Hardware and Networking Service

Level-IV

Module Title: - Providing network systems administration

Module code: EIS HNS4 M04 0322

Nominal duration: 45Hour

Prepared by: Hayleeyesus Tiumlisan

Aug, 2022

Addis Ababa, Ethiopia

Table of Contents
Acknowledgment......................................................................................................3

Introduction to module............................................................................................5
Acknowledgment

Ministry of Labor and Skills wish to extend thanks and appreciation to the many
representatives of TVET instructors and respective industry experts who donated their
time and expertise to the development of this Teaching, Training and Learning
Materials (TTLM).

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Acronym

PC -Personal computer

RAM -Random-access memory

Gb–Gigabyte

USB-universal serial bus

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Introduction to module

This module describes the performance outcomes, skills and knowledge required to
operate spreadsheet applications and perform basic operations, including creating and
formatting spreadsheet data, incorporating charts and objects, and customizing and
printing Spreadsheet.
This module is designed to meet the industry requirement under create and use
spreadsheet occupational standard, particularly for the unit of competency: Create and
use spreadsheet

This module covers the units:

 Select and prepare resources
 Introduction to spreadsheets
 Produce simple charts
 Finalize spreadsheets

Learning Objective of the Module

 Select and prepare resources

 Create simple spreadsheets

 Produce simple charts

 Finalize spreadsheets

Module Instruction
For effective use this module, trainees are expected to read the following module
instruction shown below:
1. Read the information written in each unit
2. Accomplish the Self-checks at the end of each unit
3. Perform Operation Sheets which were provided at the end of units
4. Do the “LAP test” giver at the end of each unit and
5. Read the identified reference book for Examples and exercise

Unit one: Provide client access and security

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This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Overview of Network System Administration
 Provide appropriate privilege for accounts and files
 Determine access privileges and usage for user accounts
 Maintain System integrity and security

This guide will also assist you to attain the module above in the cover page. Specifically,
upon completion of this module, you will be able to:
 Overview of Network System Administration
 Providing appropriate privilege for accounts and files
 determining access privileges and usage for user accounts
 Maintaining System integrity and security

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1.1 Overview of Network System Administration
Network System Administration involves the management, maintenance, and optimization
of computer networks within an organization. The role of a network system administrator is
critical for ensuring the smooth operation, security, and efficiency of an organization's
network infrastructure. Here is an overview of key aspects of network system
administration:

1. Roles and Responsibilities:

 Network Configuration:
 Configure and maintain network devices such as routers, switches, firewalls, and access
points.
 Implement and manage IP addressing, subnetting, and VLANs.
 User Account Management:
 Create, modify, and delete user accounts.
 Manage access privileges and permissions for network resources.
 Network Security:
 Implement and maintain security measures to protect against unauthorized access and cyber
threats.
 Configure firewalls, intrusion detection/prevention systems, and conduct security audits.
 Monitoring and Performance Tuning:
 Monitor network performance, analyse logs, and identify and address performance issues.
 Implement performance tuning strategies to optimize network efficiency.
 Backup and Disaster Recovery:
 Establish backup procedures and regularly perform backups of critical network data.
 Develop and maintain disaster recovery plans to minimize downtime in case of network
failures.
 Troubleshooting and Support:
 Diagnose and resolve network issues, connectivity problems, and performance bottlenecks.
 Provide technical support to end-users and collaborate with other IT teams.
 Software and Firmware Updates:
 Manage and apply updates to network devices, operating systems, and software
applications.
 Ensure that devices are running the latest firmware to address security vulnerabilities.
 Documentation:
 Maintain accurate and up-to-date documentation of network configurations, hardware
inventory, and procedures.
 Document changes made to the network for future reference.
 Collaboration with IT Teams:
 Collaborate with other IT teams, including systems administrators, security professionals,
and helpdesk personnel.
 Ensure alignment between network infrastructure and overall IT strategy.
2. Skills and Qualifications:
Technical Skills:
 Proficiency in network protocols, routing, and switching.

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 Knowledge of security protocols and best practices.
 Familiarity with VPNs, VLANs, and wireless networking.
 Troubleshooting Skills:
 Ability to identify and resolve network-related issues efficiently.
 Strong problem-solving skills in diagnosing complex network problems.
 Communication Skills:
 Effective communication with end-users, management, and IT teams.
 Documentation skills for maintaining clear and comprehensive records.
 Adaptability:
 Ability to adapt to new technologies and stay updated on industry trends.
 Flexibility to handle unexpected network issues and changes.
 Collaboration and Teamwork:
 Work collaboratively with cross-functional teams to achieve common goals.
 Share knowledge and best practices with colleagues.
 Time Management:
 Prioritize tasks and manage time effectively to meet deadlines.
 Respond promptly to critical incidents and prioritize accordingly.
3. Tools and Technologies:
 Network Monitoring Tools:
 Utilize tools like Nagios, SolarWinds, or Wireshark for network monitoring and analysis.
 Configuration Management Tools:
 Implement tools like Ansible or Puppet for automated configuration management.
 Security Tools:
 Employ security tools such as firewall appliances, intrusion detection systems, and antivirus
software.
 Remote Administration Tools:
 Use remote administration tools for managing network devices from a centralized location.
 Backup and Recovery Solutions:
 Implement backup solutions such as Veeam or Bacula for data protection.
 Collaboration Tools:
 Use collaboration tools for communication and documentation, such as Slack, Microsoft
Teams, or Confluence.
4. Certifications:
 Cisco Certified Network Associate (CCNA):
 Entry-level certification covering networking fundamentals.
 CompTIA Network+:
 Vendor-neutral certification for networking professionals.
 Cisco Certified Network Professional (CCNP):
 Intermediate-level certification for more advanced networking skills.
 Certified Information Systems Security Professional (CISSP):
 Security-focused certification relevant for network administrators.
 Microsoft Certified: Azure Administrator Associate:
 Certification for administrators working with Microsoft Azure cloud services.
5. Emerging Trends
 Cloud Networking:
 Integration and management of networks in cloud environments.
 Software-Defined Networking (SDN):
 Utilizing SDN for dynamic and programmable network infrastructure.
 Edge Computing:
 Management of networks at the edge of the network, closer to end-users and devices.

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 Automation and DevOps:
 Incorporating automation tools and DevOps practices for efficient network management.
 5G Networking:
 Preparing for the transition to 5G networks and the associated challenges.

In summary, network system administration involves a diverse set of responsibilities,

requiring a combination of technical expertise, troubleshooting skills, and effective
communication. Staying abreast of emerging technologies and industry trends is crucial for
the ongoing success of network administrators in an ever-evolving IT landscape.

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1.2 Provide appropriate privilege for
accounts and files

Providing appropriate privileges for accounts and files is a crucial aspect of managing a
secure and efficient computer system. Proper privilege management ensures that users have
the necessary access rights to perform their job functions while preventing unauthorized
access to sensitive information. Here are key considerations and steps for providing
appropriate privileges:

1. User Account Privileges:

 User Roles and Responsibilities:
 Define user roles based on job functions and responsibilities.
 Clearly outline the privileges associated with each role.
 Least Privilege Principle:
 Apply the principle of least privilege, granting users the minimum level of access required
to perform their tasks.
 Avoid assigning unnecessary permissions that could pose security risks.
 Regular Review and Updates:
 Conduct regular reviews of user accounts and their associated privileges.
 Update privileges based on changes in job roles or responsibilities.
 Account Provisioning and Deprovisioning:
 Establish processes for provisioning new accounts and deprovisioning accounts when users
leave the organization.
 Ensure that former employees no longer have access to system resources.
 Password Policies:
 Enforce strong password policies to enhance security.
 Regularly update passwords and implement multi-factor authentication for sensitive
accounts.
 User Training:
 Provide training to users on the importance of secure password practices and the use of
privileged accounts.
 Promote awareness about the risks associated with sharing login credentials.
2. File and Directory Privileges:
 File Ownership and Permissions:
 Set appropriate ownership and file permissions to control access to files and directories.
 Use the principle of least privilege when assigning file permissions.
 Sensitive Data Encryption:
 Encrypt sensitive files to protect data confidentiality.
 Implement file-level encryption for added security.
 Audit and Monitoring:
 Enable file and directory auditing to track access and changes.
 Regularly review audit logs to identify unauthorized access or modifications.
 Access Control Lists (ACLs):
 Utilize Access Control Lists to define granular permissions for files and directories.

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 Restrict access to specific users or groups as needed.
 Network Shares and Permissions:
 If using network shares, apply appropriate permissions to restrict access.
 Regularly review and update permissions for network shares.
 Version Control:
 Implement version control for important files to track changes and revert to previous
versions if needed.
 Ensure that only authorized users can modify critical documents.
3. Administrator Privileges:
 Separation of Duties:
 Separate administrative duties to prevent a single point of failure.
 Limit the number of users with full administrative privileges.
 Use of Service Accounts:
 Utilize service accounts for running applications and services.
 Avoid using privileged accounts for routine tasks.
 Administering Access Controls:
 Regularly review and update access controls for administrators.
 Implement multi-factor authentication for administrative accounts.
 Privilege Escalation Monitoring:
 Monitor for privilege escalation attempts and unauthorized use of elevated privileges

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1.3determining access privileges and usage for user
accounts
Determining access privileges and usage for user accounts is a critical aspect of managing
security in computer systems and networks. Here are some general steps and considerations
for managing access privileges and monitoring usage for user accounts:

1. user account creation:

 Ensure that user accounts are created only for individuals who require access to the system.
 Assign the minimum necessary permissions needed for users to perform their job functions.
2. Access control policies:
 Define access control policies that outline who has access to what resources.
 Use the principle of least privilege, meaning users should have the minimum level of access
necessary to perform their duties.
3. Role _based access control(RBAC)
 Implement RBAC to group users based on their roles within the organization.
 Assign permissions to roles rather than individual users, making it easier to manage access
at scale.
4. Regular Audits:
 Conduct regular audits of user accounts and their associated privileges.
 Identify and remove any unnecessary or outdated accounts.
5. Access Reviews:
 Perform periodic access reviews to ensure that users still require the assigned permissions.
 Have a process in place to revoke access promptly when an employee changes roles or
leaves the organization.
6. Monitoring and Logging:
 Implement monitoring tools to track user activity and access patterns.
 Log relevant events, such as login attempts, changes in permissions, and access to sensitive
data.
7. Alerts for Suspicious Activity:
 Set up alerts for suspicious or unauthorized activities, such as multiple failed login attempts,
unusual access times, or access to sensitive data by unauthorized users.
8. Authentication Controls:
 Use strong authentication mechanisms, such as multi-factor authentication (MFA), to
enhance account security.
 Enforce password policies to ensure that users create strong and regularly updated
passwords.
9. Training and awareness:
 Provide training to users on security best practices, including the importance of protecting
their login credentials.
 Foster a culture of security awareness within the organization.
10. Incident Response Plan:
 Develop and maintain an incident response plan to address security incidents promptly.
 Clearly define the steps to be taken if unauthorized access or suspicious activity is detected.
11. Compliance Requirements:
 Ensure that your access control practices align with industry regulations and compliance
standards relevant to your organization.

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12. Regular Security Updates:
 Keep software, including user account management tools, up to date to address any security
vulnerabilities.

By implementing these measures, organizations can better manage user account access
privileges and enhance overall security posture. Regularly reviewing and updating these
practices helps adapt to evolving security threats and organizational changes.

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1.4 Maintaining System integrity and security
Maintaining system integrity and security is crucial to protect against unauthorized access,
data breaches, and other cybersecurity threats. Here are key practices to help ensure the
integrity and security of a computer system:

1. Update and Patch Software:

 Regularly update and patch operating systems, software, and applications to address known
vulnerabilities.
 Enable automatic updates where possible.
2. Use Strong Authentication:
 Implement strong authentication mechanisms, such as multi-factor authentication (MFA), to
add an extra layer of security to user accounts.
3. Network Security:
 Use firewalls to control incoming and outgoing network traffic.
 Secure Wi-Fi networks with strong encryption (WPA2 or WPA3) and change default
credentials for network devices.
4. Data Encryption:
 Encrypt sensitive data both in transit and at rest to protect it from unauthorized access.
 Use protocols like HTTPS for secure communication over the internet.
5. Access Control:
 Implement access controls and least privilege principles to restrict user access to the
minimum necessary for their roles.
 Regularly review and update access permissions.
6. Security Monitoring:
 Set up security monitoring tools to detect and respond to suspicious activities.
 Monitor logs for unusual patterns or events.
7. Incident Response Plan:
 Develop and maintain an incident response plan to effectively respond to security incidents.
 Conduct regular drills to ensure the plan is executable.
8. Regular Security Audits and Assessments:
 Conduct regular security audits and assessments to identify vulnerabilities.
 Penetration testing can help identify weaknesses in the system.
9. Employee Training:
 Provide cybersecurity training to employees to raise awareness of security best practices.
 Train employees on how to recognize and avoid phishing attacks.
10. Physical Security:
 Ensure physical security measures are in place, such as restricting access to server rooms
and securing hardware.
11. Backup and Recovery:
 Regularly back up critical data and ensure that recovery procedures are in place.
 Test backups periodically to verify their effectiveness.
12. Security Policies and Procedures:
 Develop and enforce comprehensive security policies and procedures.
 Include guidelines for password management, acceptable use, and data handling.
13. Vendor Security:
 Assess and monitor the security practices of third-party vendors.
 Ensure that vendors follow security best practices and comply with relevant regulations.
14. Regular Security Awareness Training:
 Keep employees informed about the latest cybersecurity threats and best practices through
regular training sessions.

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15. Compliance with Regulations:
 Ensure compliance with relevant data protection and privacy regulations applicable to your
organization.
16. Software Restriction Policies:
 Implement software restriction policies to control which applications can run on systems,
reducing the risk of malware.
17. Regular Security Reviews:
 Conduct periodic reviews of security controls and measures to ensure they remain effective.
18. Stay Informed:
 Stay informed about the latest security threats and vulnerabilities by monitoring security
advisories and updates from reliable sources.

By consistently implementing and updating these practices, organizations can enhance the
integrity and security of their systems, protecting against a wide range of cyber threats.
Regularly reassessing and adapting security measures are essential in the ever-evolving
landscape of cybersecurity.

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Self-check-1

Test-I Matching
Instruction: select the correct answer for the give choice. You have given 1 Minute for
each question. Each question carries 2 Point.
A B
---------1. Reduce A. converting waste into new products
---------2. Recycle B. minimize resources and energy consumption
---------3. Reuse C. converting new product into waste
D. use a product again

Test II: short Answer writing

Instruction: write short answer for the given question. You are provided 3 minute for
each question and each point has 5Points.
1. Write at list two ways of conserving energy?
2. Write at list three methods reduce wastage ofpaper in the office?
3. What is the difference between setting your computer to hibernateand Standby?
4. Write at list three key issues to consider to identify spreadsheet requirements?

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Unit Two: Provide input into and disseminate disaster recovery plan

This unit to provide you the necessary information regarding the following content coverage
and topics:

2.1 Provide input to organization’s disaster recovery plan

2.2 Perform regular backup and restore based on disaster recovery policy
2.3 Disseminate disaster recovery plan
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:

 Providing input to organization’s disaster recovery plan

 Performing regular backup and restore based on disaster recovery policy
 Disseminating disaster recovery plan
2.1 Provide input to organization’s disaster recovery plan
Providing input to an organization's disaster recovery plan (DRP) is a crucial aspect of ensuring that
the organization is well-prepared to respond effectively to disasters and disruptions. Here are key
considerations when providing input to a disaster recovery plan:

1. Risk Assessment:
 Conduct a comprehensive risk assessment to identify potential threats and vulnerabilities to the
organization's IT infrastructure and business operations.
 Identify critical assets and functions that must be prioritized in the event of a disaster.
2. Business Impact Analysis (BIA):
 Perform a Business Impact Analysis to understand the potential consequences of disruptions to
various business processes.
 Determine the acceptable downtime for each critical business function.
3. Identify Critical Systems and Data:
 Clearly identify critical systems, applications, and data that are essential for business operations.
 Prioritize these components in the disaster recovery plan.
4. Define Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO):
 Establish Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO) for critical systems
and functions.
 RTO defines the maximum allowable downtime, while RPO defines the maximum acceptable data
loss.
5. Resource Requirements:
 Identify the resources (hardware, software, personnel, etc.) required for recovery efforts.
 Ensure that the necessary resources are available and accessible during a disaster.
6. Communication Plan:
 Develop a communication plan that outlines how information will be disseminated to internal and
external stakeholders during a disaster.
 Specify communication channels, roles, and responsibilities.
7. Training and Awareness:
 Ensure that employees are trained on their roles and responsibilities during a disaster.
 Conduct regular drills and exercises to test the effectiveness of the disaster recovery plan.
8. Offsite Backup and Storage:
 Implement secure offsite backup and storage solutions to ensure data can be recovered in case of
physical damage to on-premises systems.
9. Alternative Facilities:
 Identify and secure alternative facilities where operations can be temporarily relocated in the event of
a site-wide disaster.
10. Vendor and Partner Coordination:
 Coordinate with vendors and external partners to ensure their disaster recovery plans align with the
organization's objectives.
 Verify the recovery capabilities of critical third-party services.
11. Regulatory Compliance:
 Ensure that the disaster recovery plan aligns with industry regulations and compliance standards
applicable to the organization.
12. Documentation:
 Maintain comprehensive documentation of the disaster recovery plan, including procedures, contact
information, and recovery steps.
 Keep the documentation up to date and accessible to key personnel.

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13. Regular Review and Update:
 Regularly review and update the disaster recovery plan to account for changes in technology, business
processes, and organizational structure.
14. Budget and Funding:
 Work with stakeholders to ensure that the necessary budget and funding are allocated for the
implementation and maintenance of the disaster recovery plan.
15. Testing and Validation:
 Conduct regular testing and validation exercises to ensure the effectiveness of the disaster recovery
plan.
 Identify areas for improvement based on test results.

By providing input to these aspects of the disaster recovery plan, you contribute to building a resilient
and effective framework for responding to and recovering from disasters. Collaboration with key
stakeholders and a proactive approach to risk management are essential components of a successful
disaster recovery strategy.

2.2 Performing regular backup and restore based on

disaster recovery policy
Performing regular backup and restore operations is a critical component of disaster recovery
planning. The goal is to ensure that data can be quickly and effectively restored in the event of data
loss or a disaster. Here are key steps and considerations for performing regular backup and restore
based on a disaster recovery policy:

1. Define a Backup Policy:

 Establish a clear and comprehensive backup policy that outlines what data needs to be backed up, how
often backups should occur, and where the backup data will be stored.
 Determine the appropriate backup technologies and methods based on the organization's needs.
2. Identify Critical Data and Systems:
 Identify and prioritize critical data, applications, and systems that are essential for business operations.
 Ensure that these critical components are included in the regular backup routine.
3. Backup Frequency:
 Define the frequency of backups based on the organization's Recovery Point Objectives (RPO).
 Critical systems and data may require more frequent backups, while less critical data may have less
frequent backups.
4. Full and Incremental Backups:
 Implement a combination of full and incremental backups.
 Full backups capture all selected data, while incremental backups only include changes made since the
last backup.
5. Offsite Backup Storage:
 Store backup copies in an offsite location to ensure data recovery in the event of a site-wide disaster.
 Choose secure and geographically diverse locations to mitigate risks.
6. Encryption:
 Encrypt backup data to protect it from unauthorized access.
 Ensure that encryption keys are securely managed and accessible only to authorized personnel.
7. Testing Backups:
 Regularly test the integrity of backups to ensure they can be successfully restored.
 Conduct periodic restoration exercises to verify the effectiveness of the backup and restore process.
8. Automated Backup Solutions:

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 Implement automated backup solutions to streamline the backup process and reduce the risk of human
error.
 Ensure that backup schedules are consistent with the backup policy.
9. Monitoring and Alerts:
 Set up monitoring tools to track the success or failure of backup operations.
 Configure alerts for any backup failures or anomalies.
10. Documentation:
 Maintain comprehensive documentation of the backup procedures, including the types of backups
performed, schedules, and locations.
 Document the steps for restoring data from backups.
11. Versioning:
 Consider implementing versioning for critical data to retain multiple historical copies.
 This can be useful in scenarios where data corruption or accidental changes need to be addressed.
12. Regular Review and Update:
 Regularly review and update the backup policy to reflect changes in the organization's technology,
data landscape, and business processes.
 Ensure that backup procedures align with the overall disaster recovery plan.
13. Personnel Training:
 Train personnel responsible for backup and restore operations on the proper procedures and best
practices.
 Ensure that relevant staff members are aware of their roles during a data recovery scenario.
14. Compliance:
 Ensure that backup and restore procedures comply with relevant regulatory requirements and industry
standards.

By following these steps and considerations, organizations can establish a robust and reliable backup
and restore process that aligns with their disaster recovery policy. Regular testing and validation of the
backup strategy contribute to overall data resilience and business continuity.

2.3 Disseminating disaster recovery plan

Disseminating the disaster recovery plan is a critical step in ensuring that the organization is prepared
to respond effectively to disasters and disruptions. Proper communication and awareness are key
components of a successful disaster recovery strategy. Here are steps to effectively disseminate the
disaster recovery plan:

1. Identify Key Stakeholders:

 Identify and compile a list of key stakeholders who need to be aware of and involved in the disaster
recovery planning process.
 This may include senior management, IT personnel, department heads, and other relevant personnel.
2. Document the Disaster Recovery Plan:
 Clearly document the disaster recovery plan in a format that is easily understandable and accessible.
 Include key components such as objectives, roles and responsibilities, contact information,
procedures, and recovery steps.
3. Customize for Different Audiences:
 Tailor the communication of the disaster recovery plan to different audiences within the organization.
 Executives may need a high-level overview, while technical staff may require more detailed technical
information.
4. Create an Executive Summary:
 Develop an executive summary that provides a concise overview of the disaster recovery plan for
leadership and decision-makers.

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 Highlight key objectives, critical functions, and high-level recovery strategies.
5. Communication Channels:
 Utilize various communication channels to disseminate the plan effectively. This may include email,
intranet, company meetings, and training sessions.
 Consider using multiple channels to ensure that the information reaches all relevant parties.
6. Training Sessions:
 Conduct training sessions or workshops to educate key personnel on the contents of the disaster
recovery plan.
 Ensure that employees understand their roles and responsibilities during a disaster.
7. Regular Updates:
 Establish a process for regularly updating the disaster recovery plan and communicate any changes to
relevant stakeholders.
 This ensures that the plan remains current and reflective of the organization's evolving needs.
8. Distribution of Hard Copies:
 Provide hard copies of the disaster recovery plan to key personnel, especially those who may not have
regular access to digital resources.
 Store hard copies in secure locations and ensure they are easily accessible when needed.
9. Confirm Understanding:
 Request confirmation from key personnel that they have read and understood the disaster recovery
plan.
 Consider conducting brief quizzes or surveys to ensure comprehension.
10. Emergency Contact Information:
 Clearly communicate emergency contact information, including whom to contact during a disaster and
how to reach them.
 Maintain an up-to-date list of contacts.
11. Drills and Exercises:
 Conduct drills and exercises to test the organization's response to simulated disasters.
 Use these opportunities to reinforce the importance of the disaster recovery plan and identify areas for
improvement.
12. Feedback Mechanism:
 Establish a feedback mechanism for personnel to provide input on the disaster recovery plan.
 Encourage employees to report any issues or suggestions for improvement.
13. Compliance Requirements:
 Ensure that the dissemination of the disaster recovery plan aligns with any regulatory or compliance
requirements applicable to the organization.
14. Crisis Communication Plan:
 Develop a crisis communication plan that outlines how information will be communicated to internal
and external stakeholders during a disaster.
15. Cultural Considerations:
 Consider the organizational culture and communication preferences when disseminating the plan.
 Adapt the communication strategy to align with the organization's communication norms.

By carefully planning and executing the dissemination of the disaster recovery plan, organizations can
enhance overall preparedness and increase the likelihood of a swift and effective response in the face
of a disaster or disruption.

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Self-check-1

Test-I Multiple choose

1.What is the name of the feature that saves copies of your files at specified intervals?
A. Protect Sheet C. Auto Recover
B. Track Changes D. Document Recovery
2. Which of the following is a selected cell?
A. current command C. active cell
B. default option D. default cell
3. Which is a small green square in the lower-right corner of a selected cell or range
that you can use to copy one cell to adjacent cells or to create a series?
A. Fill handle C. Cell pointer
B. Column marker D. Formula bar
1. How many worksheets does a new Excel 2016 workbook open with?
A. three C. two
B. one D. four
2. Which function in Excel tells how many numeric entries are there?
A. NUM C. SUM
B. COUNT D. CHKNUM
3. Which of the following is the intersection of a row and column?
A. Range C. bar chart
B. tab D. cell
4. Which tab of the ribbon should you go to for removing gridlines on a worksheet?
A. Formula C. review
B. View D. developer
5. Which of the following is an example of a mixed cell reference?
A. A9$ C. A$9
B. A9:E9 D. A$9
6. Which of the following is where you can save, select a template, change document
properties, and close or exit Excel?
A. Backstage C. Edit
B. Print D. Window
7. Out of the following alternatives a valid formula on excel
A. B2+C2 C. =C2+D2
B. A1*B1 D. E1/F1

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Test-II Matching
Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 2 Point.
A B
---------1. Normal view A. a search bar help to quickly find tools or commands
---------2. Page Layout view B. the cell references remain unchanged
---------3. Tell me C. the default view of worksheets
---------4. Page Break view D. Identifies a cell or a range of cells in a worksheet.
---------5.cell address E. Displays how your worksheets will appear when
printed.
F. To change the location of page breaks

Test-IIIFill in the blank

Instruction: Fill the correct answer for the give blank space. You have given 1 Minute for each
question. Each question carries 2 Point.
1. _________ is used to copy down the contents from one cell to other cells
2. Columns and rows are defined by _____ and _______ respectively.
3. Cells are defined by the _______ and ________ at which they intersect.
4. ________ is a working area that you can store, manipulate, calculate, and analyze data.
5. _________are defined by the column and row at which they intersect

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Unit Three: Monitor network performance
This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
3.1 Perform diagnostic test to monitor network
3.2 Analyze and responding to diagnostic information
3.3 Monitor software and files
3.3.1 Delete illegal software and files
3.3.2 Archive files
3.4 Monitor performance indicators
3.5 Improve network and systems efficiency
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
o Performing diagnostic test to monitor network
o Analyzing and responding to diagnostic information
o Monitoring software and files
 Delete illegal software and files
 Archive files
o Monitoring performance indicators
o Improving network and systems efficiency

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3.1 Performing diagnostic test to monitor network
Performing diagnostic tests to monitor a network is crucial for maintaining its health, identifying
potential issues, and ensuring optimal performance. Here are key diagnostic tests and procedures that
can be performed to monitor a network:

1. Ping Test:
 Use the ping command to test the connectivity between devices.
 Verify that devices can communicate with each other and measure the round-trip time.
2. Traceroute:
 Use the traceroute or tracert command to trace the route that packets take from one device to another.
 Identify the path and measure the latency at each hop.
3. Bandwidth Testing:
 Conduct bandwidth tests to measure the available bandwidth between network devices.
 Tools like iPerf or Speedtest can be used to assess network throughput.
4. Packet Loss Testing:
 Perform packet loss tests to identify any loss of data packets across the network.
 Tools like MTR (My TraceRoute) or pathping can provide insights into packet loss.
5. Network Scanning:
 Use network scanning tools to discover devices on the network and identify open ports.
 Ensure that only authorized devices and services are accessible.
6. SNMP Monitoring:
 Implement Simple Network Management Protocol (SNMP) monitoring to collect and analyze data
from network devices.
 Use SNMP-based tools to monitor device performance and health.
7. Syslog Analysis:
 Analyze syslog data to identify potential issues or security events on network devices.
 Set up centralized syslog servers for efficient log management.
8. DNS Resolution Test:
 Test DNS resolution to ensure that domain names are being resolved correctly.
 Identify and troubleshoot any DNS-related issues.
9. DHCP Testing:
 Verify the functionality of Dynamic Host Configuration Protocol (DHCP) by ensuring that devices
receive IP addresses correctly.
 Check for DHCP server responsiveness.
10. Firewall and Security Audits:
 Perform regular audits of firewall configurations to ensure proper security policies.
 Verify that only necessary ports and services are open.
11. VLAN Testing:
 Test Virtual LAN (VLAN) configurations to ensure proper isolation of network segments.
 Verify that devices within a VLAN can communicate while maintaining segmentation.
12. Quality of Service (QoS) Testing:
 Test Quality of Service configurations to ensure that critical applications receive the necessary priority
and bandwidth.
 Verify that QoS policies are effective in managing network traffic.
13. Wireless Network Testing:
 Perform wireless network testing to assess signal strength, coverage, and interference.
 Identify and address any issues affecting Wi-Fi performance.
14. Network Traffic Analysis:
 Use network traffic analysis tools to monitor and analyze the flow of data across the network.
 Identify patterns, anomalies, and potential security threats.

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15. VPN Testing:
 Test Virtual Private Network (VPN) connections to ensure secure and reliable communication.
 Verify that VPN tunnels are established and functioning correctly.
16. Network Health Dashboard:
 Create a network health dashboard that provides a real-time overview of key performance metrics.
 Use visualization tools to quickly identify areas of concern.
17. Regular Audits and Documentation:
 Conduct regular network audits to update documentation and ensure that configurations align with
best practices.
 Keep an inventory of network devices and configurations.

By regularly performing these diagnostic tests, network administrators can proactively identify and
address issues, optimize network performance, and enhance overall network reliability and security.
Regular monitoring is essential for preventing downtime and ensuring the smooth operation of critical
business processes.

3.2 Analyzing and responding to diagnostic information

Analyzing and responding to diagnostic information is a critical aspect of maintaining a healthy and
efficient network. Here are steps to effectively analyze and respond to diagnostic information obtained
from various network tests:

1. Collect Diagnostic Data:

 Gather data from diagnostic tests, including ping tests, traceroutes, bandwidth tests, and any other
relevant tests performed on the network.
 Ensure that logs from network devices, firewalls, and other critical components are collected.
2. Utilize Network Monitoring Tools:
 Use network monitoring tools, such as Wireshark, Nagios, or SolarWinds, to analyze real-time and
historical network performance data.
 Visualize network traffic, identify trends, and pinpoint areas of concern.
3. Review Syslog and Event Logs:
 Analyze syslog and event logs from network devices to identify any unusual or critical events.
 Look for error messages, warnings, and other indicators of potential issues.
4. Identify Patterns and Anomalies:
 Identify patterns and anomalies in network traffic and performance metrics.
 Look for sudden spikes in traffic, unusual patterns of communication, or deviations from normal
behavior.
5. Prioritize Issues:
 Prioritize identified issues based on their impact on the network and critical business functions.
 Focus on addressing issues that pose the greatest risk or have the most significant impact.
6. Correlate Data:
 Correlate data from different sources to gain a holistic understanding of network behavior.
 Identify relationships between events, such as correlating a spike in bandwidth usage with a specific
application or user activity.
7. Isolate the Problem:
 Isolate the specific network component or area that is experiencing issues.
 Determine whether the problem is localized to a particular segment, device, or service.
8. Engage in Root Cause Analysis:
 Perform root cause analysis to understand the underlying reasons for the identified issues.
 Consider both immediate triggers and deeper systemic causes.
9. Coordinate with Relevant Teams:

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 Collaborate with relevant teams, including network operations, security, and system administrators, to
address identified issues.
 Ensure effective communication and coordination to resolve problems efficiently.
10. Implement Remediation Strategies:
 Develop and implement remediation strategies based on the analysis of diagnostic information.
 This may involve adjusting configurations, applying patches, or optimizing network settings.
11. Document Actions Taken:
 Document the actions taken to address identified issues.
 Maintain a record of changes made to configurations, updates applied, or any other interventions.
12. Test and Validate:
 Test and validate the effectiveness of implemented solutions.
 Monitor the network after changes to ensure that the issues have been resolved and that new problems
have not been introduced.
13. Implement Preventive Measures:
 Identify and implement preventive measures to reduce the likelihood of similar issues occurring in the
future.
 This may involve updating policies, improving security measures, or enhancing network
configurations.
14. Provide Feedback to Stakeholders:
 Communicate with relevant stakeholders, including management and end-users, regarding the
identified issues and the actions taken to address them.
 Keep stakeholders informed about the status of the network and any potential impacts on operations.
15. Continuous Improvement:
 Establish a culture of continuous improvement by conducting post-incident reviews.
 Identify lessons learned and implement changes to enhance future diagnostic processes and response
strategies.

By systematically analyzing diagnostic information and responding effectively, network

administrators can maintain a robust and reliable network infrastructure. The goal is to minimize
downtime, optimize performance, and enhance the overall resilience of the network in the face of
evolving challenges.

3.3 Monitoring software and files

Monitoring software and files, along with managing them appropriately, is a crucial part of
maintaining the security and efficiency of a computer system. Here are steps for monitoring software
and files, including deleting illegal software and files, and archiving files:

3.3.1 Delete Illegal Software and Files:

1. Implement Endpoint Protection:
 Use endpoint protection solutions, including antivirus and anti-malware software, to detect and
remove illegal or malicious software.
2. Regular Scans:
 Schedule regular scans of the entire system to identify and remove any unauthorized or illegal
software.
 Configure the antivirus software to update regularly to detect the latest threats.
3. User Education:
 Educate users about the risks associated with downloading and installing unauthorized software.
 Promote a culture of compliance with software usage policies.
4. Network Access Controls:

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 Implement network access controls to restrict the installation of software from unauthorized sources.
 Ensure that users have the necessary permissions to install approved software only.
5. Centralized Software Management:
 Use centralized software management tools to control and monitor the installation of software across
the network.
 Maintain an inventory of authorized software.
6. Regular Audits:
 Conduct regular audits of installed software to identify and uninstall any unauthorized or illegal
applications.
 Keep track of software licenses to ensure compliance.
7. Whitelisting and Blacklisting:
 Implement whitelisting and blacklisting policies to control which software is allowed or prohibited on
the system.
 Update these lists based on security policies.
8. Incident Response Plan:
 Develop an incident response plan to address situations where illegal software is detected.
 Define procedures for removing the software and mitigating potential security risks.
9. Logging and Monitoring:
 Enable logging for software installations and removals.
 Regularly review logs to detect any suspicious or unauthorized software activities.
3.3.2 Archive Files:
1. Define Archiving Policies:
 Establish clear policies on which files should be archived based on their importance, age, and
relevance.
 Define criteria for archiving, such as file type, size, or last access date.
2. Automated Archiving Tools:
 Use automated archiving tools to streamline the process.
 Schedule regular archiving tasks to reduce manual effort.
3. Storage Management:
 Manage storage efficiently by moving less frequently accessed files to archival storage.
 This helps maintain optimal performance on active storage devices.
4. Backup Important Files:
 Before archiving, ensure that important files are backed up to prevent data loss.
 Implement a reliable backup strategy to safeguard critical information.
5. Data Encryption:
 Consider encrypting archived files to ensure the security of sensitive data, especially if stored on
external or cloud-based archives.
6. Metadata and Indexing:
 Maintain metadata and indexing for archived files to facilitate easy retrieval when needed.
 Ensure that the archive is organized and searchable.
7. Regular Audits:
 Conduct regular audits of archived files to verify the integrity of the archive.
 Remove obsolete or unnecessary files to optimize storage usage.
8. Access Controls:
 Implement access controls on archived files to restrict access to authorized personnel only.
 Maintain a record of who accesses archived files and when.
9. Compliance Considerations:
 Ensure that archiving practices comply with relevant regulations and industry standards.
 Archive files in a manner that supports legal and compliance requirements.
10. Document Archiving Procedures:
 Document archiving procedures, including criteria for archiving, tools used, and retrieval processes.

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 Ensure that relevant personnel are aware of and trained on these procedures.
11. Regular Testing:
 Periodically test the retrieval process to confirm that archived files can be successfully restored when
needed.
 Verify that the archive remains accessible and that the files are not corrupted.
12. Periodic Review of Archiving Policies:
 Review archiving policies periodically to ensure they align with changing business needs and
technology advancements.
 Update policies based on lessons learned and feedback from users.

By monitoring software installations, removing illegal or unauthorized software, and implementing

effective file archiving practices, organizations can enhance security, compliance, and the overall
efficiency of their computing environment. Regular reviews, automation, and adherence to best
practices contribute to a well-managed and secure system.

3.4 Monitoring performance indicators

Monitoring performance indicators is crucial for assessing the health, efficiency, and effectiveness of a
system or network. Performance indicators provide insights into how well the infrastructure is
performing and can help identify areas for improvement. Here are key steps for monitoring
performance indicators:

1. Identify Key Performance Indicators (KPIs):

 Determine the specific performance indicators that are most relevant to your organization's goals and
objectives.
 Common KPIs include latency, bandwidth utilization, CPU usage, memory utilization, disk I/O, and
network errors.
2. Establish Baselines:
 Establish baseline measurements for each performance indicator during periods of normal operation.
 Baselines serve as a reference point for identifying deviations and potential issues.
3. Utilize Monitoring Tools:
 Implement monitoring tools that can collect and analyze performance data.
 Choose tools that align with the identified KPIs and can provide real-time insights.
4. Real-Time Monitoring:
 Enable real-time monitoring to promptly detect and respond to performance issues.
 Configure alerts to notify administrators when performance metrics exceed predefined thresholds.
5. Historical Data Analysis:
 Store historical performance data to analyze trends over time.
 Use historical data to identify patterns, forecast future performance, and plan capacity upgrades.
6. Network Performance Monitoring:
 Monitor network performance, including latency, packet loss, and throughput.
 Use tools such as NetFlow analyzers or packet capture tools to gain insights into network behavior.
7. Server and Infrastructure Monitoring:
 Monitor server performance metrics, including CPU usage, memory utilization, disk I/O, and system
uptime.
 Use server monitoring tools to track the health of individual servers and the overall infrastructure.
8. Application Performance Monitoring (APM):
 Implement APM tools to monitor the performance of applications and services.
 Identify bottlenecks, slow transactions, and areas for optimization.
9. Database Performance Monitoring:

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 Monitor database performance, including query response times, transaction throughput, and resource
utilization.
 Use database performance monitoring tools to optimize database performance.
10. Cloud Service Monitoring:
 If using cloud services, leverage cloud monitoring tools provided by the service provider.
 Monitor resource usage, service availability, and performance metrics specific to the cloud
environment.
11. End-User Experience Monitoring:
 Implement end-user experience monitoring to understand how users perceive system performance.
 Collect data on response times, application responsiveness, and user interactions.
12. Security Performance Metrics:
 Include security-related performance metrics, such as intrusion detection alerts, firewall activity, and
authentication success/failure rates.
 Monitor security performance to identify and respond to potential security threats.
13. Capacity Planning:
 Use performance data for capacity planning to anticipate and address future resource needs.
 Plan for hardware upgrades, scaling, or additional resources based on performance trends.
14. Collaboration and Reporting:
 Foster collaboration between IT teams by sharing performance data and insights.
 Generate regular performance reports for stakeholders, highlighting key metrics and trends.
15. Continuous Improvement:
 Continuously review and refine the set of monitored performance indicators based on evolving
business needs.
 Implement improvements based on lessons learned and feedback from monitoring activities.

By actively monitoring performance indicators, organizations can proactively address issues, optimize
resource usage, and ensure a reliable and efficient IT environment. Regular reviews and adjustments
to monitoring strategies contribute to ongoing improvements in system performance and overall
operational excellence.

3.5 Improving network and systems efficiency

Improving network and systems efficiency is essential for ensuring optimal performance, reducing
downtime, and enhancing overall productivity. Here are key strategies and practices to improve the
efficiency of networks and systems:

1. Network Optimization:
 Analyze network traffic and identify bottlenecks.
 Optimize network configurations, such as adjusting Quality of Service (QoS) settings, to prioritize
critical traffic.
 Implement network segmentation to improve performance and security.
2. Bandwidth Management:
 Implement bandwidth management strategies to allocate resources based on priority and demand.
 Utilize traffic shaping and bandwidth throttling to ensure fair usage and prevent network congestion.
3. Update and Patch Systems:
 Regularly update and patch operating systems, applications, and firmware to address vulnerabilities
and improve system performance.
 Enable automatic updates where possible to ensure timely patching.
4. Server Virtualization:
 Implement server virtualization to optimize resource utilization and improve scalability.
 Use virtual machines (VMs) to consolidate workloads on fewer physical servers.

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5. Storage Optimization:
 Optimize storage systems by implementing deduplication, compression, and thin provisioning.
 Utilize storage tiering to match data access patterns with the appropriate storage media.
6. Cloud Services Optimization:
 If using cloud services, regularly review and optimize resource utilization.
 Rightsize instances and services to match actual workload requirements.
7. Load Balancing:
 Implement load balancing to distribute network or application traffic evenly across multiple servers.
 Improve fault tolerance and prevent overload on specific servers.
8. Caching Strategies:
 Implement caching mechanisms to reduce the load on servers and speed up access to frequently
requested data.
 Use content delivery networks (CDNs) to cache and serve static content efficiently.
9. Optimize Database Performance:
 Regularly optimize and index databases to improve query performance.
 Implement database caching and utilize appropriate database storage engines.
10. Energy Efficiency:
 Implement energy-efficient practices, such as server consolidation, to reduce power consumption.
 Use energy-efficient hardware and ensure that unused equipment is powered down.
11. Monitoring and Analytics:
 Utilize monitoring tools and analytics to identify performance bottlenecks and trends.
 Implement predictive analytics to anticipate and address potential issues before they impact
performance.
12. Automated Remediation:
 Implement automation for routine tasks and remediation actions.
 Use scripts and automation tools to respond to performance issues promptly.
13. User Training and Awareness:
 Educate users on best practices to reduce unnecessary network and system loads.
 Encourage efficient use of resources and discourage resource-intensive activities.
14. Mobile Device Management (MDM):
 Implement MDM solutions to manage and optimize mobile device usage on the network.
 Enforce policies to control data consumption and secure mobile devices.
15. Regular Performance Tuning:
 Conduct regular performance tuning sessions to optimize system configurations based on changing
workload patterns.
 Adjust parameters such as buffer sizes, connection limits, and thread counts as needed.
16. Documentation and Standardization:
 Maintain comprehensive documentation of network and system configurations.
 Standardize configurations to simplify management and reduce the likelihood of misconfigurations.
17. Collaboration and Communication:
 Foster collaboration between IT teams, including networking, systems, and application teams.
 Ensure effective communication to address cross-functional efficiency improvements.
18. Continuous Improvement:
 Establish a culture of continuous improvement by regularly reviewing and updating efficiency
strategies.
 Encourage feedback from users and IT teams to identify areas for ongoing improvement.

By implementing these strategies and practices, organizations can optimize the performance and
efficiency of their networks and systems. Continuous monitoring, regular assessments, and a proactive
approach to optimization contribute to a resilient and high-performing IT environment.

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Self-check-3

Test-II Matching
Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 3 Point.
A B
---------1. Pie chart A. 2-dimensional chart
---------2. Column chart B. Shows the proportions of individual components
compared with a whole
---------3. Bar chart C. Useful for comparison3-dimensional
---------4. Line Chart D. Used for comparing separate sets of data
E. To display data visual

Test II: short Answer writing

Instruction: write short answer for the given question. You are provided 3 minute for each
question and each point has 5Points.
1. Define chart?

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Operation sheet 3.1Produce simple charts

 Operation Title: Charts

 Purpose: Create and modify charts
 Instruction:Follow the procedures below
 Tools and requirement:
1. This operation sheet
2. Resource files
3. a computer with spreadsheet software
4. printer with A4 paper
 Precautions:
 Procedures in doing the task.

Step 1. Open the file Rows and columns.

Step 2. Select cells A4 to G11. This range includes the branch names, the months,
the sales figures and the branch totals (a deliberate mistake which we’ll fix
later).

Step 3. Click the Chart Wizard button (on the Standard toolbar). (The Chart Wizard
button might be in a different place in your spreadsheet program. If you
can’t find it, ask your trainer for help.)

A dialogue box will appear, showing a range of chart types. Clicking on one
of these reveals several sub-types. The first sub-type will already be
highlighted.

Step 4. Press the ‘Press and hold to view sample’ button, and a preview of what the
chart would look like using that sub-type appears.

Step 5. Experiment with various chart types and sub-types. Some chart types will be
inappropriate for the type of data to be used. For our current spreadsheet, the
‘Clustered Column’sub-type will be best. Select this, then press the Next
button.

Step 6. Press the Next button again, then next again, then the Finish button.

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The chart should appear, superimposed on the spreadsheet.

Step 7. Save the file with the ‘Save as’ command, and give it the name ‘Rows and
columns with chart’, but don’t close the file.

Note the following.

 The cell range you selected is highlighted with three coloured

boxes (if you look carefully).

 The Value axis at the left-hand side of the chart shows dollar
amounts.

 The Category axis at the bottom shows the branches.

 The legend shows the colour-coded months.

 You can move the chart around or resize it, just like any other
graphic.

You can edit the chart, which we’ll do now.

Because we selected data in column G (the branch totals), the chart is skewed (the
Totals data is forcing the monthly data to appear too small).

Note: You may need to shift the chart if it’s in the way of the spreadsheet data.

Step 8. On the spreadsheet, ‘grab’ the bottom right-hand handle on the blue box and
move it to the left so that only columns A to F are selected.

The chart automatically updates, and now shows the data more meaningfully.

You can now see how useful charts can be. We can see at a glance which branch had
the most sales, and in which month, etc. We can also see that some
branches’ January figure was their highest, while for some it was their
lowest. Very interesting to the general manager!

Step 9. Try right-clicking on various parts of the chart – pop-up menus for those
parts will appear.

Step 10. Right-click on the Legend at the right-hand side. Choose Format Legend
and, from the choices available, change the border colour and line weight
and the font size and font.Click OK. The legend now looks different.

Step 11. Do something similar to the Category axis (across the bottom of the chart).

Step 12. Right-click and select Format Axis for the Value axis at the right-hand side

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of the chart.

Step 13. Select the Number tab, then Currency from the category. Choose the $
symbol and reduce the decimal places to zero. Change the font, font colour
and alignment if you want. Then click OK.

Step 14. Right-click in a blank area just inside the chart border, and select Format
Chart Area.

Step 15. Change the border of the chart, and select a pale colour in the Area options
section. Click OK. Now our chart’s looking quite good, but it still lacks a
title!

Step 16. Click in a clear area, and choose Chart Options.

Step 17. Give the chart a title (perhaps ‘Sales figures’) and try other options,
including selecting the two options on the data table tag.

Step 18. Move the chart across so that it’s under the data in the spreadsheet, then
resize it so it fits on the page.

Step 19. Click anywhere in row 1 and click Print Preview. Your chart would be
printed on top of your spreadsheet.

Step 20. Press the Escape key, then select the chart. Press Print Preview and you
will see that just your chart would be printed.

Step 21. Save and close the file.

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Lap Test 2– Create and print a spreadsheet with a chart

Task 1 Shown here is some data for the 10 house contracts your company has carried out
this year. Create a spreadsheet containing the headings, names and Figures shown.

Task 2 In the appropriate cells, enter formulas to calculate the following

missinginformation for each contract:

• profit of 11% on the estimated cost

• contract price (estimated cost + profit)

• actual profit (contract price – actual cost)

• profit % made (actual profit ÷ actual cost)

• totals (four cells only)

• Averages (five cells only).

Task 3 Save your spreadsheet with the name ‘Lap Test 2’.

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Task 4 Apply the following formatting:
 figures are to show a space as a ‘thousands separator’, but no cents and nodollar
sign

 profit % to show two decimal places

 column headings to be in bold

 negative numbers to be in red (go to Format/Cells/Number/Number)

 enough borders should be shown to make the spreadsheet look clear

 ‘Total’ row to have bold green text

 ‘Average’ row to have bold plum text

 header to have your company name in 18pt bold italics and ‘2009 Profits’ in14pt
bold

 Footer to have your name and today’s date.

Task 5 Preview, adjust, print and save your spreadsheet.

Chart
Task 6 Select the ‘Contract’ data (including the heading), the ‘Contract price’ data and
the‘Actual profit’ data (use the Ctrl key to select the additional data).

• Using the Chart Wizard, create a ‘Line with markers’ chart.

• Add the chart title ‘By actual profit’, and your name.

• Apply some formatting to the chart to make it look more professional.

Task 7 Print, review, adjust, print and save the chart only. (Tip: Select the chart first.)

Give both printouts to your trainer

Task 8 Repeat actions of 1.6–1.7 and modify your existing chart to be a bar graph.

Unit Four: finalize spreadsheet

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This learning guide is developed to provide you the necessary information regarding the
following content coverage and topics:
 Prepare to print
 Finalize spreadsheet
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this module, you will be able to:
 Prepare to print
 Finalize spreadsheet

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4.1. Preparing to print

Adjusting content
On occasion, you may need to make small adjustments from the Print pane to fit your
workbook content neatly onto a printed page. The Print pane includes several tools to help fit and
scale your content, such as scaling and page margins.
Types of page orientation:
Excel offers two page orientation options: landscape and portrait. Landscape orients the
page horizontally, while portrait orients the page vertically. In our example, we'll set the page
orientation to landscape.
Navigate to the Print pane.
Select the desired orientation from the Page Orientation drop-down menu. I we'll
select Landscape Orientation.

I. The page can be changed in to Landscape orientation

To fit content before printing:

If some of your content is being cut off by the printer, you can use scaling to fit your workbook
to the page automatically.

Navigate to the Print pane. In our example, we can see in the Preview pane that our content will
be cut off when printed.

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Select the desired option from the Scaling drop-down menu. In our example, we'll select Fit All
Columns on One Page.

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The worksheet will be condensed to fit onto a single page.

Keep in mind that worksheets will become more difficult to read as they are scaled down, so
you may not want to use this option when printing a worksheet with a lot of information. In our
example, we'll change the scaling setting back to No Scaling.

To include Print Titles:

If your worksheet uses title headings, it's important to include these headings on each page of
your printed worksheet. It would be difficult to read a printed workbook if the title headings
appeared only on the first page. The Print Titles command allows you to select specific rows
and columns to appear on each page.

I. Click the Page Layout tab on the Ribbon, then select the Print Titles command.

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II. The Page Setup dialog box will appear. From here, you can choose rows or columns to
repeat on each page. In our example, we'll repeat a row first.
III. Click the Collapse Dialog button next to the Rows to repeat at top: field.

IV. The cursor will become a small selection arrow, and the Page Setup dialog box will be
collapsed. Select the row(s) you want to repeat at the top of each printed page. In our
example, we'll select row 1.

V. Row 1 will be added to the Rows to repeat at top: field. Click the Collapse
Dialog button again.

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The Page Setup dialog box will expand. To repeat a column as well, use the same process
shown in steps 4 and 5. In our example, we've selected to repeat row 1 and column A.
When you're satisfied with your selections, click OK.

In our example, row 1 appears at the top of every page, and column A appears at the left of every
page.

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To adjust page breaks:
Click the Page Break Preview command to change to Page Break view.

Vertical and horizontal blue dotted lines denote the page breaks. Click and drag one of these
lines to adjust that page break.
A margin is the space between your content and the edge of the page. Sometimes you may need
to adjust the margins to make your data fit more comfortably. You can modify page margins
from the Print pane.
Navigate to the Print pane.
Select the desired margin size from the Page Margins drop-down menu. In our example, we'll
select Narrow Margins.

The new page margins will be applied

You can adjust the margins manually by clicking the Show Margins button in the lower-right
corner, then dragging the margin markers in the Preview pane.

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4.2. Finalizing spreadsheet

Printing
As we’ve already seen, clicking the Print Preview button lets you to see what yourprinted
spreadsheet will look like. This allows you to check and adjust the format, etc,without wasting
paper.

Once you’re ready to select the Print function (shortcut Ctrl+P), you’ll be presented witha
dialogue box that allows you to choose various options, including:

 which printer to use (if there is more than one available printer)

 how much of the document to print (all of it or just certain pages)

 How many copies to print.

The Properties button opens another dialogue box with options for the printer youselected.

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Activity 14.5 Print preview

1. Open the file Print preview.

2. Press Ctrl+Home to move to cell A1, and then zoom out. This will give you an idea of howbig
the spreadsheet is.

3. Click Print Preview. You’ll see that this spreadsheet would actually run across severalpages if
it was printed (but don’t worry about that for now).

4. Press Escape to get back to the edit screen.

5. Go to the View menu. This will give you some choices in a drop-down box.

6. Select Page Break Preview. This will show you where the page breaks are (the way you

saw in Print Preview).

7. Click and drag the blue lines around a bit (don’t worry – you can’t break anything!), then

click on Print Preview again. You’ll see that the data on the spreadsheet will be spread

around the various pages differently. In other words, you can tell the program how much

data to put on each page.

8. Close the file without saving it.

Reference

https://www.tutorialspoint.com/
https://www.myamcat.com/samplePapers/SP_MS-EXCEL.pdf
https://edu.gcfglobal.org/en/topics/excel/
https://www.dtwd.wa.gov.au/sites
https://aspire-solidus-production.s3-ap-southeast-2.amazonaws.com

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Participants of this Module (training material) preparation
No Name Qualification Field of Organization/ Mobile E-mail
(Level) Study Institution number
1 A(MSC)

2
3
4
5
6
7
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