Insert Function dialog window.

First, choose the Function Category you are interested in from the select a category drop down menu.

OK.

Then select the function you want in that category. When you have selected the proper function click

In the Function Arguements dialog box you specify the cells the function will operate on, which are called its arguments. Select the cells with the mouse and click OK. Notice the creation of the function in the formula bar.

Powerpoint Lessons
PowerPoint is a program to help create and present presentations. This handout introduces the basic features of Microsoft PowerPoint and covers the basics of creating simple presentations and editing and formatting the PowerPoint slides.

Starting A Presentation
Start PowerPoint by either of two methods:

Go to the Start menu. Choose Programs and then click on Microsoft PowerPoint. Double-click the icon of any PowerPoint document. When you double-click a PowerPoint document, PowerPoint opens with the document already loaded.

A PowerPoint presentation consists of slides that can contain text, graphics, charts, and other data types. When you start PowerPoint, you can start with a blank presentation, or you can begin from a template or use the AutoContent Wizard.

The AutoContent Wizard is series of step-by-step instructions designed to assist you. The Template button accesses slide templates to help create a consistent, professional look for your slide presentation.

Choose Blank Presentation if you want to start with a clean slate. This method is recommended because it provides the most flexibility and lets you focus on content first rather than appearance.

After you choose Blank Presentation, select the layout of your slides from the New Slide dialog box. Choose from slides with titles and bullets, titles only, titles and clip art, and other options. For example, choose the Title Slide and click OK.

Explore the PowerPoint Interface

Besides the usual window components, the PowerPoint window has several unique elements, identified in the figure below.

Standard Toolbar
The Standard toolbar, located beneath the menu bar, has buttons for commonly performed tasks like printing, saving, inserting clip art, and other operations. You can customize the toolbar or even display multiple toolbars at the same time.

Formatting toolbar
The Formatting toolbar, located beneath the Standard toolbar bar, or possible to the side of it, has buttons for various formatting operations like changing text size or style, changing alignment, formatting bullets, and animation.

Drawing Toolbar
The Drawing toolbar on the bottom of the PowerPoint window contains drawing and text tools for creating

graphics.

PowerPoint Views
PowerPoint has three different views. Normal View provides a comprehensive view for each slide with notes and outline. Slide Sorter View displays multiple slides and lets you quickly change their order in the presentation. Finally, the Slide Show view is also called preview. It is used to run the whole presentation.

Use the three buttons at the bottom left of the window to change slide views. For example, you can switch from Normal view to Slide Sorter view by clicking one of these buttons.

Edit and Format a Slide

Enter and Edit Text in Outline View
PowerPoint's Outline Area lets you focus on the content of your presentation, by typing up the outline prior to laying the presentation out. After you type an outline, you can concentrate on how your presentation looks.

The boundary of the Outline Area can be resized by dragging the vertical seperation to the right. This will make it easier to enter your outline.

Entering Slide Titles and Bullets

Typing in PowerPoint's Outline view is similar to using a word processor. Type your slide title or bullet point and press Return to start a new slide or bullet. To force a line break within a slide title or bullet, press Shift-Enter (Shift-Return on the Mac). This starts a new line for the same title or bullet.

Promote and Demote Text

In Outline view, text is either a slide title, bullet point or sub bullet. To change a bullet to a slide title, select the text and click the Promote button (a green left-pointing arrow) on the Outlining toolbar. The Demote button (a green right-pointing arrow)will change a title to a bullet point or sub bullet under the previous item.

Copy and Move Data

Use the Copy and Paste commands to copy selected text and graphics from one slide to another. If you want to move data instead, use the Cut and Paste commands. To do this:

Select the text you want to Go to the Standard Toolbar Move and click your mouse Go to the Standard Toolbar

cut or copy by highlighting it. to choose the Cut or Copy short cut icon. to the place where you want the text to go. Note the cursor is blinking. to choose the Paste short cut icon.

Move Slides in the Outline Area

It's easy to change the order of your slides and bullets in the Outline Area. Press the mouse button on the item you want to move and drag it to the desired location. You can also select the item you want to move and click on the Move Up or Move Down buttons.

Delete Slides or Bullets

While working in the Outline Area, you can delete a slide by clicking on the slide icon next to the title and pressing the Delete key. Delete bullets and sub bullets similarly.

Undo Mistakes
If you make a terrible mistake (accidentally deleting a slide title or bullet point, for example), use the Undo command on the Edit menu or the Undo tool. You can undo multiple mistakes with the Undo tool. If you are unsure what action you will be undoing, the Edit menu will display the action it will undo.

Edit and Format a Presentation

Apply a Template to a Presentation
A template is a PowerPoint presentation that defines how your text and slide background will look. A plain presentation is simply black text on a white background.

A template might include a blue background with bold yellow letters and a particular graphic.

To apply a template to your presentation, choose Slide Design from the Format menu. The available templates will appear in the Task Pane, and once you select one, PowerPoint will apply it to all the slides.

Define Slide Transition and Animation

Transition effects help define how a presentation move from one slide to the next. Animation defines how you want your listed information to come in and out of the presentation.

Apply transition effects in Slide Sorter View or by selecting the Slide Transition command on the Slide Show menu. Keep in mind that the Transition command only sets the desired transition for the selected slides. We will explore in more depth custom transitions and animations in the advanced-level class. Now let us just do the following to quickly apply the transition as well as animation effects to our project here:

Switch to the Slide Sorter View. Move your mouse over the slide you want to apply transition effects. Click once to select the slide. Go to the Slide transition drop down menu on the toolbar. Choose Box Out. Note that preview is immediately applied on the selected slide. Apply some effects to other slides if you like.

Edit the Slide Master or Individual Slides

The Slide Master in a template is a slide that controls the formatting, text, and objects that appear on every slide in your presentation. For example, if you want a small picture of the world to appear on every slide, place that picture on the Slide Master. To display the Slide Master, choose Master/Slide Master from the View menu. You can then edit this slide. Changes you make to the Slide Master also appear on each slide in your presentation.

It is easiest to edit the text of a slide in the Outline Area. However, to modify a slide's appearance, switch to Slide View. If you want your changes to apply to every slide in the presentation, choose Master/Slide Master from the View menu.

In Slide View just click on an object to select it. Then use the Format menu to apply the change you want. For example, to change the font or color of the slide title, select the slide title and choose Font from the Format menu. The Format menu also has commands for centering or left aligning text (Alignment), and changing colors (Colors and Lines). You can even change the format of slide bullets using the Bullets command on the Format menu. PowerPoint also has a Formatting toolbar to simplify basic formatting tasks.

Slide Background
Choose Background from the Format menu to change a slide's background color or gradient. Click on the color rectangle near the bottom of the dialog box,

and select either More Colors or Fill Effects. As shown in the Colors and Fill Effects dialog boxes below, you can change the color, gradient, texture, or pattern, or you can use a picture file.

Again, if you want this background to apply to all slides, make sure you select Mater/Slide Master from the View menu before making the change. Click on the Apply button when you are done.

Insert the Clip Arts and Objects

Creating Charts
PowerPoint's Chart tool is located on the Standard toolbar. Click the Chart tool to create a graph in your presentation. PowerPoint activates a data worksheet with labels and numbers. Change these labels and numbers to reflect your data. If you do not want to graph a certain row or column, double-click it and PowerPoint will remove that data from the chart. When you are through entering data in the worksheet, close it.

Tip: It is efficient to choose a "Chart" layout for a new slide of chart. To do this:

Click on the Insert menu and choose New Slide. In the layout dialogue box, choose the "Chart" layout. Click OK. In the PowerPoint working window, double click the chart place holder to activate the edit mode. Enter the data from the table below into the data sheet on the screen and watch the change of the chart.

The chart border will change and the chart toolbar will appear at the top of the screen. The chart toolbar includes buttons for changing chart type., inserting gridlines and legends, and additional chart features. For example, if you want to change a column chart to a horizontal bar chart, choose that chart type from the Chart Type tool.

Drawing Tools
PowerPoint has a set of drawing tools used to place lines, shapes, figures, WordArt, and text on a slide. PowerPoint's drawing tools are similar to drawing tools in other graphics programs. To use these tools, make sure you are in Slide View.

Use the Auto Shapes tool (shown below) to create regular shapes like stars, polygons, triangles, and other shapes.

If you draw something on a slide and want to delete it, click on the object and press the Delete key.

PowerPoint has a collection of clip art that you can use in your presentation. Select the slide you want the clip art on, and choose Picture/Clip Art from the Insert menu. Choose the category you want and select a clip art image. You can also use the Copy and Paste procedures described earlier to paste clip art into PowerPoint from other programs. For example, if you have created your own logo in Adobe Illustrator, you can copy the image and paste it into a PowerPoint presentation.

PowerPoint also lets you insert Microsoft Excel charts, Microsoft Word tables, pictures in separate files and other objects.

Slide Setup and Printing

Before you print your slide presentation, make sure the slide size and orientation is correct. Also, decide whether you want to print in color or black and white.

Change these settings using the Page Setup and Print commands on the File menu.

Slide Setup
The Slide Setup dialog box has controls for slide size and orientation. Choose the appropriate slide size and orientation before you do significant formatting in your presentation. Changing slide orientation from portrait to landscape or vice versa may require editing and reformatting slides.

Printing
To print your slide presentation, choose Print from the File menu, or click the Print button on the toolbar. In the Print dialog box you can choose how many copies you want to print. Use the Print What: dropdown list to select whether you want to print just the slides, notes, or handouts with multiple slides per page.

Note on color printing: To print your presentation in color: