COMPUTER NOTES

1
Topic

COMPUTER
FUNDAMENTALS

BY DAUD MSAFIRI 2
Coverage
By the end of this topic, student should be
able to;
1. Describe the meaning and
Functions/Uses of a computer
2. Describe computer hardware and
software (Parts of Computer)
3. Describe the concept of an operating
system.
4. Use Windows Explorer to manage files
and folders
BY DAUD MSAFIRI 3
AREAS TO BE COVERED

1. Introduction to Computer
2. Types of Computers
3. Functions/Uses of computer
4. Parts of Computer
5. Computer Hardware
6. Computer Software
7. Microsoft Windows Operating
Systems Basics
BY DAUD MSAFIRI 4
Introduction
• The computer is an electronic device
capable of accepting data, processes
data, and then generates output. (
Information)
• The computer is a data processing and
an information-accessing tool

BY DAUD MSAFIRI 5
Introduction…
• A computer usually consists of input and
output devices, storage, and processor/
CPU ( Arithmetic Logical Units, and
Control Unit.)

• It accepts data or information from the

outside world and processes it to
produce new information.
• It also retrieves the stored information
efficiency.
BY DAUD MSAFIRI 6
TYPES OF COMPUTERS
 Computers are classified in various types
depending on its size, use, mode of operation,
age of technology, processing speed and shapes.
The major classifications are
1. Microcomputers
2. Mini-computers
3. Mainframe Computers
4. Super-computers
BY DAUD MSAFIRI 7
TYPES ……
In case of this presentation we will discuss in
detail Microcomputer because it is the most
used in our daily life.

BY DAUD MSAFIRI 8
Microcomputers
• A Personal Computer (PC) is a small
inexpensive single-user computer designed for
an individual user.
Actual Personal Computers can be generally
classified by size.
There are two basic flavors of chassis designs,
i.e. Movable and Immovable.
1. Immovable Computers are designed to fit
comfortably on top of a desk. e.g. Desktop
Computer

BY DAUD MSAFIRI 9
Example of Immovable Computer

BY DAUD MSAFIRI 10
Movable Computers
• These are computers which are
designed to be flexible ( easily to
carry)
e.g. Laptop Computers, Tablets and
Palm held Computers

BY DAUD MSAFIRI 11
LAPTOP
•Is an extremely lightweight personal
Computer enough to fit easily in a briefcase
that can run on battery or mains power and
can fit on the laps.

BY DAUD MSAFIRI 12
PALMTOP COMPUTER
Is a small hand held computer used for
limited office systems and Internet
access. It uses a special pen for input.
 A palmtop is also refers to Personal
Digital Assistant, a handheld device
that combines computing, telephone/
fax, and network features.

BY DAUD MSAFIRI 13
Functions of a Computer
• Processing of information : Taking raw data,
processes it and then provides required output e.g.
Laptop Computers, Tablets Palm held Computers
• Storage of information: Processed data can be stored
in the computer and be retrieved at any time for future
use
• Organization of information: information in order to
facilitate fast retrieval, reporting and presentation of
information

BY DAUD MSAFIRI 14
Uses of Computer
• Computer can be used in various fields like;

• Hospital
• Schools
• Industries
• Banks
• Ports
• Advanced hotels

BY DAUD MSAFIRI 15
Main Parts of PC
Generally, a Personal Computer has two major parts, i.e.
Hardware and Software
Software..
I. HARDWARE
 Hardware is simply defined as any physical
component of a Computer system.
 Hardware is further divided into four categories,
i.e.. Input device, Processing device, Output
device, Storage device, Communication Devices
.

BY DAUD MSAFIRI 16
Examples of Computer
Hardware

• MONITOR-Displays
the result of the
process

KEYBOARD-Is the
major data input in
the computer
BY DAUD MSAFIRI 17
More Computer Hardware

MOUSE: a small device, which you move

across the top of the desk to move the
pointer or cursor on the screen.

PRINTER: used to make a paper

copy of the information into the
computer.
IMAGE SCANNER: an electronic
device that generates a digital
representation of an image for data input
to a computer
BY DAUD MSAFIRI 18
Input Device
 Is a Computer component which
used to feed data and information
into a Computer system.
• Examples; Keyboard, Mouse,
Scanner, Digital Camera,
Microphone, Touch pads, Joystick,
Webcam, Light pen e.t.c.

BY DAUD MSAFIRI 19
Processing Device

• Is a Computer component that

used to manipulate data in a
Computer system.
• Example. Central Processing
Unit ((CPU)),

BY DAUD MSAFIRI 20
THE CPU
This is a central hardware component that acts as
a brain of computer and does all processing
activities that occur inside the computer.

BY DAUD MSAFIRI 21
THE CPU

BY DAUD MSAFIRI 22
THE CPU
The CPU has two major parts (the ALU and the CU).

Control Unit (CU), -This Unit has the following functions

Is the nerve center of the computer, and controls activities
of all units including the CPU.
• It fetches the instructions and data from the main
memory
• Decodes instructions and interpret them.
• It issues the control signals to all other units to perform
their respective required functions.

BY DAUD MSAFIRI 23
Arithmetic Logic Unit (ALU)
Arithmetic Logic Unit (ALU)
This unit controls all the arithmetic and Logical
operations such as:
Arithmetic Operations
• Addition (+)
• Subtraction (-)
• Multiplication (*)
• Division (/)

BY DAUD MSAFIRI 24
OUTPUT DEVICE

 Is a Computer component which

used to display the processed
information to the user.
 Examples; Monitor, Printer,
Plotter, Speaker, Projection device
e.t.c.
Speaker
Plotter Printer Monitor

BY DAUD MSAFIRI 25 25
STORAGE DEVICE

Storage device (Secondary Memory

device)
 Is a Computer component that used to
store information permanently for
future use.
 Example; Floppy Disk (Diskette),
Hard Disk, Compact Disk (CD-ROM,
CD-R & CD-RW), Digital Versatile
Disk (DVD), Flash Disk, Tape
Backup e.t.cBY DAUD MSAFIRI 26
COMMUNICATION DEVICES

• These are devices responsible for

the connectivity of two or more
computers for the purpose of
sharing resources. E.g. NIC -
Network Interface Card

BY DAUD MSAFIRI 27
MEMORY
• Types of Memory
1. Random Access Memory (RAM)
2. Read-Only Memory (ROM)

BY DAUD MSAFIRI 28
MAIN MEMORY (RAM)
• This type of memory can be both read from and
written to, and any location can be accessed
independently (this is why it is called Random
Access Memory). This is the ordinary memory
used for storing programs and data.
• RAM is volatile: it looses its contents when the
power to the PC is switched off, unlike the ROM
which is Non- Volatile

BY DAUD MSAFIRI 29
Main Memory
Functions of the Main Memory:
• It stores program instructions and data as long as
the power of the computer is on.
• It stores instructions awaiting to be processed
• It store instructions currently being processed
• It stores data awaiting processing
• It stores data currently being processed
• It stores intermediate results of processing
• It stores data awaiting output
BY DAUD MSAFIRI 30
MEASURING MEMORY CAPACITY
 It is important to realize that the term Digital
Computer refers to the fact that ultimately the
Computer works in Binary Number system ( i.e. 0
and 1) where humans work in Denary Number
system (i.e. 0 – 9).
 Hence the measurement of Memory capacity of a
storage device is Bits (i.e. BI
BInary
nary DigiTS
DigiTS).
).
1. 8 Bits = 1 Byte = 1 Character
2. 1024 Bytes = 1 Kilobyte.
3. 1024 Kb = 1 Megabyte
4. 1024 Mb = 1 Gigabyte
5. 1024 GB = 1 Terabyte.
BY DAUD MSAFIRI 31
• Read Only Memory (ROM)
• This is a special type of memory chip built in
from the manufacturer that holds software that
can be read, but not written to

BY DAUD MSAFIRI 32
The contents of ROM are permanently fixed
when the chip is manufactured. The
information in ROM remains intact even
when the computer is switched off.
This memory stores the basic that a computer
executes when it is switched on, these
instructions are programmed by the
computer manufacturer.
BY DAUD MSAFIRI 33
ROM
• The common user need not change anything
there. Normally computer memory is
temporary but this is maintained by long life
battery that outlives the life span of the
computer itself (CMOS BATTERY).

BY DAUD MSAFIRI 34
Review Questions
1. Why do you think that it is necessary for
users to save data into secondary storage on a
regular basis, as well as prior to switching off
the power to the computer?

BY DAUD MSAFIRI 35
COMPUTER SOFTWARE

 Is simply described as a set of

instructions which tells the Computer
what and how to do.
 Generally, there are two major types of
software;
1. System Software
2. Application Software.

BY DAUD MSAFIRI 36
System Software
• System Software is categorized into
two namely;
1. Operating Systems
2. Utility Programs

BY DAUD MSAFIRI 37
Operating System Software
 Is the type of software which designed to control
all actions which are taking place in the
Computer. E.g. All actions of Hardware.(such as
Controls all communications with the peripherals,
CPU to control more than one program at a time,
Management of the computer resources)
 It is the program which loads automatically when
you start your Computer.
 Examples; Unix, Linux, Windows 3.1, Windows
95, Windows 2000, Windows XP, Vista, Windows
7.
BY DAUD MSAFIRI 38
Utility Programs

• Utility programs are generally used to

support and enhance existing programs in a
computer system. Examples; Disk cleaner:
Allows to clear unnecessary files from hard
disk; Disk defragmenter: This utility
remove fragments hard disk volumes so
that computer runs faster and more
efficiently e.tc

BY DAUD MSAFIRI 39
Application software

• Application software is developed for

specific jobs. They performs useful
work on general purpose tasks such
as; word processing, graphics,
spreadsheet, Database and Desktop
Publishing

BY DAUD MSAFIRI 40
OPERATING SYSTEM

BY DAUD MSAFIRI 41
Operating systems Concept

• The operating system (OS) programs are

system software that manages the basic
operations of computer
Users

Applications

Operating System

Hardware
BY DAUD MSAFIRI 42
TYPES OF OPERATING SYSTEM

• Real-time Operating System

– used to control machinery, scientific
instruments and industrial systems.
• Single User, Single Task OS
– As the name implies, this operating system is
designed to manage the computer so that one
user can effectively do one thing at a time.
E.g. Palm OS for Palm handheld computers is
a good

BY DAUD MSAFIRI 43
TYPES OF OS CONT.
• Single User, Multi-tasking OS:
– This is the type of operating system most people
use on their desktop and laptop computers today.
E.g. Linux, Unix, Windows, Macintosh OS.
• Multi-user OS
– A multi-user operating system allows many
different users to take advantage of the computer's
resources simultaneously

BY DAUD MSAFIRI 44
FUNCTIONS OF OPERATING
SYSTEM

• managing resources,
• providing user interface,
• running user applications
• Managing file storage
• Provides protection and security. E.g.
Microsoft security essentials
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WINDOWS BASICS

BY DAUD MSAFIRI 46
INTRODUCTION

• What is a Window ?

• What is Windows?

• What is the Difference between a Window

and Windows?

BY DAUD MSAFIRI 47
• A Window is a rectangular box that appears
when a program is opened

• Windows is a type of Operating System

developed by Microsoft corporation

BY DAUD MSAFIRI 48
Versions of Windows operating system

• Windows 3.1
• Windows 95
• Windows 98
• Windows 2000
• Windows Millennium Edition (Windows ME)
• Windows Xp
• Windows Vista
• Windows 7
• Windows 8

BY DAUD MSAFIRI 49
1. SWITCH ON A COMPUTER
1. Make sure all cables are well connected.
2. Identify Power buttons for System Unit and that of
Monitor.
3. Switch ON the Power button for System Unit
followed by that of Monitor.
4. Wait for Operating System to be loaded in RAM
• NOTE
NOTE::
 You might be required to choose OS you want.
 You might be required to LOG IN by providing
Username and Password given to you by System
Administrator..
Administrator
BY DAUD MSAFIRI 50
A. USING COMPUTER &
MANAGING FILES
1. WINDOWS SCREEN
 A Windows screen is referred to a Desktop.
 A Desktop contains various icons and Taskbar
a) ICON
 Is any object that can represent a file, a folder, a
program or a drive.
 The main icons on Desktop includes; My
Documents, My Computer, My Network Places,
Recycle Bin and Internet Explorer.

BY DAUD MSAFIRI 51
1.Windows Screen…
a) TASKBAR
– Is simply a bar that lies at the bottom of the
Desktop.
– It displays Start button, Quick launch, Running
application and System tray.

BY DAUD MSAFIRI 52
1. WORKING WITH MOUSE
 The following are the terms used when
working with a Mouse.
1. POINT: Means moving a mouse pointer over
the object.
2. CLICK: Means pressing left mouse button
once. This will select (Highlight) the object.
3. DOUBLE CLICK: Means quickly pressing
the left mouse button twice. This will open the
object.
4. RIGHT CLICK: Means pressing right mouse
button once. This will display a Pop up menu.
5. DRAGGING: Means moving an object to
another location using mouse.
mouse
BY DAUD MSAFIRI 53
2. WORKING WITH KEYBOARD
 Working with a Keyboard.
 The keys in a keyboard are divided into several
categories as follows;
i. Function keys:
keys: Used in special operations. E.g. F1
– F12
ii. Numerical keys (Keypad):
(Keypad): Used to type numbers,
operators e.t.c.
iii. Character keys:
keys: Used to type letters, numbers,
symbols e.t.c.

BY DAUD MSAFIRI 54
 Working with keyboard…
i. Special keys:
keys: Used for special purposes.
a. Space bar (Long) key:
key: Used to provide a space
between words during typing.
b. Enter (Return) key:
key: Used to moves cursor to a
second line.
c. Caps Lock key:
key: Used to switch between uppercase
and lowercase.
d. Shift key: - Used to switch between uppercase and
lowercase when Caps key is OFF. Also is used to
access a second character when a key has two
characters.
BY DAUD MSAFIRI 55
 Working with keyboard…
e) Backspace key: Used to delete (erase) characters at
the left side of the cursor position.
i. ii. Cursor control keys:
keys: Used to control
movements of cursor.
a. Arrow keys: Used to move cursor one character to
the direction of arrow.
b. Home key: Used to move cursor direct to the
beginning of line.
c. End key: Used to move cursor to direct to the end of
line.
d. Delete key: Used to erase (delete) characters at the
cursor position.
BY DAUD MSAFIRI 56
THE SYSTEM PROPERTIES
SCREEN
1. Right click on “My Computer” icon
2. Click on “Properties” command
• Note: A System Properties dialog box will
appear. Under General tab you will see the
information about your Computer, Example;
Type of Operating System, Size of RAM,
Type of Processor and Clock speed.
1. Click on “Ok” when you finish.

BY DAUD MSAFIRI 57
1.FILES AND FOLDERS

A. FOLDERS/ DIRECTORIES
 A Folder is an electronic container that
stores files.
a) Creating a Folder on Desktop
i. Right click on a blank area of the Desktop
ii. Highlight on “New” command.
iii. Click on “Folder” option
iv. Type folder’s name
v. Press “Enter” key
BY DAUD MSAFIRI 58
Files and Folders….
a) Creating Folders in other locations,
i. Open the location you wish to create a new
folder. E.g. Drive (C:)
ii. Right click on a blank area.
iii. Select “New
“New”” command
iv. Click on “Folder
“Folder”” option
v. Type a name of your folder
vi. Press ““Enter
Enter”” key
• Note: If the location is one of the drives, start
by opening My Computer, then open the drive.

BY DAUD MSAFIRI 59
1. Files and Folders….
a) Creating a Subfolder
i. Open a Parent (Main) folder.
ii. Right click on a blank area.
iii. Select “New
“New”” command
iv. Click on ““Folder
Folder”” option
v. Type a new name.
vi. Press ““Enter
Enter”” key
• Note: A Subfolder is a folder that stored within
other folder.
• : A Parent folder is a folder that stores
subfolders.
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1. Files and Folders….
A. FILES
 A File is simply the collection of related information
stored under one name.
 You can create a file by using any application
program.
 A file is identified using three factors i.e. File name,
File location and File extension (File
(File type)
 File extension consists of three letters, separated from
the file name by a period (.).
 Example; Utandawazi.doc, Maisha.rtf, Mazingira.txt,
Pension.xls, Frag.jpg etc.
 .doc – document files (Microsoft word)
 .rtf – rich text format files (WordPad application)
 .xls – Excel files (Microsoft Excel)
BY DAUD MSAFIRI 61
1. Files and Folders….
 Creating a File.
– Open the program you wish to create a file.
– Type (Enter) your information (i.e. Data)
– Save your file.
 Opening a Simple Editing Program
– Click on “Start” button.
– Select “Programs” command.
– Select “Accessories” option.
– Click on the program you want. E.g. Notepad,
WordPad e.t.c.
BY DAUD MSAFIRI 62
1. Files and Folders….
 Saving a New file
i. Click on ““File
File”” menu
ii. Click on ““Save
Save”” or “Save
“Save As…”
As…” command
Note: You will see a Save As dialog box.
i. Select the location, under Save In text box. E.g.
Desktop,, My Document,
Desktop Document, 3 ½ Floppy (A:)
ii. Type a name of the file, under File Name text
box.
iii. Specify the file extension, under File type text
box.
iv. Click on ““Save
Save”” button.
BY DAUD MSAFIRI 63
1. Files and Folders….
 Opening an Existing (Saved) file.
file.
i. Click on ““File
File”” menu
ii. Click on ““Open
Open”” command
Note: You will see a Open dialog box.
i. Select the location, under Look In text box. E.g.
Desktop,, My Document,
Desktop Document, 3 ½ Floppy (A:)
ii. Click on a name of the file you wish to open.
iii. Click on ““Open
Open”” button.

BY DAUD MSAFIRI 64
1. Files and Folders….
 Editing a file. E.g. Format Fonts.
Fonts.
1. Select the text you wish to format.
2. Click on ““Format
Format”” menu.
3. Click on ““Fonts
Fonts”” command.
Note: Fonts dialog box will appear.
1. Select the options you want. E.g. Font, Font
type, Font size, Font color e.t.c.
2. Click on ““Ok
Ok”” button.

BY DAUD MSAFIRI 65
1. Files and Folders….

 Saving changes in existing file.

i. Click on ““File
File”” menu
ii. Click on ““Save
Save”” command
Or: - Click on “Save
“Save”” icon on Standard
toolbar.
Or: - Press and hold down ““Ctrl
Ctrl”,
”, then
press on “S” key. (i.e. Ctrl + S)
S)

BY DAUD MSAFIRI 66
1. ORGANIZING FILES
When accessing a hard disk (whether it is a local or
located on a network), Windows uses the system of drive
letters to save as logical pointers to the different physical
drives you have access to.
From each drive letter it is possible to access all of your
files stored on that particular drive.
If all of the files were held together in one place on each
drive, the system would be very difficult to use because
of sheer number of files involved.
To help organize your files, you are advised to create
folders to held divide and even sub divide the files stored
within the various logical drives available.
BY DAUD MSAFIRI 67
THE WINDOWS EXPLORER
 Using Windows Explorer.
Explorer.
 Windows Explorer is the option that permits
you to explore all aspects of your system using a
hierarchical view.
 Opening Windows Explorer
1. Click on “Start
“Start”” button
2. Click on ““Programs
Programs”” command
3. Click on ““Accessories
Accessories”” option
4. Click on ““Windows
Windows Explorer”
Explorer”
OR: Right click on “Start
“Start”” button, then click
on “Explore
“Explore”” command.
BY DAUD MSAFIRI 68
 Windows Explorer Screen
 The Windows Explorer is split into two separate
views. i.e. Left and Right windows.
 The left window refers to Folders pane;
pane;
displays the folders and disk drives arranged in
Tree format. To expand a tree click on a plus
sign (+
(+) where as to collapse a tree click on a
minus sign (-
(-).
 The right window refers to Contents pane;
pane;
displays the contents of a selected item from the
left window.

BY DAUD MSAFIRI 69
1. Managing Files and Folders
using Windows Explorer.
1. Changing icons View mode.
i. Right click on a blank area in contents pane.
ii. Select “View” command
iii. Click on the option you want. E.g. List e.t.c.
2. Changing icons Arrangement
i. Right click on a blank area in content pane.
ii. Select “Arrange Icons” command
iii. Click on the option you want. E.g. By Date.

BY DAUD MSAFIRI 70
1. Managing Files and Folders
using Windows Explorer…
3.Copying items within the same location
i. Right click on the item you wish to copy.
ii. Click on “Copy
“Copy”” command
iii. Right click on a blank area.
iv. Click on “Paste
“Paste”” command.
• OR;
i. Select the item you wish to copy
ii. Click on “Home
“Home”” menu, then click on “Copy
“Copy””
command
iii. Click on the blank area.
iv. Click on “Home
“Home”” menu, then click on “Paste
“Paste””
command BY DAUD MSAFIRI 71
1. Managing Files and Folders
using Windows Explorer…
4. Copying items in another location
i. Right click on the item you wish to copy.
ii. Click on “Copy
“Copy”” command
iii. Open the location you wish to place a copy.
iv. Right click on a blank area.
v. Click on “Paste
“Paste”” command.
• OR;
i. Select the item you wish to copy
ii. Click on “Home
“Home”” menu, then click on “Copy
“Copy”” command
iii. Open the location you wish to place a copy.
iv. Click on “Home
“Home”” menu, then click on “Paste
“Paste”” command

BY DAUD MSAFIRI 72
1. Managing Files and Folders
using Windows Explorer…
5. Moving items in another location
i. Right click on the item you wish to move.
ii. Click on “Cut
“Cut”” command
iii. Right click on a blank area.
iv. Click on “Paste” command.
• OR;
i. Select the item you wish to copy
ii. Click on “Home
“Home”” menu, then click on “Cut
“Cut”” command
iii. Open the location you wish to place your file.
iv. Click on “Home
“Home”” menu, then click on “Paste
“Paste”” command

BY DAUD MSAFIRI 73
1. Managing Files and Folders
using Windows Explorer…
6. Removing items
i. Right click on the item you wish to remove.
ii. Click on ““Delete
Delete”” command
iii. Click on ““Yes”
Yes” button
• OR;
i. Select the item you wish to remove
ii. Click on ““File
File”” menu
iii. Click on ““Delete
Delete”” command
iv. Click on ““Yes
Yes”” button
BY DAUD MSAFIRI 74
1. Managing Files and Folders
using Windows Explorer…
7. Un-
Un-deleting items
i. Open the Recycle bin.
ii. Right click on the item you wish to recover.
iii. Click on “Restore
“Restore”” command
• OR;
i. Select the item you wish to recover.
ii. Click on “File
“File”” menu
iii. Click on “Restore
“Restore”” command
• Note: You can’t restore any item deleted from
the Recycle bin or external storage device like
Diskette
BY DAUD MSAFIRI 75
1. Managing Files and Folders
using Windows Explorer…
Explorer…
8. Renaming items
i. Right click on the item you wish to rename.
ii. Click on “Rename
“Rename”” command
iii. Type a new name
iv. Press “Enter”
“Enter” key
• OR;
i. Select the item you wish to rename
ii. Click on “File
“File”” menu
iii. Click on “Rename
“Rename”” command
iv. Type a new name
v. Press “Enter” key.BY DAUD MSAFIRI 76
1. Managing Files and Folders
using Windows Explorer…
9. Multiple Selection technique
A. Continuous Selection
i. Select first item
ii. Press and hold down “Shift
“Shift”” key.
iii. Select last item, then release shift key.
B. Non-
Non-continuous Selection
i. Press and hold down ““CtrlCtrl”” key
ii. Click on each item you wish to select.

BY DAUD MSAFIRI 77
1. Managing Files and Folders
using Windows Explorer…
10. Searching Files or Folders
i. Click on “Start” button
ii.Click on “Search” command
iii.
Click on “For Files or Folders…” option
iv.Enter a filename or folder name on a text box
provided
v. Click on “Search” button.

BY DAUD MSAFIRI 78
COMING IN M.J.ROOM
OF TECHNOLOGY

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M.J COMPUTER’S TECHNOLOGY

Administration

ICT
Application Assessment

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• 3.0 WORD PROCESSING

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OBJECTIVES
•By the end of this topic you should be able to;
• start a word processing program
• entering Text in the word Document
• saving a word Document
• closing a word document

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Objectives cont…
• Open an existing word processed file.
• Use word processing help facility
• Print word document

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CONCEPT OF WORD PROCESSING

• Word processor is application software

capable of creating, storing and printing
documents.
• The software has got featured multiple
editing functions which enable
manipulation of a text.

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Why is it important?
• There are various reasons:
• The word processing is an important tool for a
teacher to create, edit and print teaching and
learning materials.
•such as tests, quizzes and assignments

BY DAUD MSAFIRI 85
Cont….

• It is a mother software, its basics are used

to other software
• Used for preparation of teaching and
learning notes
• It allows multiple functions such as making
multiple changes in a document without
extensive retyping.

BY DAUD MSAFIRI 86
STARTING WORD PROCESSING

i. Click start button in the lower

left corner of the screen - Start
menu will popup (step 1, fig. 1)
ii. ii. Click the “all programs”
option List of all programs will
popup (step 2, fig. 1) iii. Select
Microsoft office-Microsoft
programs will display (step 3,
fig 1)
iii. iv. Click “Microsoft word”2007
blank word document will be
displayed

BY DAUD MSAFIRI 87
Bars in word processor
• When you click Microsoft office Word
2007 the blank window opens.

BY DAUD MSAFIRI 88
Cont…..
The MS Word 2007 window Contain ribbon
and the Office button as figure 3.2

BY DAUD MSAFIRI 89
Cont……..
• The Office button contains a menu of file-
related commands.
• Click the Office Button to see the available
commands.
• Select a desired command by clicking on it.

BY DAUD MSAFIRI 90
Cont…
• The Quick access toolbar provides a set of
frequently used commands.

BY DAUD MSAFIRI 91
…BARS IN WORD PROCESSING

1. Title bar:-
 Appear at the top of all Windows
programs.
It displays the name of the program and
document currently in use. If you haven’t
named the document yet, then it will be
called something like Document1.


BY DAUD MSAFIRI 92
Cont……..
• 2. Ribbon tabs provide you with a set of tools
that are relevant to what you are currently
doing. The Home tab contains formatting and
editing options.
• 3. Window controls are used to change the size
of a window, or to close it.
• 4The Vertical scrollbar is used to scroll up and
down the page.

BY DAUD MSAFIRI 93
…BARS IN WORD PROCESSING

• 5. Status and information bar displays

useful information about a current
document,
• such as a page count and number of
words.(see Figure 3.3)
• .

BY DAUD MSAFIRI 94
…BARS IN WORD PROCESSING

• 6. Ruler:-
 Is found horizontally below the main
toolbars and vertically to the document
window.
 It is used to change the format of your
document quickly for:
Displays left and right paragraph
Show document margins and tab stops.

BY DAUD MSAFIRI 95
…BARS IN WORD PROCESSING
• 7. Document window: -
• This is the area where a document is
created. Multiple document window
can be opened at a time to allow
working to the several documents.

BY DAUD MSAFIRI 96
…BARS IN WORD PROCESSING
• 8. Scroll bars: -
• Scroll bars are located to the right vertical
edge and to the horizontal bottom edge of
the document window. These are used for
viewing the document around.

BY DAUD MSAFIRI 97
…BARS IN WORD PROCESSING
• 9. Task bar
• Almost always visible
• It contains start button which opens start menu
• The middle section of the bar shows you which
programme and files you have opened and allows your
to quickly switch between them
• This is a notification area containing a clock, etc.

BY DAUD MSAFIRI 98
Cont…
• 10. Insertion point:-
• The small, blinking bar (Cursor) is a point
which indicates a place where the
text/object is to be typed / placed/inserted.
The insertion point can be moved by the
mouse to a new location in the document
window.

BY DAUD MSAFIRI 99
Activity:--
Activity:
• Open the world document and determine all
the bars and tool bars

BY DAUD MSAFIRI 100

IDENTIFYING TABS IN WORD PROCESSING

• Click each menu to identify the commands.

• Office button
• home
• Insert
• page layout
• Mailings
• References

•
BY DAUD MSAFIRI 101
Cont..
• Review
• view

BY DAUD MSAFIRI 102

Activity 2:Open the word document
window and type the following
passage

• Malaria a scourge in ancient times

• Malaria is one of the world’s most popular
killer diseases worldwide; about one
hundred million peoples are affected with
malaria annually, of which about one
percent dies mainly children. Many people
take ant malarial drugs
BY DAUD MSAFIRI 103
…continue

• without confirmation that they are suffering

from Malaria so that they are prescribed with
right medicines. To confirm, patients needs to
conduct blood test. This leads to a lot of
unnecessary injection of medicine (which has
its side effects)

BY DAUD MSAFIRI 104

…continue
• and also an increase in the
resistance of the parasites to the
available medicines. The best
prevention of malaria is to avoid
being bitten by mosquitoes e.g. by
using insecticide sprays, burning
coils/screening windows and mosquito
nets.
BY DAUD MSAFIRI 105
Save the work in “my documents”
…
folder
•Click the office button
• Click Save as from the drop down list
1. . The Save As dialog box opens with the text
“Document1"
i. Type “Malaria “ as a file name in the save as
dialogue box
i. Select the location to save the file.
ii. Open the folder where you want to save the
document, if appropriate.
iii. Select Save.
iv. In the save as type box select word document 97-
2003 docx
BY DAUD MSAFIRI 106
Cont…….
i. Type “Malaria “ as a
file name in the save as
dialogue box
i. Select the location
to save the file.
ii. Open the folder
where you want to
save the document,
if appropriate.
iii. Select Save.
iv. In the save as type
box select word
document 97-2003
docx

BY DAUD MSAFIRI 107

CLOSING A DOCUMENT….

• Click the Office button and select the

Close command.

BY DAUD MSAFIRI 108

Opening an existing file
• 1. Open a word document file named
“malaria” saved in “My document folder”.
• 2. Type a sentence “Thus malaria can be
controlled” in the last paragraph of the
document.

BY DAUD MSAFIRI 109

Ending the word processing
programme
• There are several methods you can use to end
Word:
• Click the Office button, and then click the Exit
Word button in the bottom right corner.
• Alternatively, close the window by clicking on
the X at the far right edge of the title bar

BY DAUD MSAFIRI 110

… alternatives

iv Right clicking a dialog box below the

status bar bearing the document name
then click “Close”.

BY DAUD MSAFIRI 111

Opening an existing document
• Procedures
CLICK the Office button.

Select Open.

Select the double arrow at the left of the Address

Bar.
Select the drive where the document you want to open is
located.
Select the left-hand part of the button.

BY DAUD MSAFIRI 112

Opening an existing document
iv. Click on the arrow at
the right side end of the
look in box to navigate
the location of the file
to be opened
v. Double click on My
Document folder to
open
iv. Click on Malaria (as
saved before) to select
the file
vi. Click on Open

BY DAUD MSAFIRI 113

Cont……
i. Open the
folder in
which the
document
you want to
open is
located.
ii. Select the
file name of
the
document
you want to
open, in our
case select
Malaria

BY DAUD MSAFIRI 114

Word Processing Help Facility

• Word help is a system of combination of tools

and files stored in computer.
• It can answer questions, offer tips, and
provide help for all of Word’s features.
• The Office Help tools assist when there is a
problem or need of more information about a
particular task.

BY DAUD MSAFIRI 115

Cont…….
• Help facility is accessed by clicking on the
[Help] button on the far right of the Word
window (just under the x to close Word) or by
pressing <F1 > key on the keyboard.

BY DAUD MSAFIRI 116

Accessing the help facility in a word
program
i. Open a blank Word document.
ii. Press the <F1> key on the key board.
Word Help window appears.

BY DAUD MSAFIRI 117

CONT…

Click on the [Help] button – a Word Help window

appears

BY DAUD MSAFIRI 118

CONT…
• Type the word table into the Search help box
and press <Enter> or click on Search button-
a list of topics should appear

BY DAUD MSAFIRI 119

…word processing help facility
• Click the arrow (search button) on the right of
the dialog box (A list of help topics is
displayed.
• Click the help topic that best matches the
existing difficult in using Word program. (The
help topic chosen is displayed).

BY DAUD MSAFIRI 120

Cont…..

BY DAUD MSAFIRI 121

Activity on the use of help facility

• Type the sentence “The best prevention of

malaria is to avoid being bitten by
mosquitoes”
• Use Word help facility on the word document
to learn how to bold the word “mosquitoes

BY DAUD MSAFIRI 122

EDITING A WORD DOCUMENT

• Editing is reviewing and changing a document

by making additions, deletions, corrections,
revising, or adapting.
• Word document with errors is identified by
underlining colored line in the text. The
underlined words / phrases are the ones to be
edited.
• Editing is done to improve the quality of a word
document.
BY DAUD MSAFIRI 123
Activity 1:-
1:-
• Type the following passage
• GLOBALIZATION WORKFORCE
• Instructional sytems are highly influenced by the
social-cultural context of an era; at present
globalization as a social-cultural force is grounded
on a knowledge and information economy that
influencesthe type and nature of instctional systems
across most, if not all, open and distancelearning
settings. Under globalization the workforce is
highly divsified with increasing need for multiple
knowledge, skills and values.

BY DAUD MSAFIRI 124

… CONTINUES
• Instructional systems should be designed to enable the
development of knowledge and skills that equip learners to
gain an edge within the competitive global environment.
Instructional systems that embrace information communication
technologies with their multifaceted capabilities survive and
serve better within the context of contemporary competitive
education and training provision. Instructional systems assist
in keeping educational provision focused and relevant within
our contemporary contexts.

BY DAUD MSAFIRI 125

Activity 1
• Bold title with font size 25, the font type
should be “Times new Roman”
• Save the file as “Exercise” and should appear
in the folder named
• “Computer _Class” in My Document.

BY DAUD MSAFIRI 126

Activity 2:
• Open a folder “Computer Class”
• Change the Font type to “Calibri”
• Insert a table with the following and save your
document as “Exercise 2” in the folder named
as “Computer _Class ”

BY DAUD MSAFIRI 127

Activity 3
s/No Name of the sex History mathematics
student

Fill the table by inserting six student names, and

subjects marks of your choice(From your School)
Move the table from the location to the bottom of the
passage.

BY DAUD MSAFIRI 128

…editing a word document

• Type the following phrase as it reads and

follow instructions provided to edit it.
• “Malaria leards to a lot of unnecessary
injection of mediccines (which side has its
effects) and also an increase in the resisttance
the parasites to the the available medicines”.

BY DAUD MSAFIRI 129

…editing a word document
• Use the mouse to direct the cursor on the word or
letter to be edited
• Right click the mouse, the alternative correct
answer dialog will appear
• Click the alternative matching the case in
question; it will automatically be changed in the
word document.
• For a repeated word select “delete the repeated
word” option. A repeated word is deleted

BY DAUD MSAFIRI 130

Delete a word or a letter
• Highlight a word/letter and press a delete
button on the key board
• Insert the cursor to the right of the word or
letter and press back space button on the key
board.
• Insert the cursor to left of the word or letter and
press delete button on the key board.

BY DAUD MSAFIRI 131

Checking grammar/spelling using F7
command
• Open a new word processing document
• Type the following phrase as it reads.
“Malaria leeads to a lot of unecessary
injection of medicine (which side has its
effects). also an increase in the resistance the
parasites to the the available medicines”.

BY DAUD MSAFIRI 132

… using F7 command
• Press <F7> key on the
key board.
• A spelling and
grammar window is
displayed with the part or
whole of the phrase
appearing in its inside
with the misspelled word
highlighted in red color.

BY DAUD MSAFIRI 133

… using F7 command
• Click the “check grammar box” at the lower
corner of the dialog box. A tick is displayed.
• Use the options to the right of the dialog
box to edit the phrase provided.
“ignore” option leaves the highlighted word
unchanged encountered if the first instance
unchanged response intended

BY DAUD MSAFIRI 134

… using F7 command
“Ignore all” leaves a highlighted word in the
whole document unchanged.
“Add to dictionary” option removes the
highlight from the highlighted word and serves
in a computer dictionary. The word is
considered correct in future documents edited
in the same computer.

BY DAUD MSAFIRI 135

… using F7 command
“Change” option changes the highlighted word
encountered for first time with the selected the
suggestion picked from the suggestions
provided.
 “Change all” changes a highlighted document
with the selected suggestions among the
suggestions provided in the dialog box in the
whole document or in highlighted part of the
intended document.
BY DAUD MSAFIRI 136
… using F7 command
“Autocorrect” changes the highlighted word
with the suggested one as it is clicked with the
correct
• When grammar and spelling checking is
complete, the dialog box automatically close
and a message “spelling and grammar check is
complete” is displayed.

BY DAUD MSAFIRI 137

… using F7 command

Click “OK” to quit the

processes.

BY DAUD MSAFIRI 138

Using undo and redo;
• a). Undo typing: is a quick means of erasing a
typed word/phrase systematically.

BY DAUD MSAFIRI 139

Undo cont…
• Activity:-
i. Open a blank word document
ii. Type a phrase “and increase the intensity of
the problem”,
iii. iv. Point the cursor to “undo typing” option.
OR press <ctrl and z> keys on the keyboard.
The typed phrase is removed.

BY DAUD MSAFIRI 140

… continues
• b). Repeat typing: is a quick means of re-writing
erased word document systematically.
• Activity:-
i. In a blank part of a Word document type the following phrase;
“Malaria leads to a lot of unnecessary injection of medicine”.
ii. Place Cursor at the end of the phrase and erase the whole phrase
• simultaneously press <ctrl and Y) keys on the key board.
• The typed phrase is re-typed.

BY DAUD MSAFIRI 141

…continues
• c). Cut command: Is a quick means to remove
part or whole of the document for the purpose
of placing it in other part of same or different
document.
• Activity:-
• i. In a blank document type the phrase “Malaria leads to a
lot of unnecessary injection of medicine (which side has its
effects).
• ii. Highlight /select “(which side has its effects)” words in
the phrase.
• iii. Rightclick on the selected word or phrase then click Cut
option.OR from the clipboard group, click “cut “
BY DAUD MSAFIRI 142
…continues

•
• OR Simultaneously press <ctrl + x> keys on the key
board. The highlighted text is removed.

BY DAUD MSAFIRI 143

…continues
• d. Copy command: Is a quick means of
replicating part or whole of the document for the
purpose of placing it in other part of same or
different document.
• Activity:-
i. In a blank part of a word document type a sentence “Malaria
also increase rates of child mortality”
ii. Highlight the typed sentence.
iii. Click “home” menu and direct Cursor on “copy” option and
click. OR right click on the selected word and click copy
• simultaneously press <ctrl> and <C>

BY DAUD MSAFIRI 144

…continues
• e). Paste command: Is a quick means of
placing a cut or copied document to a desired
part of the same or different part of the word
processed document in the same computer.
• Activity
i. From the “copy” action, step (iii) of the previous activity
ii. Click at the end of the sentence which was copied.

BY DAUD MSAFIRI 145

…continues
• iii. From the home button, point the Cursor on the “paste”
option and click it. The sentence which was copied is
repeated (paste) in that part. OR
• simultaneously pressing (ctrl +v) on the key board

BY DAUD MSAFIRI 146

Using copy and Paste commands
• Activity:-
i. Highlight the phrase Malaria also increase rates of
child mortality” and copy it.
ii. ii. Click any other part of the document which is
blank so that the cursor is blinking at that part.
iii. From the home button click “paste” OR right click
where you want to paste the word or phrase , a drop
down menu is displayed.
iv. Direct the Cursor on the “paste” option and click.

BY DAUD MSAFIRI 147

Cut and paste commands
• Activity:
i. Type a sentence “Malaria also increases rates of child
mortality”.
ii. Highlight the phrase “rates of child mortality” from the
sentence.
iii. Click the “Cut” option.
iv. Click in the same part of the document
v. Press ctrl + v “edit” OR right click a drop down menu
appears and point the cursor on the “paste” option and
click.
vi. The phrase is replaced at that part.
vii. Click any other blank part of the Word document and click
the “paste” command.
BY DAUD MSAFIRI 148
Selecting text
To select a word, double-click it.
Click anywhere in the document to
deselect selected text.
To select a sentence, hold [Ctrl] and click
anywhere in the sentence you want to
select.

BY DAUD MSAFIRI 149

Cont…
• To select a text block using the mouse, drag
across the text from the first character you
want to select to the right of the last character
you want to select
To select an area of text using the mouse and the
[Shift] key, position the insertion point to the left
of the first character you want to select.

BY DAUD MSAFIRI 150

… continues
• Select all:- allows quick highlight of the whole
document in the word processing for formatting
purpose. OR
• Pressing simultaneously, <ctrl and A> button on the key
board. The whole word document is selected.

BY DAUD MSAFIRI 151

Cont…..

Press [Shift] and position the insertion point to the

right of the last character you want to select.
To select multiple text blocks, hold [Ctrl] and select
additional text as desired.
To select the entire document, press [Ctrl+A].

BY DAUD MSAFIRI 152

Find and replace
• g) Find command:-is quick means of locating
a phrase or a word from the word document.
• Accessing Find command:-
• Activity:-
• i. Open the Word document from “My document” titled
“Malaria”

BY DAUD MSAFIRI 153

Cont..
• Select the data you intend to modify,
• Press Ctrl + F keys simultaneously. A “Find
and Replace” dialogue box is displayed.
• Click on the Replace option.
• Type the characters, you want to replace in the
“Find what” box and the one you want to use
in a Replace with box.
• Click Replace All
BY DAUD MSAFIRI 154
… continues
• v. type a word or phrase required in the dialog box
• vi. Click “find next” option in the dialog box or click “enter”
button on the key board. The part of the document containing
the typed phrase will display.
• vii. Click the small box, if the word or phrase of words found
need to be identified. By clicking the box, a tick is inserted in a
box and the word or phrase highlighted throughout the text.
OR
• Pressing simultaneously <ctrl and F> buttons on the key
board to display “find” dialog box.

BY DAUD MSAFIRI 155

ACTIVITY
• Use “find command” to locate the word
“malaria” from the malaria passage saved in
“my document folder”

BY DAUD MSAFIRI 156

Replace command:
• h) Replace Command:- is a command which
function jointly with “find” to substitute a
word or phrase found in a document to easy
editing.
• Activity:-
i. From the “find and replaced” dialog box click “replace”
option.
ii. ii. A dialog box will display with two dialog boxes. One
for “find what” and other for “replace with”

BY DAUD MSAFIRI 157

… Replace command
iii. Type a word or phrase to be
found in the “find what” space
in the dialog box. The response
options i.e. replace, replace all,
and find next become active

iv. Type a word or phrase to substitute “the found” word /

phrase in the “replace with” in the dialog box.
v. Click “replace” if only one point is to be replaced or click
“replace all” if the found word / phrase is to substitute in the
whole document.

BY DAUD MSAFIRI 158

…Replace command
v. Click “replace” if only
one point is to be replaced
or click “replace all” if the
found word / phrase is to
substitute in the whole
document.

vi. Where the document is large and viewing more of the

found / replaced words is desired, click “find next” in the find
and replace dialog box. OR
Also be accessed by pressing ctrl + H on the key board

BY DAUD MSAFIRI 159

Using replace
• Activity:-
i. Open a blank Word document
ii. On the blank document type the following passage
•
• AIDS A SCOURGE CONTEMPORARY TIMES
• AIDS is one of the world’s most popular killer diseases
worldwide; about one hundred million peoples are
affected with AIDS annually, of which about one
percent dies mainly children. Many people take ant
AIDS drugs without confirmation that they are
suffering from AIDS so that they are prescribed with
right medicines. To confirm, patients needs to conduct
blood test.
BY DAUD MSAFIRI 160
Using “Go to” command

• facilitate navigating in the word document using

different features forming the document like
sections, lines, bookmarks, tables, figures
footnotes and comments
• Activity:-
i. From the “find dialog box” click “Go to” Option. Two
further dialog boxes is opened. “Go to what” and “Enter
line number”.
ii. From “go to what” option, select the feature to use to
navigate in the document e.g. click “line” to navigate
using lines.

BY DAUD MSAFIRI 161

… continues
• iii. To the right of the dialog box, type the “line number”
desired. To move forward type positive numbers and to move
backward type negative numbers.

• iv. Click “next” option to move to the line.

BY DAUD MSAFIRI 162

Styles in Word document
• Is a set of pre-defined formatting instructions that
can be used repeatedly throughout the document.
• Styles are accessed in two ways;
(a) Directly by clicking the small arrow at the right
side in the font group.
(b) From the Font group

BY DAUD MSAFIRI 163

FORMATTING A WORD
DOCUMENT
• Activity:-
i. Open a blank Word document and type the following
sentence “about one hundred million peoples are
affected with AIDS annually”
ii. Highlight the sentence.
iii. Change the font style to aerial black and font size 16

BY DAUD MSAFIRI 164

Cont….

BY DAUD MSAFIRI 165

Changing font style

• Click the arrow next to the font name and

choose a font.
•

BY DAUD MSAFIRI 166

Cont….

BY DAUD MSAFIRI 167

To change font color
• To change the text color do the following:
• Select the text and click the Colours button
included on the Font Group of the Ribbon, or
• Highlight the text and right click and choose
the colours tool.
• Select the colour by clicking the down arrow
next to the font colour button.

BY DAUD MSAFIRI 168

Cont..

BY DAUD MSAFIRI 169

Bold
• Text Bolding is making the text darker than the
surrounding text.
i. Open an existing Word document. Example the file
named “Aids” that was saved in “my documents.
ii. Highlight a Word or sentence in the Word document.
iii. From the font Formatting ribbon, click B (bold)
command.
iv. Alternatively; highlight a desired word or sentence.
Simultaneously press <ctrl and B> keys on the
keyboard.

BY DAUD MSAFIRI 170

Italics
• Text is said to be italic when the vertical orientation of
letters is slant to the right or left, (oblique).
• Activity:-
i. Highlight a word or part of word document desired
ii. From the font Formatting ribon, click I (italic)
command.
iii. Alternatively; highlight a desired word or sentence.
Simultaneously press <ctrl and I> keys on the key
board. The highlighted document is Underlined

BY DAUD MSAFIRI 171

Underlining
• Is employing lines under letters within running text to
distinguish certain words from others within the text
• Activity:-
i. Highlight a desired word or part of Word document
ii. From the font Formatting ribbon, click U (underline)
command.
iii. Alternatively; highlight a desired word or part of the
document.
iv. Simultaneously press <ctrl and U > keys on the key
board.

BY DAUD MSAFIRI 172

Bullets and Numbers
• Bullets and numbers are used to arrange
whole or a part of word document in a
desired sequence.
• they make word document more attractive
and easier to read especially when the
preference is to present step-by-step
instructions.

BY DAUD MSAFIRI 173

Assign Bullets and Numbers
• Activity:-(Assign Bullets)
1. Open a blank Word document program and type the
following information:-
• “To conduct fair student’s assessment teachers should
do the following when preparing a classroom examination.
• List the covered topics. Identify time spent to teach
each of the listed topics. Identify number of question to be
included in an examination. Prepare table of specification
and finally; set examination questions”.
• 2. Save the file in the desktop by the name “preparation of
fair examinations”.

BY DAUD MSAFIRI 174

Cont…
• Procedures
• Select the text to which you want to add
bullets.
• Click on the right-hand part of the Bullets
button choose the type of bullet and add
bullets to the selected text.

BY DAUD MSAFIRI 175

Bullets cont….

BY DAUD MSAFIRI 176

Adding numbers to the text
• Procedures
Select the text to which you want to add numbers.
Select the left-hand part of the Numbering button
in the Paragraph group to add numbers.

BY DAUD MSAFIRI 177

Cont…

BY DAUD MSAFIRI 178

…continues
• 6. From the bullet and numbering dialog box click “Bulleted”
option and click “OK) option.
• 7 .Click on the first dotted bullets. The entered part of the
document is bulleted.
• 8. Place the cursor on the second step and press <enter> key
on the keyboard. The second step is bulleted.
• 9. Repeat step (8) for the rest of the steps
• 10. Save the file as the bulleted document

BY DAUD MSAFIRI 179

Adjusting Paragraph and Line
Spacing

BY DAUD MSAFIRI 180

Inserting objects in a word document

•Activity:
• Open a blank document or one with a text.
• Click a part where the picture is to be inserted
• From the ribbon , Click in the “insert” tab.
• Different types of tabs appear.
• Click on “Picture” option. Dialogue box will display.
• Click on the file contain the picture. Different
• pictures will appear.
• Double click on the desired picture.

BY DAUD MSAFIRI 181

Cont…
• The picture will be placed on the position
determined.

BY DAUD MSAFIRI 182

Inserting a clip art
• a Clip art refers to pre-made images used to illustrate
any medium. Clip art comes in many forms, both
electronic and printed.
• Activity:-
i. Place the cursor in the document where you want to insert the
clip art
ii. From the insert tab Click “Insert” menu. A menu is displayed
iii. From the menu, direct the Cursor to point “Picture” another
is menu displayed

BY DAUD MSAFIRI 183

Cont….
• . Click at the point in your document where the
ClipArt graphic is to be inserted.
• 2. Click on the Insert ribbon tab.
• 3. Click on the ClipArt button.
• 4. A ClipArt pane will open on the right of
your document.
• 5.

BY DAUD MSAFIRI 184

Cont…
• Type a descriptive term in the Search For
field, for example sport. Then click Go or
• press [ENTER].
• 6. The ClipArt Gallery will show you all the
available graphics related to this theme.

BY DAUD MSAFIRI 185

Cont….
• . Clicking on a picture will insert it in your
document.
• To remove a graphic from your document,
click on it and then press the [DEL]

BY DAUD MSAFIRI 186

Activity:--
Activity:
• Type the following passage:-
• Education is the cornerydstone and step stone towards social
and economomic development. Quality education is the hearth
of providing compietitive human capital both within and
outside the country’s labor malirket. Tanzania secondary
school system comprises with six (6) years. Ordinaliry
Secondary School which takes four years and Advanced
Secondary School takoes two years.

BY DAUD MSAFIRI 187

… continues
• In both levels of secondary school the curriculum is
developoied by the Tanzania Institute of Education (TIE) with
the supervision of Ministry of Education and Vocational
Training (MOeVT); examinatoions and certification are
administered by National Examination Council of Tanzania
(NECTA) while Curriculunm implementation is done in
secondary schools which are undeir Local Government
Authority (LGA). The central government continues to
provide funds for teachers’ salaris which are adminisittered
through the district level.

BY DAUD MSAFIRI 188

… continues
• However, schools are receiving some funds that they
control directly from the central government via the local
govelrnment authority (capitation) for purichasing
insitructional materials such as textibooks, laboratory
apparatuis and cheimicals, teacher traihning, and other
school projiects.
1. Use the spelling and grammar check to correct the
mistakes
2. Find the word secondary and replace with primary in the
whole passage.
3. Go to line 3,5,7 and 9, then paste the sentences in the
new word document.

BY DAUD MSAFIRI 189

…. continues
1. Use the spelling and grammar check to correct the
mistakes
2. Find the word secondary and replace with primary in the
whole passage.
3. Go to line 3,5,7 and 9, then paste the sentences in the
new word document.
4. Save the document SECONDARY EDUCATION on the
desktop
5. Type, Bold and underline the heading SECONDARY
EDUCATION with font type arial narrow, and font size
33

BY DAUD MSAFIRI 190

Activity 2.
• Type the following passage and insert the rabbit and
flower pictures from the clipart.
• Prior Colonialism the informal education aiming to
impart the knowledge and skills to society members for
better living and suites the society needs by then was
delivered. Functionalism was the guiding principle of
African traditional education. It was an education that
emphasized social responsibility, job orientation, and
political participation, spiritual and moral values
(Fafunwa, 1974; Osokoya, 2002). Its methodology,
instructional objectives, content and delivery were
practical and integrated.

BY DAUD MSAFIRI 191

… continues
• In 1880’s-1960 Tanzania experience the colonialism era under
German and British Rule. The curriculum was biased in nature
so imparted basing to racial segregation. The main aim of
education system was to make African accepting colonialism
and to fit the needs and interests of colonial masters.
• In 1934 British rule opens the first secondary school for
Tanzanians in Tabora (Currently known as Tabora boys) the
aim of opening that school was to prepare normative to serve
at the grassroots level. Due to shortage of skilled labor at the
grassroots level under British rule, Tanganyika prioritizes the
expansion of education system beyond primary school in
1956.

BY DAUD MSAFIRI 192

…. continues
1. Write the passage heading Tanzania education history
with italics, font size 35, and font style bookman
2. Use format menu, change the heading styles to font
Arial bold, italics, size 29.
3. Cut the paragraph starts with prior colonialism…., paste
it as a new paragraph in the education word document.
4. Replace all colonialism with APATHEID SYSTEM
5. Save the document by the name Education history

BY DAUD MSAFIRI 193

Inserting word art
• . Select the text to which you want to add
WordArt effects.
• 2. Click the WordArt button on the Insert tab,
refer figure 3.2
• Figure 3.25 Word art
• 5 3. A selection of WordArt design options will
appear.

BY DAUD MSAFIRI 194

Cont….

BY DAUD MSAFIRI 195

Cont…..

Click on a design option to

select it.
5. The Edit WordArt Text
dialog box will allow you to
change the font style and
size.
Click OK to accept the
settings.

BY DAUD MSAFIRI 196

Inserting a table
• A table is a grid of cells with individual cells
occurring at the intersection of corresponding
rows and columns.

BY DAUD MSAFIRI 197

Creating a Table: Drag Table Option

Place the insertion point where you want the table to

appear. From the Insert tab, in the Tables group,
click Table.
Select the appropriate dimensions by dragging your
mouse in the table grid

BY DAUD MSAFIRI 198

Creating a Table: Insert Table Option

• Place the insertion point where you want the

table to appear
• From the Insert tab, in the Tables group, click
Table.
• Select Insert Table. The Insert Table dialog
box appears.

BY DAUD MSAFIRI 199

Cont…..

BY DAUD MSAFIRI 200

Cont…
• Under Table size, type a value or use the
nudge buttons to specify the number of
columns and rows.
• To specify column width, under AutoFit
behaviour, select Fixed column width and
type a value or use the nudge buttons to
specify the desired size

BY DAUD MSAFIRI 201

Creating a Table: Drawing Option

• You can also draw a table into your document

by selecting Word's Draw Table feature. This
option allows you to create a table with rows
and columns in the desired positions.

BY DAUD MSAFIRI 202

Creating a Table: Drawing Option

You can also draw a table into

your document by selecting
Word's Draw Table feature.
This option allows you to
create a table with rows and
columns in the desired
positions.
From the Insert tab, in the
Tables group, click Table.

BY DAUD MSAFIRI 203

Cont…
Select Draw Table. Your insertion point turns into a
pencil.
To create the frame of your table, click and drag the
pencil until the outline of the table reaches the
desired size.

BY DAUD MSAFIRI 204

Table cont….

• Release the mouse button. The

outside frame of a table appears.
• To draw vertical and horizontal
lines to create your columns and
rows, click and drag the pencil
within the table
• To stop the Draw Table command, the
Layout tab, in the Draw grouping, click
on the Draw Table icon. The Table
Tools appear when you are on a table

BY DAUD MSAFIRI 205

Cont..

BY DAUD MSAFIRI 206

Cont…
• To allow the table to expand as you type, under
AutoFit behavior, select AutoFit to contents.
To allow the table to expand or shrink
depending on the size of the window it is
displayed in, under AutoFit behavior, select
AutoFit to window
• To create the table, click OK. An empty table
appears.

BY DAUD MSAFIRI 207

Adding columns and rows
•Activity
i. Open a blank Word document
ii.Create the table with 6 rows and 5 columns.
iii.Label the columns Mikumi, Ngorongoro,
Manyara, Tarangire and Serengeti

BY DAUD MSAFIRI 208

Inserting columns
i. Add a column between Ngorongoro and
Manyara and label it saanane by highlight the
“Manyara” column
ii.From the menu bar, click “Table” menu. a drop
down menu is displayed
iii.From the drop down menu, Navigate the
Cursor to point “inset” option.

BY DAUD MSAFIRI 209

Cont…
• From the dropdown menu, navigate and point
the Cursor on “insert column to the left”, click.

BY DAUD MSAFIRI 210

… continues
• Activity:- Adding rows to a table
i. Click to the row where your want to enter the row.
ii. Click the table from the insert tab
iii. Navigate to the insert, select ‘insert row above or below
• Alternatively:-
i. Click to the row where your want to enter the row.
ii. Click the table from the menu bar
iii. Navigate to insert cell, ‘click’
iv. Click insert entire row, click OK

BY DAUD MSAFIRI 211

Merging Cells: Quick Menu
Option
1. Select the cells you want to merge

2.Right click within the selected cells, select

Merge Cells. The cells are merged

BY DAUD MSAFIRI 212

Merging Cells: Ribbon Option

•1. Select the cells you want to merge.

•2. On the Layout command tab
•3. In the Merge group, click Merge Cells. The
selected cells are merged.

BY DAUD MSAFIRI 213

Cont…
• Select the cells you want to merge then right
click ,a drop down menu appears then click
merge.

BY DAUD MSAFIRI 214

Splitting Cells
• Splitting cells allows information in a table to be divided into
smaller groups parts. It is the opposite of merging the cell
• Activity:-
i. Highlight cell(s) to be split
ii. Click “table” from the table menu
iii. Split cells - dialog box will display
iv. Type in, the number of columns or rows intended
v. Click the “OK” button - the columns / rows will be sub
divided.

BY DAUD MSAFIRI 215

Summing Cells
• Perform summation of the values in columns or rows of a
table where values placed in a table involve numbers.
• Activity:-
i. open a bank Word document
ii. Prepare the following table

BY DAUD MSAFIRI 216

Formatting text and editing data in the table
• Activity:-(Inserting tabs in a cell)
i. Create a table with 3 columns named Dar es, salaam,
Arusha and Mwanza; and 5 rows.
ii. Highlight the cell or column in which to set a tab
iii. Select the type of tab desired
iv. Click in the lower half of the ruler to place the tab marker
• Activity:-( Creating headings in tables)
i. From the table above, select the cells to be merged
ii. Select Merge Cells From the Table menu

BY DAUD MSAFIRI 217

Splitting Cells

•As with merging, cells can be split from either

the Quick Menu or the Ribbon.
• Splitting Cells: on the layout option
• Word will attempt to evenly divide any text in
the cell you are splitting based on the number
of paragraphs. You can only split one cell at a
time using the Quick Menu option.

BY DAUD MSAFIRI 218

The
Cont….

•1. select the cells you want to split

2 On the Layout tab, in the Merge group select split cells

.

BY DAUD MSAFIRI 219

Splitting Cells: Ribbon Option

Select the cell(s) you want to split. Unlike the Quick

Menu option, using the Ribbon option allows you
to split multiple cells at once.
On the Layout command tab, in the Merge group,
click Split Cells. The Split Cells dialog box
appears

BY DAUD MSAFIRI 220

Deleting columns or rows from a table
• Activity:-
i. Select a columns or rows to be deleted
ii. On the insert tab bar click ”table” – a menu will be
displayed
iii. Select either Delete Columns or Delete Rows.
• Alternatively:-
i. Click to the row/column to be deleted
ii. Right click, select ‘delete cell’
iii. Select delete entire row/column’
iv. click OK

BY DAUD MSAFIRI 221

Inserting equation in a
document
• A word equation editor simplifies writing
technical documents in word document
where the commands in the menus alone do
not satisfactorily convey the intended
meaning of the document.
• Equations are entered using the equation
editor from the insert menu or standard tools
bar.

BY DAUD MSAFIRI 222

• 1 Place the cursor in the part where the
equation is to be inserted
• 2 Click the "Insert" tab .

BY DAUD MSAFIRI 223

Cont…..
• Click the "Equation" button on the Ribbon --
its icon is a "Pi" symbol.Refer Fig 3.17

BY DAUD MSAFIRI 224

Create an equation

• Click Equation icon Different equations will

appear, then cite the desired if any otherwise
click Insert New Equation
• To create special formulas such as fractions,
radicals or operators, use the buttons on the
right section of the Ribbon; these buttons offer
drop-down menus, from which you can choose
the specific structures you want.Refer 3.16

BY DAUD MSAFIRI 225

Cont…
Select the desired symbol or
equation from the displayed
ones. Example Click on
Radical sign and click on
quadratic formula. The
formula will appear on the
document. Refer Fig 3.17

BY DAUD MSAFIRI 226

Using the Equation

• The equation editor contains ten (10) symbol

palettes.
• Entering Symbols
• The upper part of the equation editor consists of
• the various symbols eg the upper case Greek and the lower
case Greek
• Entering symbols
• The second row of palette buttons is template palettes. They
provide place holders for entering information.

BY DAUD MSAFIRI 227

Page layout
• Setting printing margins
• Activity:-
i. Click the “PAGE LAYOUT ” button
ii. Select page orientation
iii. Select page breaks
iv. Change the margins as desired.
• Print Previewing
• Activity:-
i. Click the “office” button on the drop down menu click
Print
ii. Make necessary changes or Click “close” to close the
preview window if it is well arranged

BY DAUD MSAFIRI 228

Changing the Page Orientation

Page orientation refers to how the text

will appear on the printed page. Word
includes two possible page
orientations: portrait and landscape
landscape..

BY DAUD MSAFIRI 229

Cont..

• Procedures
Select the Page Layout tab.
Select the Margins button in the Page Setup group..
Select the Custom Margins... option.
In the Top spin box, enter the desired top margin.
In the Bottom spin box, enter the desired bottom margin.
In the Left spin box, enter the desired left margin.
In the Right spin box, enter the desired right margin.
Select OK.
BY DAUD MSAFIRI 230
Changing the Document Margins

• Margins define the typing area on a page. They

control the amount of blank space between the
text and the top, bottom, left, and right edges
of the paper. By default, margins are measured
in inches. The larger the margin measurement,
the smaller the typing area.

BY DAUD MSAFIRI 231

Cont….

• Procedures
Select the Page Layout tab.
Select the Margins button in the Page Setup group..
Select the Custom Margins... option.
In the Top spin box, enter the desired top margin.
In the Bottom spin box, enter the desired bottom margin.
In the Left spin box, enter the desired left margin.
In the Right spin box, enter the desired right margin.
Select OK.
•

BY DAUD MSAFIRI 232

Cont….

BY DAUD MSAFIRI 233

Changing the Paper Size

BY DAUD MSAFIRI 234

Page break

• Inserting a Manual Page Break

BY DAUD MSAFIRI 235

Inserting a manual page break.

• Procedures
Position the insertion point to the left of the first
character you want to appear on the new page.
Select the Page Layout tab.
Select the Breaks button in the Page Setup group.
Under Page Breaks, select the Page Break option
you want to use.
•

BY DAUD MSAFIRI 236

Task

• Change the document formatting.

Open Malaria.docx.
Switch to print preview and scroll through the document.
Then close print preview.
Change the top and bottom margins to 1.5" each.
Change the left and right margins to 1" each.
Change the paper orientation to landscape.
Switch to print preview to view the document. Uncheck
the
• Magnifier button to enable editing in print
preview

BY DAUD MSAFIRI 237

Printing word document
• set print options
• Activity:-
i. Click “office ” button
ii. Click Print, Or press “ctrl + P”
iii. The default printer name will appear in the print dialog box.
click the down arrow button to select printer
iv. Choose page range to be printed basing to options:-
 All- This Option allow whole document to be printed
 Current Page- printing active page.
 Pages- specifies certain pages to be printed
 Selection- this option allows printing of highlighted part of
the document
• v. Press the “OK”
BY DAUD MSAFIRI 238
Topic

BY DAUD MSAFIRI 239

Coverage
• By the end of this topic, teachers should:
– Understand the use of spreadsheets and Excel
– Learn the parts of the Excel window
– Open Ms Excel
– Enter text, numbers, and dates into a worksheet
– Create and save a workbook file
– Resize, insert, and remove columns and rows

240
BY DAUD MSAFIRI
Coverage cont.
–Select and move cell ranges
–Insert formulas and functions
–Insert, delete, move, and rename
worksheets
–Work with editing tools
–Preview and print a workbook

BY DAUD MSAFIRI 241

INTRODUCTION
• A spreadsheet is a computer
application that displays a series of
columns and rows.
– Columns (vertical) are labeled along their column
heading A thru Z, AA thru AZ, up to column IV.
– Rows (horizontal) are labeled by their row headings
from 1 thru 65,536.

BY DAUD MSAFIRI 242

Overview:
A hands-
hands-on introduction
Excel 2007 has a new look! It’s got
the familiar worksheets you’re
accustomed to, but with some
changes.

Notably, the old look of menus and

buttons at the top of the window has
been replaced with the Ribbon.
BY DAUD MSAFIRI 243
The New Look
Yes, there’s a lot of
change in Excel 2007.
It’s most noticeable at
the top of the window.

But it’s good change.

The commands you need are now more clearly

visible and more readily available in one control
center called the Ribbon.
BY DAUD MSAFIRI 244
What’s on the Ribbon?
The three parts
of the Ribbon
are tabs,
groups, and
commands.

Tabs: Tabs represent core tasks you do in Excel. There are seven
tabs across the top of the Excel window.
Groups: Groups are sets of related commands, displayed on tabs.
Commands: A command is a button, a menu, or a box where you
enter information. BY DAUD MSAFIRI 245
What’s on the Ribbon?
How do you get
started on the
Ribbon?

Begin at the
beginning.

The principal commands in Excel are

gathered on the first tab, the Home tab.
BY DAUD MSAFIRI 246
What’s on the Ribbon?
Groups pull together
all the commands
you’re likely to need
for a particular type of
task.

Throughout your task, groups remain on display

and readily available; commands are no longer
hidden in menus.

Instead, vital commands are visible above your

work space. BY DAUD MSAFIRI 247
More commands, but only when you
need them
The commands on
the Ribbon are the
ones you use the
most.

Instead of showing every command all the time, Excel 2007 shows some
commands only when you may need them, in response to an action you
take.

So don’t worry if you don’t see all the commands you need at all times.
Take the first steps, and the commands you need will be at hand.
BY DAUD MSAFIRI 248
More options, if you need them
Sometimes an arrow,
called the Dialog Box
Launcher, appears in
the lower-right corner
of a group.

This means more

options are available
for the group.

Click the Dialog Box Launcher , and you’ll see a dialog box or task pane.
The picture shows an example:
On the Home tab, click the arrow in the
Font group.

The Format Cells dialog box opens, with

superscript and other options related to fonts.
BY DAUD MSAFIRI 249
EXCEL WINDOW

BY DAUD MSAFIRI 250

Exploring Excel

BY DAUD MSAFIRI 251

Navigating a Worksheet
• Excel provides several ways to navigate a
worksheet

BY DAUD MSAFIRI 252

Introduction cont.
• Cell – the intersection of a row and a column
– Cell Address
• Identifies a specific cell
• Column letter then row number
• Examples:
– C1
– AZ999
– Active cell
• Black border
• Address displayed in Name box

BY DAUD MSAFIRI 253

The importance of using spreadsheet
• It provides features that can be used to
automatically update a document when some
figures are altered without necessarily
performing calculations.
• It allows you to enter, organize, compare and
print data including graphs.
• When applied correctly, a spreadsheet results
will always be correct.
• Produces a neat work in a variety of
professional looking formats.
BY DAUD MSAFIRI 254
The importance …
• Contains tools that provide additional supports
for writers, such as spell checking and
punctuations.
• Produces easily portable documents that can
easily be converted into other forms of
visualization such as graphs and charts.
• Offers powerful features to organize data,
manipulation of data, verification of data and
transfer of data

BY DAUD MSAFIRI 255

Use of spreadsheet

• Data manipulation or analysis

–applied in fields such as accounting,
budgeting, sales forecasting, financial
analysis, and scientific fields.
–Research

BY DAUD MSAFIRI 256

Spreadsheet in Schools
• Management and administration
– School Budgeting, School calendar
– Database-Teachers and Students information
• Measurement and evaluations of learners
achievement.
– Keeping students assessment records
– Analyze students examination results

BY DAUD MSAFIRI 257

Examples of Spreadsheet
• Ms Excel –Microsoft
• Lotus 1-2-3 - IBM
• Open Office.org calc- Linux/Unix
• Apple iWork Numbers-Mac
• Quattro Pro-wordperfect

– Our presentation is on Ms Excel 2007

BY DAUD MSAFIRI 258

Ms Excel
• Microsoft Excel is an example of a
spreadsheet program that will maintain
records for you relating to finances,
Students Marks, activities, events and
services.
• It allows you to enter, organize, compare
and print data including graphs.

BY DAUD MSAFIRI 259

Starting Excel
• There are numerous ways to start Excel
application
– From start button on the taskbar
– Use shortcut on desktop (if available)

BY DAUD MSAFIRI 260

Starting Excel …
• Click the “start” button
• From the start menu click
“all programs”
• From the displayed
program menu, select the
“Microsoft office” option,
• From the displayed sub-
menu, click the
“Microsoft Office Excel
2007” option.

BY DAUD MSAFIRI 261

Excel Screen

BY DAUD MSAFIRI 262

Workbook and worksheet
• Excel files are saved in documents called
workbooks and each workbook is
comprised of individual worksheets or
sheets.
–Workbook – contains one or more
worksheets
–Worksheet – an Excel spreadsheet

BY DAUD MSAFIRI 263

Adding Worksheets
• By default, you always start with three
worksheets.
• You can add worksheets at any time with
Insert-->Worksheet. New sheets will be
inserted to the left of the tab you have
selected.
• These can be rearranged.

BY DAUD MSAFIRI 264

To insert more than one
worksheet at a time
• Press Ctrl, click the tabs as many as you
wish to add. The tabs will be highlighted
(white) if they are selected properly. (Each
tab clicked with the Shift down will give
you another worksheet.
– Select Insert-->Worksheet.

BY DAUD MSAFIRI 265

Naming a Worksheet
• Right click on the tab of sheet1
• Select Rename from the menu
that appears
• Type Form 1A
• Press the Enter Key on the
Keyboard.
BY DAUD MSAFIRI 266
Cell content
• Constants
– Text (labels): a combination of letters, numbers, and
some symbols
– Numbers: any numerical value that can be used in a
mathematical calculation
– Date and Time values: recognized formats for date
and time values
– Symbols: any character apart from text, numbers
and date and time
BY DAUD MSAFIRI 267
Cell content-
content-cont.

• Formulas
–References other cells
–Preceded by an = (equal sign)

BY DAUD MSAFIRI 268

Entering Data into a Worksheet
• To enter data, first make the cell in which you
want to enter the data active by clicking it.
• Enter the data (text, formulas, dates, etc.) into
the active cell.
• Use TAB key, arrow keys, or ENTER key to
navigate among the cells.

BY DAUD MSAFIRI 269

ENTER DATA IN A WORKSHEET
• Enter the data
shown on the right
in sheet named
“Form 1A” of
your workbook

Note: If there is any

name overlaying a
cell don’t worry. It
will be fixed.

BY DAUD MSAFIRI 270

Saving an Excel Document
• To save an Excel document:
– Select File-->click Save or Save As.
– In the Save As dialog, Select the location for
your file from the Save in drop-down menu
at the top.eg Mydocument, Desktop or any
other location.
– Create a folder using create new folder icon
– Name your folder as “ Excel_works”

BY DAUD MSAFIRI 271

Save As Dialog Box
Whenever you want to save a document after Clicking Save
As a Save As Dialog Box appear

Click on the Arrow to select the

location to save the file

Click on the Arrow to select the

type of the file

Click on the box to type the

file NAME

BY DAUD MSAFIRI 272

Saving an excel document…
– Type the name of your workbook as
“Exercise1” in the File name text box.
– Click Save.

Note: (i) Characters not allowed in file

names are \ / < > * ? | : ; or ".
(ii) Remember from now on to save
your work from time to time.

BY DAUD MSAFIRI 273

Changing the Column Width
• Position the cursor in the
Column Border (the joint
between two columns B and
C) The mouse pointer
changes to double pointed
arrow
• Drag to the right to alter the
width of the column A.

Note: As the pointer moves, the

width measurement is
displayed next to the cursor
in pixels or millimeters.

BY DAUD MSAFIRI 274

Changing the Row Height
• Position the cursor in
the row Border (the joint
between two rows 2 and
3). The mouse pointer
changes to double
pointed arrow
• Drag down or up to alter
the width of row 2.

BY DAUD MSAFIRI 275

Changing the Column Width
and Row Height using Autofit

• Position the cursor in the row Border

• Double-click when you see the double-
sided arrow, and Excel will automatically
"shrink-wrap" the column according to the
largest cell contents in that column.
Likewise, you can use Format--
>Column-->AutoFit Selection that will
fit the column to a selected cell.
BY DAUD MSAFIRI 276
Hands on Activity
Enter the following marks in your “Exercise1” documents

BY DAUD MSAFIRI 277

Inserting a Column or Row
• You can insert rows and columns into a
worksheet; one at a time or several at a
time.
• Suppose the marks for Kiswahili were
forgotten. The class teacher wants to
add the subject immediately after
students Name. How will it be added?
BY DAUD MSAFIRI 278
To insert a column
• Click to place your cursor in the column
that is to the right of where you want to
insert the column. That is, if you want to
add a column between Columns C and D,
place your cursor somewhere within
Column D.
• Select Insert from the menu bar-->
Columns.
BY DAUD MSAFIRI 279
Insert a column and enter the
marks for Kiswahili

BY DAUD MSAFIRI 280

To insert a row
• Suppose the name and marks for
Aliyah Adam were forgotten. The
class teacher wants to add her name
and marks between Kanumba and
Diana. How will it be done?

BY DAUD MSAFIRI 281

To insert a row-
row-cont.
• Click to place your cursor in the row
that is just below where you want to
insert the row. That is, if you want to
add a row between Rows 7 and 8,
place your cursor somewhere within
Row 8.
• Select Insert Menu-->Rows.
BY DAUD MSAFIRI 282
Insert a row and enter the Name and
marks for Aliyah Adam then Save

BY DAUD MSAFIRI 283

To insert multiple rows or columns

• Highlight the number of

rows/columns you want to add. Be
sure this is just below or just to the
right of the point you want the
insert.
• Select Insert Tab-->Rows (or
Columns).
BY DAUD MSAFIRI 284
Hands on Activity
• On your “Exercise1” document insert
5 rows (all at once) immediately after
row 16. Give them any Names without
marks
• Add 5 columns (all at once)
immediately after column E. Assign
them the subject names of your choice
BY DAUD MSAFIRI 285
To delete a row
• Click to place your cursor in
the row you want to delete.
• Select Home Tab-->Delete.
(Cut allows you to delete
information within the cell,
not the row itself.)
• In the Delete dialog box that
appears, click the Entire row
radio button.
• Delete the 5 rows you have
entered in the above exercise

BY DAUD MSAFIRI 286

To delete a column
• Click to place your cursor
in the column you want to
delete.
• Select Home Tab-->Delete.
• In the Delete dialog box
that appears, click the
Entire column radio
button.
• Delete the columns you
entered in the above
Exercise.
BY DAUD MSAFIRI 287
To delete multiple rows or columns

• Select the row/column markers (the

letters/numbers) of those you want to
delete using Shift for adjacent
rows/columns and Ctrl for non-
adjacent ones.
• Select Home Tab-->Delete.

BY DAUD MSAFIRI 288

Hands on Activity
• Remove the added rows
• Remove the added columns on
the previous HoA

BY DAUD MSAFIRI 289

Selecting Cell Ranges
• A group of cells is called a cell range or range
• Click the cell in the upper-left corner of the adjacent
range, drag the pointer to the cell in the lower-right
corner of the adjacent range, and then release the mouse
button
or
• Click the cell in the upper-left corner of the adjacent
range, press the Shift key as you click the cell in the
lower-right corner of the adjacent range, and then
release the Shift key
BY DAUD MSAFIRI 290
Selecting a row, column and entire
worksheet

BY DAUD MSAFIRI 291

Selecting Cell Ranges …
To select a nonadjacent range of cells:
• Select a cell or an adjacent range, press
the Ctrl key as you select each
additional cell or adjacent range, and
then release the Ctrl key

BY DAUD MSAFIRI 292

Selecting Cell Ranges …
Select All Button

• Click the Select All

button located at
the intersection of
the row and column
headings (or press
the Ctrl+A keys)

BY DAUD MSAFIRI 293

Modifying Data
• Click on the cell, and type in the correct data.
Press Enter or Tab. This deletes and replaces
all the content.

• Double-click on the cell, and an insertion

point will appear. You can now modify a
portion of the cell rather than the entire
contents.
• You can modify the contents in the text area of
the Formula Bar by first selecting the cell you
want to change and then clicking the text
inside the Formula Bar to set your cursor.
BY DAUD MSAFIRI 294
To Input the Information in the Text Area
of the Formula Bar:
• You can also highlight it and press Backspace to
delete it and re-enter information. (You can
highlight just part of it and alter the information,
just as you do with Word or a text editor.)
• Click the green check mark (Enter button) to the
left of the Formula Bar text area once you are
through or
• Press Enter on the keyboard; or
• Move your cursor to another cell in the
worksheet.
BY DAUD MSAFIRI 295
Copying or Cut a Cell or Range
• Copy command – duplicates the contents of a cell or
range of cells
– Source range – the cell(s) you are copying from
– Destination range – the cell(s) you are copying to
• You can copy to more than one destination ranges
• Select the cell or range you want to copy or cut
• Select Home Tab->Copy/cut the selected cell will get
an animated dashed border around it
• Click a cell where you want to place your copied work
(Destination cell (s)).
• Select Home Tab-> Paste
BY DAUD MSAFIRI 296
Copying or Cut a Cell or Range
• Note: The animated dashed border
does not disappear after the Copy, Cut,
or Paste or even when another cell is
selected.
• It will go away once you start typing
again or when you have chosen Cut,
Copy, or Paste for another selection or
just press ‘Esc’ key on the keyboard
BY DAUD MSAFIRI 297
Formatting worksheet
• You can change the formatting inside the cells
and of the cells themselves.
• Items that can be altered include the size of
cells (which alters the entire column), the
border, colour, and patterns.
• The text contained in the cells can be
altered with character formatting (bold,
italic, etc.), rotating the text, changing the
alignment, or creating a word wrap.
BY DAUD MSAFIRI 298
The Format Cells Command
Number tab allows you to
specify appearance of
numbers

Alignment tab specifies

vertical and horizontal
alignment

Font tab allows you to

specify font type and size

Borders and Patterns tabs

allow you to create
special effects

BY DAUD MSAFIRI 299

Shading
• Use shading in cells for
emphasis, to divide sections, or
to designate headings.
– Select the heading column of
“Exercise1” document
– select Format-->Cells
– The Format Cell dialogue box
appears.
– Select Fill tab, the cell shading
colour will appear
– Choose yellow colour, then Click
Ok
• You can also use the Fill Color
button on the Formatting
toolbar.
BY DAUD MSAFIRI 300
Border
• You can place borders
around selected cells
with the down arrow
beside the Borders
button on the Formatting
toolbar.
– Select a range of cells to
be bordered
– On Formatting toolbar
Click down arrow beside
the Borders button to get
the options
– Choose All Borders from
the options
BY DAUD MSAFIRI 301
Font Tab
• Font Tab on the
Format Cells dialog
box offers a number
of options: font, font
style, Size, underline,
colour and Effects.
• So lets practice each
of the options

BY DAUD MSAFIRI 302

Text Colour
• Changing text colour in
Excel has no difference
from Ms word.
– Select a cell or range
– Select Format-->Cells
– From the format cell dialog
box, choose Font Tab.
– Under colour click a down
Arrow to get a colour
pallet.
– Choose the blue colour
– Click OK
BY DAUD MSAFIRI 303
Align cell contents
• When you enter numbers and formulas into a cell,
Excel automatically aligns them with the cell's right
edge and bottom border, while text entries are aligned
with the left edge and bottom border.
• You can control the alignment of data within a cell
horizontally and vertically.
• Left, Right and Center alignments can be selected
using their respective alignment buttons on the
Formatting toolbar.

BY DAUD MSAFIRI 304

Aligning Cell's Contents Vertically
• To align the cell's
contents vertically,
– Select the cells to be
aligned
– Open the Format Cells
dialog box
– Choose Alignment Tab
– Under Orientation, type
90 on the box beside
degrees; the arrow under
orientation will be
vertically placed.
BY DAUD MSAFIRI 305
Merge and Center
• Another option available for alignment in the
Format Cells dialog box and on the Format toolbar
is the Merge and Center option, which centers text
in one cell across a range of cells.
• If you want to fit a lot of text within a cell but
without having to expand the column width to be
very large, you can use the text wrapping option on
the Alignment tab, or even choose to indent text.
• You can also have Excel shrink the text to fit within
the given column width you have chosen or even
rotate text from -90 to +90 degrees.
BY DAUD MSAFIRI 306
Merging a range of cells
• To merge a range of cells into a single cell:
– Use the Merge option on the Alignment tab in the
Format Cells dialog box or
– Click the Merge and Center button on the Formatting
toolbar
• To split a merged cell back into individual cells:
– Select the merged cell
– Click the Merge and Center button again
– Or uncheck the Merge Cells check box on the
Alignment tab in the Format Cells dialog box

BY DAUD MSAFIRI 307

Leading Zeros
• Excel will ignore leading zeros, which can
cause problems with items such as ZIP
codes. You must convert the data to text by
either placing a single quote before the
number (e.g., '06841) or
• Formatting the cell as text with Format--
>Cells. (Select the Number tab, and
choose Text from the Category list.)

BY DAUD MSAFIRI 308

Leading Zeros
• Open sheet 2 on your Exercise 1 file.
• Practice by entering numbers starting with
zero. See what happens
• Change the cell content format by adding a
quote before the Zero.
• On the new column change the cell format to
text and add at least 10 numbers starting with
zero.

BY DAUD MSAFIRI 309

Alignment for Special Formats
• You can select specific formats for cells, such
as dates, currency, time, percentage, fraction,
scientific, etc. If specially formatted
information does not fit into a cell, you will
see ###### instead of your data.
• You must either alter the format or change the
column size of a cell.

BY DAUD MSAFIRI 310

Coloring a Worksheet Tab
•You can add color to a worksheet tab. This may
help you locate a worksheet more easily or help
you organize a workbook that contains several
worksheets.
– Click the worksheet tab you want to color.
– Select Format-->Sheet-->Tab Color.
– In the Format Tab Color dialog, click the color you
want.
– Click OK.

BY DAUD MSAFIRI 311

Remove Colour from sheet tab

• Click the tab.

• Select Format-->Sheet-->Tab Color.
• In the Format Tab Color dialog, select
No Color.
• Click OK.

BY DAUD MSAFIRI 312

Use Excel's Auto Fill features
• When you need to copy and paste a large
number of rows or columns, you can use a
technique called Auto Fill using the fill
handle.
• The fill handle is a small black square
located in the lower-right corner of a
selected cell or range.

BY DAUD MSAFIRI 313

Autofill cont.
• When you drag the fill handle, Excel
automatically fills in the formulas and formats
used in the selected cells.
• The same rules for relative, absolute, and
mixed references apply for Auto Fill as for
copy and paste.

BY DAUD MSAFIRI 314

Create Headers and Footers
1. Click the Insert Tab.
2. Select Header & Footer.
3. Click in the area marked Click to add header or Click
to add footer
5. Type the desired text in the appropriate box.
6. Click the Home tab to apply formatting to the text
(font, bold, underline, or color).

BY DAUD MSAFIRI 315

Hands on Activity
• Change the serial numbers of your
students to three characters eg 001,
010
• On “Exercise1” align the subject
names vertically
• Bold the whole heading text
• Increase the Font size to 14 points.
BY DAUD MSAFIRI 316
Hands on Activity cont.
• Add Total Marks and Students Average
columns (don’t expanding the column width).
• Wrap the Text which does not fit.
• Add a row above headings, then type the Title
“Terminal Examination Results, Form I,
2012” on cell A1
• Merge and Centre the “Title” on the range
A1:H1

BY DAUD MSAFIRI 317

Hands on Activity….

• Create a header by Writing: Name of your

school; Examination results Form II;
Term I, 2012
• Insert page number at the centre, on the
bottom of your document. And your name
on the right corner of your document.

BY DAUD MSAFIRI 318

Formulas
• What is a formula?
– A formula is a mathematical expression that
calculates a value.
– In Excel, formulas always begin with an equal sign
(=).
– A formula can consist of one or more arithmetic
operators.
– The order of precedence is a set of predefined rules
that Excel follows to calculate a formula.

BY DAUD MSAFIRI 319

Error Code
• If a formula cannot properly calculate a result,
Microsoft Excel will display an error code

Error Code Explanation

The result is too long to fit in the cell. Adjust the
###### column width.
Wrong type of argument or operand used, or the
#VALUE! Formula AutoCorrect cannot correct the formula.

You are dividing by zero. Check and correct the

#DIV/0! divisor.
BY DAUD MSAFIRI 320
Error Code….
Error Code Explanation
Excel doesn’t recognize a name. Check the
#NAME? spelling of the function name or if such a function
exists.
Occurs when a value is not available to a function
#N/A
or formula.
A cell reference is not valid. You may have
#REF!
deleted named cells referred to in the formula.
There is a problem with a number in a formula or
#NUM!
function.
You specified an intersection of two areas that
#NULL!
don’t intersect.
Cannot resolve
Appears in a dialog box if you use the address of
circular
the active cell in the formula you enter.
references BY DAUD MSAFIRI 321
Arithmetic Operators

BY DAUD MSAFIRI 322

Order of Operations
• If more than one operator is used in a formula,
there is a specific order that Excel will follow to
perform these mathematical operations.
• The order of operations can be changed by adding
brackets to the equation.
• An easy way to remember the order of operations is
to use the acronym: BEDMAS (Brackets,
Exponents, Division, Multiplication, Addition,
Subtraction)

BY DAUD MSAFIRI 323

Order of Precedence Rules

BY DAUD MSAFIRI 324

Functions
• What is a Function?
– A function is a predefined, or built-in, formula for a
commonly used calculation.
– Each Excel function has a name and syntax.
• The syntax specifies the order in which you must
enter the different parts of the function and the
location in which you must insert commas,
parentheses, and other punctuation
• Arguments are numbers, text, or cell references
used by the function to calculate a value
• Some arguments are optional
BY DAUD MSAFIRI 325
Functions
• What is a Function?
– A function is a predefined, or built-in, formula for a commonly used
calculation.
– Each function has a specific order, called syntax, which
must be strictly followed for the function to work correctly.
• Syntax order:
– All functions begin with the = sign.
– After the = sign, define the function name (e.g., Sum).
– Then there will be an argument. An argument is the cell
range or cell references that are enclosed by parentheses. If
there is more than one argument, separate each by a
comma.
– Example: =SUM(A3:A10)

BY DAUD MSAFIRI 326

Work with the Insert Function button
• Excel supplies more than 350 functions organized into
10 categories:
– Database, Date and Time, Engineering, Financial,
Information, Logical, Lookup, Math, Text and Data, and
Statistical functions
Note: For this course we will look some functions from the
bolded categories
• You can use the Insert Function button on the
Formula bar to select from a list of functions.
• A series of dialog boxes will assist you in filling in the
arguments of the function and this process also
enforces the use of proper syntax
BY DAUD MSAFIRI 327
Work with the Insert Function button…

• Click the cell in which you want to enter the

formula.
• Select Insert Function on the Formula bar.
• Select the category from the drop-down list,
then select the function name and click OK.
• Complete the necessary arguments by typing
the cell or cell ranges OR follow steps below.
(Arguments in bold are required.)

BY DAUD MSAFIRI 328

Work with the Insert Function button…

• Click Collapse and select the cell

(range).
• Click Expand to return to the help
box and continue for arguments
necessary.
• Click OK when finished.

BY DAUD MSAFIRI 329

Examine the Insert Function
dialog box

BY DAUD MSAFIRI 330

Use Functions

• Syntax: =FunctionName(arguments)
• All arguments must be enclosed in
parenthesis with no spaces. Use the
colon (:) to indicate a range of cells and
a comma (,) to separate arguments.

BY DAUD MSAFIRI 331

Math and Statistical functions

BY DAUD MSAFIRI 332

EXAMPLES

• =SUM(range) : Adds all the values for the

specified cells.
• =AVERAGE(range): Returns the average
value of all the cells specified.
• =MIN(range): Returns the lowest value of
all the cells specified.
• =MAX(range): Returns the highest value
of all the cells specified.

BY DAUD MSAFIRI 333

Example
• =COUNT(range): Returns the number of
cells containing numeric information.
Empty cells, logical values, text, or error
values in the array or reference are ignored.
• =TODAY() or =NOW() TODAY returns
today’s date as mm/dd/yy. NOW returns the
date and time.
BY DAUD MSAFIRI 334
Define functions, and
functions within functions
• The SUM function is a very commonly
used math function in Excel.
• A basic formula example to add up a small
number of cells is =A1+A2+A3+A4, but
that method would be cumbersome if there
were 100 cells to add up.
• Use Excel's SUM function to total the
values in a range of cells like this:
SUM(A1:A100).
BY DAUD MSAFIRI 335
Define functions, and
functions…
• You can also use functions within functions.
• Consider the expression
=ROUND(AVERAGE(A1:A100),1).
– This expression would first compute the
average of all the values from cell A1 through
A100 and then round that result to 1 digit to
the right of the decimal point

BY DAUD MSAFIRI 336

HANDS ON ACTIVITY
• Compute the Total Marks
• Compute the Average Marks with 3 decimal
places using mixed function.
• Compute Subject Average

BY DAUD MSAFIRI 337

Create logical functions
• A function that determines whether a condition
is true or false is called a logical function.
• Excel supports several logical functions such as
AND, FALSE, IF, NOT, OR and TRUE.
• A very common function is the IF function,
which uses a logical test to determine whether an
expression is true or false, and then returns one
value if true or another value if false.

BY DAUD MSAFIRI 338

Create logical functions…
• The logical test is constructed using a
comparison operator that compares two
expressions to determine if they are equal, not
equal, if one is greater than the other, and so
forth.
– The comparison operators are =, >, >=, <, <=, and
<>
• You can also make comparisons with text
strings. You must enclose text strings within
quotation marks.
BY DAUD MSAFIRI 339
Using the If function
• The arguments for the IF function are:
– IF(logical_test,value_if_true,value_if_false)
– For example, the function =IF(A1=10,20,30) tests
whether the value in cell A1 is equal to 10
– If it is, the function returns the value 20,
otherwise the function returns the value 30
– Cell A1 could be empty or contain anything else
besides the value 10 and the logical test would be
false; therefore, the function returns the value 30

BY DAUD MSAFIRI 340

Using the If function…
A simple If function will allow a cell to change
depending on a conditional test. =IF(test, what to
do if it is true, what to do if it is false)

•To insert an IF function, click the Insert Function

button and search for the IF function, then click OK.
•When the Function Arguments dialog box appears,
simply fill in the arguments

BY DAUD MSAFIRI 341

Embedded If Function

• An embedded If function will allow a cell

to change depending on multiple
conditional tests. =IF(test, what to do if it
is true, IF(test, what to do if it is true,
what to do if it is false))

BY DAUD MSAFIRI 342

Round Function
• =ROUND(cell,number of digits to round) eg.
if cell D2 = 45.256 =round(d2,1) would return
45.3 =round(d2,2) would return 45.26
=round(d2,-1) would return 50 =round(d2,-2)
would return 0
Note: Using the format of a number to round only
changes it for display and printing it does
not change it for calculations.

BY DAUD MSAFIRI 343

Using inbuilt Function
• There are a number of formulas built into
Excel, like Sum. These formulas are called
Functions.
• So it is not necessarily to always type in the
formula.

BY DAUD MSAFIRI 344

The Average Function
• The average function is necessary to calculate
the average of a range of cells.
• Like any other formula, the average function
may be copied across cells.

BY DAUD MSAFIRI 345

Hands on Activity

•Use the built in function to perform the

following
–Find the highest average marks
–Find the lowest average marks

Hint: Use the Max and Min functions

BY DAUD MSAFIRI 346

Rank Function
• To rank values, a Rank function is used. Rank
function returns the rank of a number in a list
of numbers. The rank of a number is its size
relative to other values in a list. (If you were to
sort the list, the rank of the number would be
its position.)
• Syntax : =RANK(number,ref,[order])

BY DAUD MSAFIRI 347

Ranking the Marks

• Open “Exercise1” [ if closed anyway]

• Add a column and name it “Position”
• On the first cell type =Rank(reference of the
corresponding cell on the average column, range of all the
column of average) for Example =Rank(J3:J25)
• Press enter key

BY DAUD MSAFIRI 348

Ranking [Alternative]
• Click the cell in which you want the results to
appear.
• Click the Insert Function button; the Insert
Function dialog box appears.
• Click down arrow on the Select a category box
and select Statistical.
• On the Select function box double-click
RANK; the Function Arguments dialog box
appears.
BY DAUD MSAFIRI 349
Ranking [Alternative]…
• Click to select the cell on the number box or type the
number for which you want the rank.
• Type the range or the array you want on the Ref box;
to evaluate your number against.
• Type 0 for descending order or any nonzero value for
ascending order on the Order box or leave it empty
• Click OK.
• Copy the formula on the other cells

BY DAUD MSAFIRI 350

HANDS ON ACTIVITY
• Compute the grades of the average marks
for each student using the IF function
• Use this Function
=IF(G3>=81,"A",IF(G3>=61,"B",IF(G3>=
41,"C",IF(G3>=21,"D","F"))))
Note: Cell reference will depend on your
work.

BY DAUD MSAFIRI 351

Countif Function
• The countif function
will count how many
cells within a range
meet the criteria or test.
• COUNTIF(range,criteri
a)
– Range = range to check
– Criteria = test

BY DAUD MSAFIRI 352

Copy and paste formulas
and functions
• Copying and pasting a cell or range of cells is a
simple, but highly effective means for quickly
filling out a large worksheet.
• To copy and paste a cell or range:
– Select the cell or range to be copied and then click
the Copy button on the standard toolbar
– Select the cell or range into which you want to
copy the selection and then click the Paste button
on the standard toolbar
– Once you are finished pasting, press the Esc key to
deselect the selection
BY DAUD MSAFIRI 353
Copy and paste effects
on cell references
• Copied formulas or functions that have cell references
are adjusted for the target cell or range of cells.
• For example, if cell G5 contains the formula
=F5*B5/B7, and you copy and paste this formula to cell
G6, the formula in cell G6 will be =F6*B6/B8.
• This may or may not be correct for your worksheet,
depending upon what you are trying to do.
• You can control this automatic adjusting of cell
references through the use of relative and absolute
references.
BY DAUD MSAFIRI 354
Cell Referencing
• Absolute reference: remains constant when copied
– Specified with dollar signs before the column and row
– For example, the absolute reference for B5 would be
$B$5.

• Relative reference: adjusts during a copy operation

– Specified without dollar signs, i.e. B4
• Mixed reference: either the row or the column is absolute;
the other is relative
– Specified with a dollar sign before the absolute part of
the reference, i.e. B$4

BY DAUD MSAFIRI 355

Use mixed references
• A mixed reference combines both relative and
absolute cell references.
• You can effectively lock either the row or the column
in a mixed reference.
– For example, in the case of $B5, the row reference would
shift, but the column reference would not
– In the case of B$5, the column reference would shift, but
the row reference would not
• You can switch between absolute, relative and mixed
references in the formula easily in the edit mode or on
the formula bar by selecting the cell reference in your
formula and then pressing the F4 key repeatedly to
toggle through the reference options.

BY DAUD MSAFIRI 356

Problems using copy and paste with
formulas
• When Excel does not have enough room to
display an entire value in a cell, it uses a
string of these # symbols to represent that
value.
• For example, the formula in cell J5 is =F5-
(H5+I5) and this was pasted into cell J6 by
updating the cell references there to =F6-
(H6+I6).

BY DAUD MSAFIRI 357

Problems using copy and paste with
formulas …
• Cell G5 has the formula =F5*B5/B7 and cell
G6 contains =F6*B6/B8. This is where things
went wrong. Sometimes this automatic update
is very useful and other times it does not give
you the desired result for your worksheet.
• In this case, cells B5 and B7 should be
referenced in the formula in column G in all
240 payment period rows, but in column J, you
want the cell references to be automatically
updated. You can control this result using
relative and absolute references.
BY DAUD MSAFIRI 358
Use relative references
• A relative reference is a cell reference that
shifts when you copy it to a new location on a
worksheet.
• A relative reference changes in relation to the
change of location.
• If you copy a formula to a cell three rows
down and five columns to the right, a relative
reference to cell B5 in the source cell would
become G8 in the destination cell.
BY DAUD MSAFIRI 359
Freeze rows and columns
• When you scroll through large amounts of
data in a worksheet, you can move data
off the screen.
• If you prefer to have portions of data
remain on the screen at all times, such as
the column and/or row headings, you can
freeze a portion of the list so that it
remains while the rest of the data scrolls.
BY DAUD MSAFIRI 360
Freeze rows and columns…
• To freeze rows and columns:
– Click in a cell to select it
– Click Window on the menu bar, and then
click Freeze Panes to freeze the rows above
the selected cell, and the columns to the left
of the selected cell
– Excel will display dark vertical and
horizontal lines to indicate the rows and
columns that are frozen.
BY DAUD MSAFIRI 361
A frozen datasheet

BY DAUD MSAFIRI 362

Find and replace values in a worksheet

• The Find command allows you to search

through the data in a worksheet for a particular
character string.
• Optionally, you can choose to replace the
character string with another string.
• This procedure is called Find and Replace.
– For example, you might want to find occurrence of
Khajara Mohamedi and replace it with Hajara
Hamis

BY DAUD MSAFIRI 363

The Find and Replace dialog box

BY DAUD MSAFIRI 364

Sort data in a list
• Excel makes it easy to sort a list in
ascending or descending order based on
any field(s) in the list.
• The field(s) selected on which to sort are
called the sort fields or the sort keys.
• You may choose to sort the data on a single
field or on a collection of fields.

BY DAUD MSAFIRI 365

Sort using a single sort key

BY DAUD MSAFIRI 366

Sort using multiple keys

BY DAUD MSAFIRI 367

Adding a Comment to a Cell in
Excel
Comments to worksheet cell(s), helps to
explain the cell contents, or to offer tips to
users.

BY DAUD MSAFIRI 368

Procedures to insert Comments
• Click cell G1
• On the menu bar choose Insert and then Comment
– a comment box will open
• Type the comments “Good” where the cursor is
flashing (Cell G1).
• Text will wrap automatically.
• If starting a new line is require, press the Enter key
in the keyboard.
• Click outside the comment box when comment
insertion is completed.

BY DAUD MSAFIRI 369

Displaying comments
• Right-click the cell which
contains the comment (e.g.
G1).
• Choose Show Comments
in the drop-down menu
displayed ( the comments
is displayed continuously
until you decide to hide it)

BY DAUD MSAFIRI 370

How to Hide Comments

• Right-click the cell which contains

the comment (e.g. G2).
• Choose Hide Comment

BY DAUD MSAFIRI 371

Inset Charts
• Charts are a good visual to use when
you want to present your data in a
graphic format for your audience.
• Many different chart types are
available ranging from columns to
pyramid charts.
BY DAUD MSAFIRI 372
• Highlight the data that you want to create your
chart for. Go to the Insert Menu and choose the
“Chart” option.

BY DAUD MSAFIRI 373

A chart is a graphic representation of data. Charts are often used to make large quantities of data more easily
Charts
understandable, and recognizable on first view. Charts represent data in different ways depending on the type of
data that is presented.
Buffalo Seminary / School Districts Buffalo Seminary / School Districts

70 70

60
60

50
50

40
40

30
30

20
20

10
10

0
Amherst Buffalo Clarence East Aurora Kenton Orchard Park Williamsville other
0
Amherst Buffalo Clarence East Aurora Kenton Orchard Park Williamsville other

Buffalo Seminary / School Districts Buffalo Seminary / School Districts

70

Amherst
60

Buffalo
50
Clarence

40 East Aurora

Kenton
30
Orchard Park

20 Williamsville

other
10

0
Amherst Buffalo Clarence East Aurora Kenton Orchard Park Williamsville other

BY DAUD MSAFIRI 374

Chart Wizard
Select all the cells containing the data you want to chart.

Click the Chart Wizard button on the Standard toolbar.

BY DAUD MSAFIRI 375

The Chart Wizard will present a
selection of chart types, each of which
includes several subtypes. If none of
these options suits your needs, you
can click the Custom Types tab to
access a list of specialized chart types.

Click Next, and the Chart Wizard will

present a screen verifying the range
of data you want to include in your
chart. You can change the range if
necessary—just click in your
worksheet and drag to select the
appropriate cells.

BY DAUD MSAFIRI 376

Click Next again, and the Chart Wizard will
present options that govern which elements
are included in your chart. For instance, you
can click the Titles tab and enter a title for
the chart and for the chart axes.

Click Next once more to advance to the

Chart Wizard’s final screen. Here you can
specify whether to insert the chart on its
own chart sheet or embed it on a
worksheet. If you select the first option,
type a new sheet name in the As New
Sheet: text box. If you select the second
option, just use the As Object In: drop-
down list to choose the sheet where you
want the chart to appear. (The current
sheet is the default.) After you make a
selection, click Finish. Excel will create your
new chart.

BY DAUD MSAFIRI 377

Average Temperatures
90

80

70

60

50 Buffalo
farenheit

New York City

40

30

20

10

0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
month

BY DAUD MSAFIRI 378

After you’ve created a chart, you can still modify any specification made while running
the Chart Wizard. The Chart menu and the Chart toolbar, which appear whenever a
chart or chart sheet is selected, include options that correspond to the choices the
Wizard offers. You can also click the Chart Wizard button to run the wizard again and
revise their original choices.

Average Temperatures
90
You can right click to
format any item on your 80

chart. The format dialog

70
box should be familiar to
you by now! 60

50 Buffalo
farenheit

New York City

40

30

20

10

0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
month

BY DAUD MSAFIRI 379

Print a workbook
• To Print a worksheet, you can use:
– A menu
– The Print button on the standard toolbar
– The Ctrl-P keystroke to initiate a printout of the
worksheet
• Excel uses the same basic methods for printing
as other Windows and Microsoft Office
applications.

BY DAUD MSAFIRI 380

The Print dialog box

BY DAUD MSAFIRI 381

BY DAUD MSAFIRI 382
INTRODUCTION TO
COMPUTER
NETWORKS AND THE
INTERNET

BY DAUD MSAFIRI 383

Objectives
After this topic, you will be familiar with:

the basics of Computer networks

the Internet and common terms related to Internet
and E-mail
the different browsers
Creation and use email accounts
Cloud computing for teachers.

BY DAUD MSAFIRI 384

Part I
COMPUTER NETWORKS
Objectives: By the end of this sub-topic you
should be able to:-
a. Describe the concept of computer networks.
b. Connect basic computer networks
c. Use wireless modems

BY DAUD MSAFIRI 385

What is a Computer Network?
Network?
• A Computer network is collection of computing
devices that are connected in various ways in
order to communicate and share resources.
• the connections between computers in a network
are made using physical wires and some
connections are wireless, using radio waves or
infrared signals

BY DAUD MSAFIRI 386

What is a Computer network?
192.168.1.2

Each computer on a 192.168.1.1

network is identified by a
unique number called an
IP address.

192.168.1.3

192.168.1.5
192.168.1.4

BY DAUD MSAFIRI 387

Classification of Computer Networks

• Computer networks can be classified based on

the size of a network (geographical locations),
structure and mode of connectivity.

BY DAUD MSAFIRI 388

Classification of Computer
Networks based on Size
• Local Area Network (LAN)
• Small network, short distance
• A room, a floor, a building
• Limited by no. of computers and distance covered
• Usually one kind of technology throughout the LAN
• Serve a department within an organization
• Examples:
• Network inside the Student Computer Room
• Network in the Hospital
• Network inside your home
BY DAUD MSAFIRI 389
Metropolitan Area Network (MAN)
• MAN is a high speed network that connects
LANs in a metropolitan area such as city or
town.

BY DAUD MSAFIRI 390

Classification of Computer
Networks based on
Wide Area Network (WAN)
Size
• WAN is a network that covers a large
geographical area such as country or the world.
• WAN combines many types of media such as
telephone lines ,cables, and radio wave.
• Examples: Internet

BY DAUD MSAFIRI 391

Geita Sec

WAN

TAMISEMI HQ
RUNZEWE M.J

BY DAUD MSAFIRI 392

Classification of Networks based on
Structure

• Two main network structures/architectures are:

• Peer-to-peer network
• Client-Server network

BY DAUD MSAFIRI 393

Classification of Networks based on
Structure
Peer-to-peer networks
• In a peer-to-peer network a group of computers is
connected together
• All computers are equal (peers).
• There is no central location for authenticating users,
storing files, or accessing resources.
• Each computer functions as both a client and a server.

BY DAUD MSAFIRI 394

Peer--peer network
Peer

BY DAUD MSAFIRI 395

Classification of Networks based on
Structure
Server-based (Client/server) network
• In an environment with more than ten (10)
users, a peer-to-peer network may be
inadequate.
• In this environment, dedicated servers are
ideal, hence the name server-based network.

BY DAUD MSAFIRI 396

Client--server network
Client

BY DAUD MSAFIRI 397

Classification of Networks based on
Mode of Connectivity
• Basing on the modes of connectivity, a
computer network includes wireless networks
and wired networks.
• Wired network is using UTP cable for
networking in small area while for long
distance connectivity Fibre Optic Cable (FOC)
facilitates the connectivity.

BY DAUD MSAFIRI 398

Why Networking?
• Sharing information — i.e. data communication
• Do you prefer these?

• Or this?

BY DAUD MSAFIRI 399

• Sharing hardware or software
• E.g. print document

• Centralize administration and support

• E.g. Internet-based, so everyone can access the same
administrative or support application from their PCs

BY DAUD MSAFIRI 400

Basic Equipment: Cards/Cables

BY DAUD MSAFIRI 401

Hubs & Switches

BY DAUD MSAFIRI 402

Router
• Routers are physical devices that join multiple
wired or wireless networks together
• Technically, a wired or wireless router is a Layer
3 gateway, meaning that the wired/wireless
router connects networks together
• A Gateway is a device that acts like a security
guard and only allows data in or out if it has the
right network headers

BY DAUD MSAFIRI 403

Routers

BY DAUD MSAFIRI 404

Connecting Computers
Can be connected in two ways:
Wired connection:
 UTP Cables,
 coaxial cables,
 fiber optic cables
Wireless connection
 Access points

BY DAUD MSAFIRI 405

Connecting Computers

UTP Cable Coaxial Cable

Optic Fiber Cable Wireless Router

BY DAUD MSAFIRI 406
Unshielded Twisted-Pair (UTP)
• Typically wrapped inside a plastic cover (for mechanical
protection)
• A sample UTP cable with 5 unshielded twisted pairs of wires

Insulator Metal
BY DAUD MSAFIRI 407
Connecting Computers

BY DAUD MSAFIRI 408

Connecting Computers

BY DAUD MSAFIRI 409

Topology ― 3 basic types
• How so many computers are connected together?
Bus Topology Ring Topology

Star Topology

Hub

BY DAUD MSAFIRI 410

• Bus Topology
• Simple and low-cost
• A single cable called a trunk (backbone, segment)
• Only one computer can send messages at a time
• Passive topology - computer only listen for, not
regenerate data

• Star Topology
• Each computer has a cable connected to a single point
• More cabling, hence higher cost
• All signals transmission through the hub; if down, entire
network down
• Depending on the intelligence of hub, two or more
computers may sendBYmessage
DAUD MSAFIRI at the same time 411
How to construct a network
with Bus / Star Topology?

Bus Topology

Coaxial
cable

Star Topology
BNC T-Connector

Network Card
BY DAUD MSAFIRI 412
Sharing Resources in Windows

• Sharing and Discovery, located in the Network and

Sharing Center, manages the settings for a home network.
• Network discovery
• File sharing
• Public folder sharing
• Printer sharing
• Password protected sharing
• Media sharing
• Access by using the following path:
Start > Control Panel > Network and Sharing Center

BY DAUD MSAFIRI 413

Configuring Printer Sharing

• In Windows 7, to connect to the printer from another

• computer follow these steps:
• Step 1. Choose Start > Devices and Printers > Add a
Printer.
• Step 2. The Add Printer wizard appears.
• Step 3. Select Add a network, wireless or Bluetooth
printer.
• Step 4. A list of shared printers will appear. If the printer is
not listed,

BY DAUD MSAFIRI 414

Cont…
Cont…
select The printer that I wanted is not listed.
listed.
Step 5. After selecting the printer, click Next
Next..
Step 6. A virtual printer port is created and displayed in the Add a Printer window. The required print drivers are downloaded from the print server and installed on the computer.The wizard then finishes the installation.

BY DAUD MSAFIRI 415

Configuring Printer Sharing

• In Windows 7, to configure the computer with

the printer attached to accept
• print jobs from other network users, follow
these steps:

• Step 1. Select Start > Control Panel > Network and

• Sharing Center > Change advanced sharing settings.
• Step 2. Expand the network listing to view the network profile.
• Step 3. If printer sharing is off, under File and printer sharing,
• select Turn on file and printer sharing, and then click Save changes.

BY DAUD MSAFIRI 416

Print Servers
• A print server has three functions:
1. Provide client access
2. Administrate print jobs
3. Provide feedback to the users
• There are three kinds of print servers:
1. Network print server devices
2. Dedicated PC print servers
3. Computer-shared printers
• Windows allows computer users to share
• their printers with other users on the network. There are two steps:
1. Configure the computer attached to the
– printer to share the printer with other network users.
– 2. Configure a user's computers to recognize the
– shared printer and print to it.

BY DAUD MSAFIRI 417

• Unroll the required length of network cable and add a little extra wire, just
in case

straight through cable

• Carefully remove the outer jacket of the cable

• Inspect the newly revealed wires for any cuts or scrapes that expose the
copper wire inside.

BY DAUD MSAFIRI 418

Cont…
Cont…

• Arrange the wires based on the wiring

specifications you are following

• Untwist the pairs so they will lay flat

between your fingers

• Press all the wires flat and parallel

between your thumb and forefinger.

BY DAUD MSAFIRI 419

• Keep the wires flat and in order as you push them
into the RJ-45 plug with the flat surface of the
plug on top
Cont…
Cont…

• Place the wired plug into the crimping tool

BY DAUD MSAFIRI 420

• Find a standard Ethernet cable you don't
use for anything.
• Towards one end of the cable, cut open a slit
a few inches long.
• Be careful not to damage the wiring inside the
cable or cut yourself.
• Peel back and remove the cable casing

BY DAUD MSAFIRI 421

Pin #Wire Color
White/Orange
1 White/Green
Orange
2 Green
White/Green
3 White/Orange
Blue
Blue
Crossover Cable
4

5 White/Blue White/Blue

6 Orange Green
7 White/Brown White/Brown
8 Brown Brown
568-A Color Code 568-B Color Code

BY DAUD MSAFIRI 422

Components of a Communication
System
• There are five component in a
communication system.

BY DAUD MSAFIRI 423

Components of a Communication
system
1. Sender: Message source
2. Message: Message to be transferred
3. Channel: Path through which message
passes
4. Protocol: A set of rules that governs
communication over a network
5. Receiver: Message recipient

BY DAUD MSAFIRI 424

What is a protocol?
A protocol is a set of rules that governs
communications between computers on a
network.
In order for two computers to talk to each other,
they must be speaking the same language.
Many different types of network protocols and
standards are required to ensure that your
computer can communicate with another
computer located on the next desk or half-way
around the world.

BY DAUD MSAFIRI 425

Common Communication Protocols
Hypertext transfer protocol (HTTP) is a method
of transmitting the information on the web.
HTTP basically publishes and retrieves the HTTP
pages on the World Wide Web.
HTML is a language that is used to communicate
between the browser and web server. The
information that is transferred using HTTP can be
plain text, audio, video, images, and hypertext.

BY DAUD MSAFIRI 426

Common Communication Protocols
 File Transfer Protocol (FTP) or file transfer protocol is
used to transfer (upload/download) data from one
computer to another over the internet or through or
computer network.
 FTP is a most commonly communication protocol for
transferring the files over the internet.

BY DAUD MSAFIRI 427

Common Communication Protocols
 Internet Protocol (IP): is a protocol by which data is sent
from one computer to another on the Internet.
 Each computer (known as a host) on the Internet has at
least one IP address that uniquely identifies it from all
other computers on the Internet.
 When you send or receive data (for example, an e-mail
note or a Web page), the message gets divided into little
chunks called packets.
 Each of these packets contains both the sender's Internet
address and the receiver's address.

BY DAUD MSAFIRI 428

Common Communication Protocols
Transmission and Control Protocol/Internet
Protocol (TCP/IP):
Is the set of communications
protocols used for the Internet and other
similar networks.
TCP/IP defines the rule computers must
follow to communicate with each other
over the internet.

BY DAUD MSAFIRI 429

Advantages of Computer Networks
1. Connectivity and Communication
2. Data Sharing
3. Hardware Sharing
4. Internet Access.
5. Internet Access Sharing
6. Data Security and Management:
7. Performance Enhancement and Balancing
8. Entertainment

BY DAUD MSAFIRI 430

Part II
THE INTERNET

BY DAUD MSAFIRI 431

THE INTERNET
The Internet is a global network of computer
networks. Sometimes called the Net
It is a collection of thousands of computers
connected together worldwide, that connect the
governments, people and companies all over the
world
Each of these networks contains anywhere from
two to thousands of computers that are linked
together using special rules called protocols.

BY DAUD MSAFIRI 432

BY DAUD MSAFIRI 433
Internet-- A brief History
Internet
Started as a research project to connect
computers together with packet switched
networks.
Internet was born in 1969 - called ARPANET
1969 ARPANET connected computers at
Univ of California (LA), Stanford Univ, Univ
of California (SB), Univ. of Utah
4 nodes were connected

BY DAUD MSAFIRI 434

Internet-- A brief History
Internet

 1971:15 nodes (23 hosts) on ARPANET.

E-mail invented -- a program to send
messages across a distributed network.
1973: First international connections to the
ARPANET: University College of London
(England) and Royal Radar Establishment
(Norway)

BY DAUD MSAFIRI 435

Internet-- A brief History
Internet

1977:E-mail takes off, Internet becomes a

reality
Number of hosts breaks 100.
1984:Number of hosts breaks 1,000.
1987: Number of hosts 28,000
1989: Number of hosts breaks 100,000

BY DAUD MSAFIRI 436

Cont……

The web exploded

1994 – 3,2 million hosts and 3,000 websites
1995 – 6,4 million hosts and 25,000 websites
1997 – 19,5 million hosts and 1,2 million
websites
January 2001 – 110 million hosts and 30 million
websites

BY DAUD MSAFIRI 437

Internet-- World Usage
Internet

BY DAUD MSAFIRI 438

Internet Usage - Tanzania
• The estimated number of Internet users in
Tanzania by June 2013 according to TCRA
report was 21% (9.3 million users)
????????????????????????????????????????????
?????????

BY DAUD MSAFIRI 439

Uses of Internet
1. Email: communication in a fraction of seconds
with a person who is sitting in the other part of
the world.
2. Information: the internet is flooded with
information.
3. Business: World trade has seen a big boom with
the help of the internet,
4. Social Networking: Today social networking
sites have become an important part of the
online community.
5. Shopping: Nowadays almost anything can be
bought with the use of the internet.

BY DAUD MSAFIRI 440

Uses of Internet
6. Entertainment: all forms of entertainment from
watching films to playing games online.
7. E-Commerce: business deals that involve the transfer of
information across the globe via internet.
8. Services: Many services are now provided on the
internet such as online banking, job seeking, purchasing
tickets for your favorite movies,
9. Job Search: there are plenty of job sites which connect
employers and job seekers.
10. Dating/Personals: Internet not only helps to find the
right person but also to continue the relationship.

BY DAUD MSAFIRI 441

Common Internet Terms
Web page: A web page or webpage is
a document or information resource that is
suitable for the World Wide Web and can be
accessed through a web browser and displayed on
a monitor or mobile device.
It is written in a markup language called HTML
Typically, it contains text, pictures, sound, video
and hyperlinks

BY DAUD MSAFIRI 442

Common Internet Terms
Website: Is a collection of web pages that
follow the same theme and are connected
together with hyperlinks.
Hyperlink: Is a link between documents
that when clicked takes you into the related
document wherever it may be
When the mouse pointer is passed over a
hyperlink it changes from an arrow to a
pointing hand
BY DAUD MSAFIRI 443
Common Internet Terms
 Universal Resource Locator: the address of a Web page.
 URL is a four-part addressing scheme that tells the Web
browser:
 What transfer protocol to use for transporting the file
 The domain name of the computer on which the file
resides
 The pathname of the folder or directory on the
computer on which the file resides
 The name of the file

BY DAUD MSAFIRI 444

Structure of a Uniform Resource Locator
pathname
protocol
http://wwww.mwananchi.go.tz/michezo/index.htm

filename
Domain name

http => Hypertext Transfer Protocol

BY DAUD MSAFIRI 445

Domain Names
Standard top-
top-level domain names that form
the basis of both a geographical and non-
non-
geographical naming system are:
www.aaa.com
com >>commercial
>>commercial organizations
www.bbb.edu
edu >>educational
>>educational organizations
www.ccc.gov
gov >>government
>>government institutions
www.ddd.mil
mil >>military
>>military groups
www.eee.net
net >>major
>>major network support centres
www.fff.org
org >>organizations
>>organizations other than the
above
www.ggg.int
int >>international
>>international organizations

BY DAUD MSAFIRI 446

Internet Service Provider (ISP)
Is a company that offers its customers
access to the Internet
Internet access is provided via
modems
Examples:
 Vodacom,
 Airtel,
 Tigo,
 Zantel,
 TTCL and
 Sasatel
BY DAUD MSAFIRI 447
Internet Architecture

NAP

Regional
ISP

NAP=Network Access Point

Local
ISP

User User User User

BY DAUD MSAFIRI 448

Activity 1

Modem Installation

BY DAUD MSAFIRI 449

Installation of Internet Modems
Insert your modem
into the USB port
Wait for the pop up
window to display
Click “Next” to
display License
Agreement

BY DAUD MSAFIRI 450

Installation of Internet Modems
Read the License
Agreement
If you accept the
agreement, click “I
Agree

BY DAUD MSAFIRI 451

Installation of Internet Modems
Click next to accept
default choice of
installation location

BY DAUD MSAFIRI 452

Installation of Internet Modems

Click “Install” to
start installation

BY DAUD MSAFIRI 453

Installation of Internet Modems

Installation
progress will be
shown

BY DAUD MSAFIRI 454

Installation of Internet Modems
Click “Finish” to
complete installation

BY DAUD MSAFIRI 455

Installation of Internet Modems

The modem is
now ready to use
The shortcut
appears on the
Desktop

BY DAUD MSAFIRI 456

Installation of Internet Modems
Double click on the
shortcut
A pop up window will
appear
Click “Connect” to start
using the Internet

BY DAUD MSAFIRI 457

WEB BROWSERS
Web browser: Is a software program that is
used for accessing, retrieving, presenting
and traversing information resources on the
web using URL.
The purpose of a web browser is to read
HTML documents and compose them into
visible or audible web pages.

BY DAUD MSAFIRI 458

Types of Browsers
1. Internet Explorer (IE)
 Most commonly used
browser
 Comes embedded in
Microsoft OS
 Represented as “e”
 Latest version is IE 11
(March 2014)
 For Windows Vista, 7, 8 and
8.1

BY DAUD MSAFIRI 459

Types of Browsers

2. Mozilla Firefox
 Officially announced in Feb 2004
 Second most popular after IE
 Represented by a world map
 Used with both MS Windows OS
and Linux distributions
 Latest version is Firefox 35
(2015)

BY DAUD MSAFIRI 460

Types of Browsers

3. Safari
 A browser from Apple, Inc
 Included in Mac OS X
 Supports all the functions found
in other browsers
 Represented by a compass
bearing
 Latest version is Safari 8 (2014)

BY DAUD MSAFIRI 461

Types of Browsers

4.Google Chrome
 A browser developed by Google
 Initial release in 2008
 Browser options similar to that of
Safari
 Setting and locations are similar to
IE
 Window design similar to Windows
Vista
 Latest version is Google Chrome 43
( March 2015)

BY DAUD MSAFIRI 462

Types of Browsers

5. Opera
 Developed by Opera Software in
1996
 Mostly used with internet-enabled
mobile phones, PDAs and
Smartphone
 Compatible with all OS types
 Represented by a “O” symbol
 Latest version is Opera 28
(March, 2015)

BY DAUD MSAFIRI 463

Activity 2

Web Browser Installation

BY DAUD MSAFIRI 464

WEB BROWSER INSTALLATION

Installation of Mozilla
Firefox
From your storage
device, double click on
the browser set up
Extraction process will
take place
Setup wizard appears
Click “Next”

BY DAUD MSAFIRI 465

Web Browser Installation
A setup choice
selection will appear
Select “Standard”
Click “Next”
Click “Upgrade”
Finish installation

BY DAUD MSAFIRI 466

LAUNCHING A WEB BROWSER
 Click “Start” button
 Option 1
 Look on the Startup menu
 Select the browser you want
 Option 2
 Click Start>All programs
 Select the browser you want

BY DAUD MSAFIRI 467

FEATURES OF A WEB
BROWSER
• A browser consists of the following bars:
Menu bar
Navigation bar
Search bar
Location bar
Tab bar

BY DAUD MSAFIRI 468

1. Menu Bar
File: Opens, saves, prints and exits files
Edit: cut, copy and paste operations
View: options to customize your browser
History: shows recent pages visited
Bookmarks/Favorites: shows your favorites
Tools: quick access to news and e-mails also give
options to customize your browser
Help: gives access to information and tips related
to a web browser

BY DAUD MSAFIRI 469

2. Navigation Bar
Back: shows the previous web page
Forward: takes you to the next web page
Stop: stops a website from loading
Refresh: reloads a page that is not loading
Home: Returns you to your home page

BY DAUD MSAFIRI 470

3. Location Bar
Address line: holds the address of the
website you are currently viewing
Drop down arrow: clicking on this arrow
will open a list of recently entered web
addresses

BY DAUD MSAFIRI 471

4. Search Bar
Used when searching anything from the
Internet
Contains a list of most common Search
engines

5. Tab Bar
Used to add more tabs when searching
different contents

BY DAUD MSAFIRI 472

Activity 3

Customizing your Browser

BY DAUD MSAFIRI 473

CUSTOMISING A WEB
BROWSER
Setting a Home Page
Select Tools>>Options
On the home page option,
delete the content you find
there
Type URL of your choice
Click “Apply” then “OK”

BY DAUD MSAFIRI 474

Customizing A Web Browser
Adding a website to favorite/bookmark
Right click on the tab containing the
website of interest
Select “Bookmark tab”

Opening a Bookmarked website

Click on Bookmarks/Favorite menu
Click on the bookmarked website
BY DAUD MSAFIRI 475
SEARCH ENGINES
A Search engine is a website designed to
search information on the web and FTP
servers
The search results are generally presented
in a list of results often referred to as
search engine results pages (SERPS)
The info may consist of web pages,
images, maps and other types of files

BY DAUD MSAFIRI 476

Popular Search Engines
Google (www.google.com)
Yahoo (www.yahoo.com)
Msn (www.msn.com)
Hotmail (www.hotmail.com)
Bing (www.bing.com)

BY DAUD MSAFIRI 477

Activity 4
Using Search Engines for searching for educational materials
1.Web documents (docs, pdf, ppt)
2.Images (pictures)
3.Videos
4.Books
1. www.bookzz.org
2. www.en.bookfi.org

BY DAUD MSAFIRI 478

Using a Search Engine
Open a web browser and locate the address
bar
Click in the address bar and type the search
engine URL (www.google.com)
The main website page of the search
engine will appear
Locate the Google Search
Enter the word or sentence to be searched
Click on “Search”
BY DAUD MSAFIRI 479
Services Available on the Internet
Electronic mail
Newsgroup
Chat/Instant Messaging
Online Forums
Video/Audio Conferencing

BY DAUD MSAFIRI 480

Other Terms
Download: to copy electronic data from
another computer to your computer over a
network
Upload: to transfer a file from your
computer to another computer
Surfing the net: Surfing the web is to just
look around and see where the web takes
you.

BY DAUD MSAFIRI 481

INTRODUCTION TO
ELECTRONIC MAIL (E-
(E-MAIL)

BY DAUD MSAFIRI 482

Areas to cover
 Introduction  Part 3 – Managing Your Messages
– Explaining email – Deleting messages
– Parts of an email address – The “Trash” folder
– Email security
– Types of email services
– Signing out
– Creating an email account

 Part 2 – Sending and Receiving

Email
– Signing in
– Composing and sending
– Checking mail
– Replying and Forwarding

BY DAUD MSAFIRI 483

Meaning
What is Email and Why is it Popular?

 An electronic message sent from one computer to another.

 Email saves money and time compared to regular mail.

 An email message takes seconds to reach destination.

BY DAUD MSAFIRI 484

How does Email Work?...

 Email travels via the Internet

from one computer to
another.
 Computers known as mail
servers direct outgoing mail
and store incoming the mail.
 Once email reaches your mail
server, it waits in an
electronic mail box, the
"Inbox” for you to collect it.

BY DAUD MSAFIRI 485

Things You Can Do with Email

 Compose and Send: write an email and send it to

others.

 Reply: reply to an email that you received.

 Forward: pass on an email that you received to others.

 Attachment: You can send files with your email such

as:
pictures, music, software and documents

BY DAUD MSAFIRI 486

Introduction

An email address consists of 3 parts:

[email protected]
[email protected]
[email protected]

Unique User Name Domain Name

chosen by the email “At” company/organization
account owner sign providing the email service

BY DAUD MSAFIRI 487

Two Ways to Get Email

1. Organizational e-mail addresses

[email protected]
[email protected]
2. Web-Based e-mail addresses
Yahoo – [email protected]
Gmail - [email protected]
Hotmail - [email protected]

BY DAUD MSAFIRI 488

Activity 5

Creating e-mail account

BY DAUD MSAFIRI 489

Creating an e-
e-mail account

 Launch a browser
 Type a web address of a website which offers free email
service on the address bar e.g yahoo, google and
hotmail.
 From the home page, select the “SIGN UP” option
 Fill in the blanks your personal information
 Select your ID and Password
 Follow other instructions
 Click “Create My Account” to finish

BY DAUD MSAFIRI 490

Creating an e-
e-mail account
Signing into yahoo mail account
Sending an e-mail message
Reading an e-mail message
Replying to an e-mail
Forwarding an e-mail
Attaching documents
Signatures to e-mails
Advantages of e-mail services
Disadvantages of e-mail services
BY DAUD MSAFIRI 491
E-mail Related Terms
BCC: blind carbon copy, a copy of an e-
mail message sent to a second recipient
without the address appearing in the
original mailing.
Bounce: an e-mail message that is
returned, or "bounced" back, due to an
unknown or obsolete e-mail address.
Attachment: an electronic file attached to
an e-mail
BY DAUD MSAFIRI 492
E-mail Related Terms
E-mail: electronic messages transmitted
over any computer network.
Inbox: folder in an e-mail program where
incoming messages are stored until moved
to another folder or deleted.

BY DAUD MSAFIRI 493

How to Sign Up for a Gmail Email
Account

1. Go to www.gmail.com

2. Click on “Sign Up for Gmail”

3. Fill in the
Registration Form

BY DAUD MSAFIRI 494

Registration form
Should I provide
accurate person
information or is it
Unique login
OK to lie?
name

Password
registration
boxes and
password
Description of
strength
Google’s Web
History
Security
question
Answer to the
security
question
BY DAUD MSAFIRI 495
Registration form…

Email address
for
authenticating
Location of
account
person creating
an account
Word verification

Terms of Service
policy and links to
other user policies

Button for
creating
Gmail
account
BY DAUD MSAFIRI 496
Getting Registration Help

1. Gmail provides a registration help section.

Click on “Help” at the bottom of the registration
page.
2. Book a computer at the library and ask the
Information Desk staff for assistance.

BY DAUD MSAFIRI 497

Sending and Receiving Email

Three Exercises

1. Signing in (“Logging In”) to Gmail

2. Sending a message to your class partner

3. Reading new messages in your “Inbox”

BY DAUD MSAFIRI 498

Sending and Receiving Email

Exercise: Signing In

1. Go to www.gmail.com
2. Type in your username
and password
3. Click on the ‘sign in’
button

BY DAUD MSAFIRI 499

Sending and Receiving Email

MAIN
MENU INBOX

CONTACT
LIST

BY DAUD MSAFIRI 500

Sending Email

Exercise : Sending an Email

To: Type full email
address of your class
partner

Subject: Type a
title for your message

Message: Type
your message in this
box

Send: Used
to send emails

BY DAUD MSAFIRI 501

Sending and Receiving Email

Confirmation message:
Confirmation message and
link to sent message

BY DAUD MSAFIRI 502

Sending and Receiving Email

Checking for New Email Messages

The number of new

messages in your
account appears beside
Main Menu the Inbox link.

BY DAUD MSAFIRI 503

Sending and Receiving Email

The Inbox

Messages Un-read message

already opened in bold font

BY DAUD MSAFIRI 504

Sending and Receiving Email

Your Messages

Sender Title Date

Double click on a
subject to read a
message
BY DAUD MSAFIRI 505
Sending and Receiving Email

Show
details link

Sender’s
name and
email
address

Message

BY DAUD MSAFIRI 506

Sending and Receiving Email

Reading a Message (With header information)

Sender’s
name and
email
address

Receiver’s
email
address

Date sent

Message

BY DAUD MSAFIRI 507

Managing your Messages

Replying to a Message

“Replying” to a message sends it back to the

person who sent it to you.

Exercise:
• View the message from your partner
• Click on the “Reply Button”
• Type in a Reply
• Click on Send
BY DAUD MSAFIRI 508
Managing your Messages
Forwarding a Message
By “forwarding” you can pass a message on to other
friends.

Exercise:
• View the message from your partner
• Click on the “Forward” button
• Type an address into the “To” box
• Click on “Send”

BY DAUD MSAFIRI 509

Managing your Messages

Three Ways to Delete Messages

1. Click on the delete button while viewing a message

OR
2. Click on the small arrow next to ‘Reply’ and select ‘Delete Message’
OR
3. From the “Inbox”
1. Click on the check box beside a message you want to delete
2. Click on the delete button

BY DAUD MSAFIRI 510

Managing your Messages

The Trash Folder

• Deleted messages go to the “Trash” folder.
• If you delete something by accident, you can retrieve it from
“Trash”.
• If you delete a message in “Trash”, it is gone for good.
• You can delete everything in the “Trash” folder by clicking on
“Empty”

BY DAUD MSAFIRI 511

E-mail Security

• Always sign out, especially if you are using a public

computer!

• Beware of messages that:

– Ask for your bank account information, even if they say they want to
put money into your account (e.g. The Nigerian Scam)
– Ask you to click on a link, login and verify personal information (e.g.
Phishing bank scams)
– inform you that you have won a prize/money and ask for personal
information in order to give you your prize

BY DAUD MSAFIRI 512

Conclusion

Always Remember to Sign Out!

BY DAUD MSAFIRI 513

Part III

CLOUD COMPUTING

BY DAUD MSAFIRI 514

BY DAUD MSAFIRI 515
Cloud Computing
• Distributed computing on internet Or delivery of
computing service over the internet. Eg: Yahoo!,
GMail, Hotmail
• Instead of running an e-mail program on your
computer, you log in to a Web e-mail account
remotely.
• The software and storage for your account doesn't
exist on your computer -- it's on the service's
computer cloud.

BY DAUD MSAFIRI 516

Cloud Computing
• Seen an acceleration in adoption of cloud
computing and cloud services
• It is mentioned as one of the top 5 technology
trends to watch in next 4-5 years by a report
from Gartner
• Everybody is talking about it , It’s a
buzzword..

BY DAUD MSAFIRI 517

What is Cloud Computing?
• Services and Solutions that are delivered and
consumed in real time over internet are Cloud
Services
– When you store your photos online, use webmail or a
social networking site, you are using a “cloud
computing” service
• Cloud computing is a delivery model of computing
services over the Internet – It enables real time
development, deployment and delivery of broad
range of products , services and solutions

BY DAUD MSAFIRI 518

Cloud Characteristics
• On Demand Self Service
• Ubiquitous network Access: Anywhere, Any
time ,Any Device
• Location independent Resource Pooling
• Rapid Elasticity
• Pay as you go

BY DAUD MSAFIRI 519

Supporting Factors for Cloud
Computing
• Broadband internet Access
• Distributed Storage
• Advancement in processors
• Automated Management
• Fast and Inexpensive Servers
• Virtualization technology

BY DAUD MSAFIRI 520

Cloud Computing in Education
• Working “in the cloud” means that your files are stored (and
often created) in the cloud, rather than on the computer
where the file was originally created.
• A program (for example, for word processing) runs
simultaneously on numerous connected computers.
• The program software and user data are stored on remote
servers.
• Any networked client device (ie, a tablet) can access the
program through a browser or app.

BY DAUD MSAFIRI 521

Cloud Computing in Education

BY DAUD MSAFIRI 522

Advantages of Cloud Computing in
Education
• Moving to the cloud usually means moving away from
physical assets that depreciate to working in the cloud.
– Cloud services could be a cheaper option for schools that face
funding cuts, yet still have to invest in technology to improve
learning standards.
• With cloud computing, the programs used to create and share
become even more mobile and less tethered to a particular
device, exponentially increasing the pedagogical benefits
• Traditional desktop software costs companies a lot in terms
of finance.

BY DAUD MSAFIRI 523

Advantages of Cloud Computing in
Education
• Adding up the licensing fees for multiple users can prove to
be very expensive for the establishment concerned.
• Storing information in the cloud gives you almost unlimited
storage capacity.
• Since all your data is stored in the cloud, backing it up and
restoring the same is relatively much easier than storing the
same on a physical device.
• In the cloud, software integration is usually something that
occurs automatically.
• Cloud computing gives you the advantage of quick
deployment.

BY DAUD MSAFIRI 524

Advantages of Cloud Computing in
Education
1. Back Up: An important function of the Cloud is that it
automatically saves content, making it impossible to lose or delete
any valuable
material.
This means that even if a computer crashes,
all documents and content will remain safe, saved, and
accessible in the cloud.
2. Storage: The Cloud allows its users to store almost all
types of content and data including music, documents,
eBooks, applications, photos, and much more.
3. Accessibility: Any data stored in the Cloud can easily
be accessed from almost any device including mobile
devices such as phones or tablets.
BY DAUD MSAFIRI 525
Advantages of Cloud Computing in
Education
4. Collaboration: Because the Cloud allows multiple users to work on and
edit documents at the same time, it enables effortless sharing and
transmission of ideas.
– With this feature, group projects and or collaborative lesson plans can be
optimized for both teachers and students.
5. Resource and Time Conscious: With the availability of content online, it
is no longer necessary for teachers to spend time and resources printing or
copying lengthy documents or lesson plans.
6. Assignments: Students are able to access these assignments, complete
them, and save them in a folder to be reviewed later
7. No more carrying around devices, such as thumb drives or CDs. You
don’t need to worry about losing the device, breaking the CD, or not having
your information load properly.

BY DAUD MSAFIRI 526

Cloud Computing Applications in
Education

• Many Cloud applications can be used in

education
1. Google Drive
2. Dropbox
3. Team Drive
4. Evernote

BY DAUD MSAFIRI 527

Google Drive
• It allows for 15GB of free storage
• You can pay to buy more storage capacity
• It is accessible on different gadgets
• It lets you work on documents and files with your friends in
real time
• You can directly share photos from Google Drive to
Google+
• It has a powerful file viewer that supports almost all the
popular file formats
• You can upload files to Google Drive and email them to
your Gmail and they no longer need to conform to that 25
MB file size.
BY DAUD MSAFIRI 528
Google Drive…
Google Drive encompasses Google Docs
which includes the following documents:
i. Documents
ii. Presentation
iii. Spreadsheet
iv. Form and
v. Drawing

BY DAUD MSAFIRI 529

Google Doc-
Doc-Features
• It is free and very easy to use
• It has a user-friendly interface
• It lets you create Google documents, spreadsheets, and other file types
and collections
• It lets you upload, manage and store files and folders
• It allows you to share Google Docs, files and collections
• You can preview your docs and files before you open or share them
• You can also view images and videos that you have uploaded to your
document list
• It lets you search for items by name, type and visibility setting
• It allows users to collaborate on documents in real time
• It also offers a chat functionality for collaborators to use while working
on docs.

BY DAUD MSAFIRI 530

Activity 1
How to Access Google Docs
1. Documents
2. Presentation
3. Spreadsheet
4. Form &
5. Drawing

BY DAUD MSAFIRI 531

Accessing Google Docs
• Log in to your Gmail address

BY DAUD MSAFIRI 532

Activity 2

Create New Files

1. Documents
2. Presentation
3. Spreadsheet
4. Form &
5. Drawing

BY DAUD MSAFIRI 533

Activity 3
Write a very short letter to one of your REO
explaining about the importance of this ICT
training
>Save it as ICT FOR INSPECTORS
>Save it in PDF Format
>Send it in your flash disk

BY DAUD MSAFIRI 534

Activity 4
Prepare your expected final REPORT of this ICT
Training. Include the following parts:
>Introduction (1st person)
>Importance (2nd person)
>Facilitation (3rd person)
>Topics covered (4th person)
>Application of the training in my Workplace (5th)

#In a group of 5 people, share the document so that

each of the members works on one part of the report
#Download the completely filled report and make it
ready for submission.

BY DAUD MSAFIRI 535

Activity 5

Prepare a 3 page Presentation about

SCHOOL INSPECTION to be presented to
one of your REO explaining about the
importance of this ICT training

BY DAUD MSAFIRI 536

Activity 6

Prepare a short Excel document titled EXAM

RESULTS as shown in the table below
Student Physics Geography Maths
Name

Download the document and save it in your flash

disk

BY DAUD MSAFIRI 537

Activity 7

Prepare a FORM to collect views about the

this ICT Training and its importance to you
as a Zonal Inspector

BY DAUD MSAFIRI 538

Activity 8

Creating Mailing List In Gmail

(Group Mail)

BY DAUD MSAFIRI 539

Group Mail…
To create a group for list mailing from existing contacts in
Gmail:
• Select Contacts from the left side navigation bar in Gmail.
• Select New group ... from the menu.
– To add the selected contacts to an existing group, select it instead.
• A popup window appears that prompts you to enter the
GROUP NAME
– Enter the name and click OK

BY DAUD MSAFIRI 540

Group Mail…

BY DAUD MSAFIRI 541

Group Mail…
• Click on the GROUP
• Click on “Add” button to add members in
the created GROUP
• Type the name by which you want the new
address book group to go.
• Click OK.

BY DAUD MSAFIRI 542

Group Mail…

BY DAUD MSAFIRI 543

Sending an email to a group

BY DAUD MSAFIRI 544

Activity 9

Connecting Smartphones To
Laptops
>USB Tethering
>WLAN Tethering

BY DAUD MSAFIRI 545

Activity 10

Your Smartphone in Education

>Storing documents
>Presenting documents (ppt)

BY DAUD MSAFIRI 546

Activity 11

Smartphones and Educational

Applications
>Downloading and Installing applications
>Use of different applications

BY DAUD MSAFIRI 547

Education and Technology

BY DAUD MSAFIRI 548

QUESTIONS?

BY DAUD MSAFIRI 549

BY DAUD MSAFIRI 550
Computer Hardware

BY DAUD MSAFIRI 551

COMPUTER HARDWARE
• At the end of this topic a student must be able
to
– Understand what is hardware
– Identify the hardware components in a typical
computer system.
– Describe how information is represented and
processed in a computer system
– Describe various types of hardware: Input,
processing, output, storage and communication

BY DAUD MSAFIRI 552

Computer Hardware
• A computer is made up of electronic,
electric,magnetic,metallic and plastic material
• These physical things –that we see and touch
are know as hardware
• For a typical computer, the hardware consists
of input devices, processing unit, storage
devices output devices

BY DAUD MSAFIRI 553

Computer Hardware
THE ENIAC-First Computer into being

BY DAUD MSAFIRI 554

Components of a computer

• These devices are usually put into two physical groups

– Computer system unit-box containing electrical

components that do processing,
– Computer peripherals
• Computer system unit is in most cases enclosed in
plastic/aluminum case and consists of
– CPU
– hard-disk
– embedded output device drivers
– RAM, ROM chips, power supplies
• Computer peripherals includes all input, output and secondary
storage devices normally attached to computer case

BY DAUD MSAFIRI 555

Components of a computer

• Computer hardware is categorized into five main groups

– input devices
– Central processing unit and memory
– output devices
– Secondary storage devices
– Communication devices

Input devices CPU output devices

sends data to Display result to
CPU Memory user

Storage devices
store data and Communication Hardware

programs
BY DAUD MSAFIRI 556
1-Input Hardware

• Input hardware.-They accept and convert

data into electronic machine-readable form for
direct entry or though telecommunications
links into a computer system for processing.
Examples
– Keyboard
– Mouse
– Scanner.

BY DAUD MSAFIRI 557

INPUT HARDWARE

• Examples are mouse, keyboard and scanner

Mouse keyboard scanner

BY DAUD MSAFIRI 558

1-Input Hardware
Types of input hardware
Ii:Direct keyboard input devices
In this method data is entered directly by
using keyboard
ii:Non-Keyboard input devices
This method use scanner, digital camera,
sensor etc

BY DAUD MSAFIRI 559

Input Devices
iii. Pointing devices allow end users to issue
commands or make choices by moving a cursor
on the display screen.

– Examples of pointing devices include:

– Electronic Mouse, Trackball, , Point Stick

BY DAUD MSAFIRI 560

2-Processing Hardware

Processing hardware includes Processor, Main

memory and Registers

Processor:
The central processing unit (CPU) is the main processing
component of a computer system (in microcomputers, the
CPU is the main microprocessor)..

BY DAUD MSAFIRI 561

The Processor
• The Processor Chip

BY DAUD MSAFIRI 562

The Processor
- It is also known as central processing unit (CPU)
in larger computer and also known as
microprocessor in micro computers.
-it works in hand with other circuits known as
main memory and registers to carry out
processing

BY DAUD MSAFIRI 563

The Processor
• It consists of two parts:
– Control unit
– Arithmetic/Logic unit
Control unit:
 Tell the rest of the computer system how to carry
out a program instructions.
directs the movements of electronic signals between
main memory and logic units.
directs electronic signals between main memory and
the input/output devices.

BY DAUD MSAFIRI 564

The Processor
• Arithmetic Logic Unit
 Perform arithmetic and logical operations.
 Control operations of those operations.
Measures of processing speed include:
• MIPS
MHz Speeds measured in millions of instructions per
second (MIPS).
Speeds measured in millions of cycles per second
(megahertz).
Commonly called the clock speed of a
microprocessor.

BY DAUD MSAFIRI 565

Main Memory
• Main Memory Chip

BY DAUD MSAFIRI 566

Main Memory
• Known also as Memory, random access
memory (RAM), Internal memory. It is a
working storage.
• It is called RAM because from the fact that
data can be stored and retrieved at random-
from anywhere in the electronic RAM Chip-in
a approximately equal amount of time, nor
matter, what specific data locations are.

BY DAUD MSAFIRI 567

Main Memory

• Memory
– Memory is closely associated with CPU
used to hold input data temporarily before
processed by CPU
– Memory also hold data temporarily after
being processed by CPU but before
release to output or storage device

BY DAUD MSAFIRI 568

Main memory
Memory has three main tasks.
• Holds data for processing
• Holds the instructions (programs) for
processing data.
• Holds processed data.

BY DAUD MSAFIRI 569

Main memory
• There are two important facts to know about
main memory:
Its contents are temporary-it is volatile,
programs and data within it vanish when
computer is turned off
Capacity:
Varies in different computers:
its size determines amount of data be
processed
BY DAUD MSAFIRI 570
Main memory
• RAM-Capacities is expressed in Megabytes. It
is also available in 32 64,128, 256, 512
megabytes.
• Larger capacities are also available in
Gigabytes for very large computers

BY DAUD MSAFIRI 571

Registers
• Contained in CPU-in arithmetic logic unit.
They are temporary memory that store data
temporarily during processing
• Provides working area for computation
• Hold programs instructions and data from
main memory into registers just before
processing.

BY DAUD MSAFIRI 572

Components that supports CPU
• When managing data to operate the CPU
requires other several components.
• Some of these components are motherboard,
expansion slot, clock, battery, chip set, address
bus.

BY DAUD MSAFIRI 573

3-Storage Hardware

• Storage device
– Is used to hold data and programs permanently
regardless whether power supply to computer is
on/off

BY DAUD MSAFIRI 574

Storage Hardware
Examples of Storage Hardware

BY DAUD MSAFIRI 575

Storage Hardware
• Functions:
– They store and backup data and programs
– Transport files and programs from one location or
computer to another

BY DAUD MSAFIRI 576

Storage Hardware
• Storage hardware are available are found in two main types
– Primary Storage
– Secondary storage.

BY DAUD MSAFIRI 577

Primary Storage
– The primary storage unit (main memory) holds data and
instructions between processing steps and supplies them to
the CU and ALU during processing. All data and programs
must be placed into main memory before they can be
processed.
– The primary storage unit consists of:
• RAM (random access memory) for loading programs and data before
execution
• ROM (read only memory) for permanent programs that are supplied with
the computer hardware. It contains start up instructions and other critical
information

BY DAUD MSAFIRI 578

Secondary Storage
• Secondary storage are used for long term
(permanent) storage of data and programs.
• They store data and program even when the
computer is off.

BY DAUD MSAFIRI 579

Secondary Storage Types
• Four most common types of secondary storage devices
are:
– Floppy Disks
– Hard Disks
– Magnetic Tape
– Optical Disk

– Floppy Disks-known also as Diskettes or floppies. They are

inexpensive removable media. Are primarily used to save and
transport documents.

BY DAUD MSAFIRI 580

Examples of Storage Hardware

BY DAUD MSAFIRI 581

Hard Disk

• Hard Disk
– Have larger capacity and are able to store and
retrieve information much faster than floppy
disks
– It is available a internal hard disk, hard- disk
cartridge and hard–disk pack

BY DAUD MSAFIRI 582

Magnetic Tape

• Magnetic Tape has long been used as secondary

storage medium.
• It is a plastic tape with a magnetic surface on which
data can be stored
• Mostly used for backup and archiving of data
• they are sequential media and have higher
capacity.

BY DAUD MSAFIRI 583

Storage Hardware
2. Optical Disk
• Technology based on using a laser to read tiny spots on a plastic
disk. The disks are currently capable of storing billions of
characters of information.
• Two common formats of optical disks are:
CDs and DVDs

BY DAUD MSAFIRI 584

Compacts Disks

• Most widely used optical disks types

• Capacities from 650MB-1GB
– CD-ROM –read only: cannot be written on or erased by user
– Used to distribute larger databases, references and application
– CD-R -(Compact disk recordable) disks. Can be written to once, but can
be read many times later on . Used to create custom music CDs and to
archive data
– CD-RW-reusable . Used to create and edit larger multimedia
presentations

BY DAUD MSAFIRI 585

DVDs--Digital Versatile Disks
DVDs
• DVDs have larger capacities than CDs
• Capacities from 1GB-4.5GB or more
– DVD-ROM –read only: cannot be written on or
erased by user
– Used to distribute theatre-quality video and sound
– DVD-R -Can be written to once, expected to
replace CD-R as price decline
– DVD-RW-reusable .

BY DAUD MSAFIRI 586

Storage Capacities

• Data is processed and stored in a computer system

through the presence or absence of electronic or
magnetic "signals" in the computer's circuitry of in
the media it uses.

• This is called a "two-state" or binary representation

of data,
• the computer and media can exhibit only two possible
states or conditions - ON (1) or OFF (0).

BY DAUD MSAFIRI 587

Storage Capacities..
Computer storage elements:
• Bit-The smallest element of data, (binary digit)
which can have a value of zero or one. The
capacity of memory chips is usually expressed
in terms of bits.

BY DAUD MSAFIRI 588

Storage Capacities
• Byte Is the basic grouping of bits that the computer
operates as a single unit.
• consists of 8 bits and is used to represent one
character of data in most computer coding schemes
(e.g. 8 bits = 1 byte) .
• it expresses computer capacity
• 1 Kilobyte (Kb)=1,000 bytes (or to be exact 1024
bytes)

BY DAUD MSAFIRI 589

Storage Capacities
• Commonly used codes for representing
characters in computer systems through
various arrangements of bits are:
• ASCII (American Standard Code for
Information Exchange)
• EBCDIC (Extended Binary Coded Decimal
Interchange Code)
Pronounced: EB SEE DICK

BY DAUD MSAFIRI 590

Storage Capacities
• Megabytes Is a measurement of storage
capacity. Abbreviated as MB or M
= one million bytes (1,024 or 220)
• Gigabyte Is a measurement of storage capacity.
Abbreviated as GB or G
= one billion bytes (1,024 or 230)
• Terabyte Is a measurement of storage capacity.
Abbreviated as TB or T
= one trillion bytes ((1,024 or 240)
• THA: Name four different types of auxiliary storage
found in a typical PC. Give one use for each type of
storage
BY DAUD MSAFIRI 591
Output Hardware
• Examples of output hardware

BY DAUD MSAFIRI 592

4-Output Hardware/Devices
.
 Output hardware-consists devices that translate processed data into a
form that humans can understand.
 Information is output in either hardcopy, softcopy and audio

 Output devices include:

– Audio Response Units such as speakers

– Printers: convert Soft copy to Hardcopy
– Video Display Units-Monitors- Flat panel Display-with LCD and CRTs
Screen

BY DAUD MSAFIRI 593

Output devices-
devices-printers

• A printer-an output device that prints characters,

symbols and perhaps graphics on papers. Examples
of impact printers are
– Dot- matrix printers
– Line printers
– Ink-jet printers
– Laser Printers
– Multifunction Printer

BY DAUD MSAFIRI 594

Output devices-
devices-printes
printers

BY DAUD MSAFIRI 595

Output devices
Printers
• Printers come in several shapes, sizes and
colors. The type of printer to be chosen
depends on several factors such as
– Volume of the output
– Quality of the print required
– Location of the printer
– Requirements for color
– Requirements for multiple copies

BY DAUD MSAFIRI 596

Communication Hardware
Communication Hardware

BY DAUD MSAFIRI 597

5-communication hardware
• Facilitate the connection between computers
and between group of connected computers
called network.
• Examples are modem and routers.

BY DAUD MSAFIRI 598

6. INPUT AND OUTPUT HARDWARE

• CD/DVD-Drives

BY DAUD MSAFIRI 599

6. INPUT AND OUTPUT HARDWARE

• Some devices handle both input and output

functions.
• Examples are Floppy disk drive, CD/DVD-
ROM drive and Tape drive.

BY DAUD MSAFIRI 600

7.Supporting Hardware
• Support Hardware enhance the operation and
performance of the computer.
• Some of these supporting hardware includes
Power Supply, Uninterrupted Power Supply,
Surge suppressor and computer case

BY DAUD MSAFIRI 601

Supplying power
UPS (Uninterruptible Power Supply)
• Gives time to shut down and
• It has a battery inside it and will allow time to shut down the computer
correctly if there is a power cut. It also protects the computer when power
is low (brown outs).
• It is very important that all computers are connected through a UPS, which
is tested regularly.

Surge Protector
• To protect against spikes in power

If there is a power cut – shut down the computer and switch the UPS OFF
BEFORE the power comes back on to protect the computer equipment
against surges as the power is restored.

BY DAUD MSAFIRI 602

Example of supporting Hardware

• CPU Cases

BY DAUD MSAFIRI 603

Ports: Connecting Peripherals
• A port is socket on the outside of the system unit that is
connected by a bus to an expansion board on the inside of the
system or connected directly to the integrated circuitry on the
motherboard
• A port is a connector at the back of the computer where you
plug in an external device. Some examples of ports are serial
ports and Universal serial bus ports.

BY DAUD MSAFIRI 604

Computer System Security
This Presentation will deliberate on
(1) Meaning of Computer System Security
(2) Functions of a computer security
(3) Goals of security
(4) Vulnerability of computer system
(5) What are threats and attacks
(6) Threats to software and precautions
(7) File, folder and software protection against virus

BY DAUD MSAFIRI 605

Meaning of computer security

• If we provide computer security to computers

it means that we can protect our data,
information and programs stored in from
being lost, changed either maliciously or
accidentally, or read or modified by
unauthorized users to access them

BY DAUD MSAFIRI 606

2. Importance of Computer System Control

Computer System Control is achieved through

the application of the following ways :-

1. System Access Control

2. Data Access Control
3. System and Security Administration
4. System Design

BY DAUD MSAFIRI 607

2.1 System Access Control

Through System Access Control ensures that

unauthorized users cannot get into the system OR
authorized user become security conscious through
the application of passwords and changing the
password on regular basis.

BY DAUD MSAFIRI 608

2.2 Data Access Control
Under Data Access Control one can monitor
the one who can access what data, and for
what purpose; The case at the internet
Also using some techniques you can determine
whether other people can read or change your
data; You can set permissions to your folders
and files – A file can be read only ect

BY DAUD MSAFIRI 609

2.3 System and Security Administration

Under System and Security Administration we

perform procedures that make a secure system.
This is done by giving a system administrator
responsibilities to care for the system as well
training users appropriately.
In addition users should be monitored to
ensure that security policies are observed

BY DAUD MSAFIRI 610

2.4 System Design.
Under System Design we take advantage of
basic hardware and software security
characteristics;

For example, during Windows XP, the hard disk can

be partitioned so that OS and data are put in different
locations. In this way if say the OS is corrupted, the
OS can be re-installed without affecting your data
while if the two were in the same location, data will
be lost during OS re-installation
BY DAUD MSAFIRI 611
Goals of Security
• The three primary goals of network security include:-
• Confidentiality: Data confidentiality implies keeping
the data secure for example locking down access to
sensitive data; or encrypting traffic that passes over
the network;
• Provide network security mechanisms that would
include mechanism like firewalls;
• Introduce valid credentials for example; require
usernames and passwords to access resources on the
network.

BY DAUD MSAFIRI 612

Goals of security
• Integrity: Data integrity ensures that data has
not been tampered with in transit;
• Data integrity also might perform
authentication to verify that the traffic is
coming from the source that should be sending
it

BY DAUD MSAFIRI 613

Goals of security
• Availability: The availability of data is the
measure of data's accessibility. Imagine if DNS
a server goes down;
• - An attacker could flood the network with an
excessive amount of traffic. This would use up
all the systems resources and prevent the
system from responding to legitimate user
requests. This type of attack is called a denial
of service attack

BY DAUD MSAFIRI 614

4. Vulnerability, Threats and Attacks on Computer
Systems

When discussing network security, the three

common terms used are as follows :-

These include :
(1) Vulnerability
(2) Threat
(3) Attack

BY DAUD MSAFIRI 615

4.1 Vulnerability
Vulnerability is a weakness that is inherent in
every network and device. Such devices
include routers, switches, desktops, servers,
and even security devices themselves;

BY DAUD MSAFIRI 616

4.1 Vulnerabilty Types
There are three types of vulnerabilities or
weaknesses: These include :-

■ Technology weaknesses
■ Configuration weaknesses
■ Security policy weaknesses

BY DAUD MSAFIRI 617

4.1.1 Technology weaknesses
Technology weaknesses include

(a) TCP/IP protocol weaknesses,

(b) operating system weaknesses, and
(c) network equipment weaknesses.

BY DAUD MSAFIRI 618

4.1.2 Configuration weaknesses

These are weaknesses caused by Network

administrators or network engineers in failing
to correctly configure their computing and
network devices;

Eg. Provision of Unsecured user passwords

BY DAUD MSAFIRI 619

4.1.3 Security policy weaknesses

The network can pose security

risks to the network if users do not follow the
security policies set;

One is not allowed to temper with e-mail

account of other people;

Poorly chosen passwords can allow

unauthorized access to the network.
BY DAUD MSAFIRI 620
4.2 Threats - Risks

There are four primary classes of threats to network security :-

These include
1. Unstructured threats -Such threats come from inexperienced
individual or hackers
2. Structured threats – These threats come from experienced hackers
who are highly motivated and technically competent. Such hackers
know system vulnerabilities
3. External threats Arise from individuals or organizations working
outside of a company and do not have authorized access
4. Internal threats Occur when someone has authorized access to the
networkwith either an account on a server or physical access to the
network

BY DAUD MSAFIRI 621

4.2 Threats - continues
3. External threats - External threats can arise
from individuals or organizations working
outside of a company who do not have
authorized access to network system

4. Internal threats - Internal threats occur when

someone has authorized access to the network
with either an account on a server or physical
access to the network
BY DAUD MSAFIRI 622
4.2 Who creates threats
■ Hacker—Hacker is a general term that has
historically been used to describe a computer
programming expert. More recently, this term is
commonly used in a negative way to
describe an individual who attempts to gain
unauthorized access to network resources with
malicious intent.
■ Cracker—Cracker is the term that is generally
regarded as the more accurate word that is
used to describe an individual who attempts to gain
unauthorized access to network
resources with malicious intent.
BY DAUD MSAFIRI 623
4.2 Who creates threats

• Phreaker—A phreaker is an individual who

manipulates the phone network to cause it to
perform a function that is normally not allowed
• Spammer—A spammer is an individual who
sends large numbers of unsolicited e-mail
messages. Spammers often use viruses to take
control of home computers to use these
computers to send out their bulk messages
BY DAUD MSAFIRI 624
4.2 Who creates threats

• Phisher—A phisher uses e-mail or other means in an attempt

to trick others into providing sensitive information, such as
credit card numbers or passwords.

■ White hat—White hat is a term used to describe individuals

who use their abilities to find vulnerabilities in systems or
networks and then report these vulnerabilities to the owners of
the system so that they can be fixed.

• ■ Black hat—Black hat is another term for individuals who

use their knowledge of computer systems to break into
systems or networks that they are not authorized to use

BY DAUD MSAFIRI 625

4.3 Types of Attacks
• 1. Reconnaissance
Reconnaissance is the unauthorized discovery of systems,
services, or vulnerabilities
It is also known as information gathering but for bad use
• 2. Access
• System access is the ability for an unauthorized intruder to
gain access to a device for which the intruder does not have an
account or a password. Entering or accessing systems to which
one does not have authority to access usually involves running
a hack, script, or tool that exploits a known vulnerability of the
system.

BY DAUD MSAFIRI 626

4.3 Types of Attacks
• 3. Denial of Service (DoS)
• Denial of service implies that an attacker
disables or corrupts networks, systems, or
services with the intent to deny services to
intended users ;
• DoS can also be as simple as deleting or
corrupting information. In most cases,
performing the attack simply involves running
hack or script.

BY DAUD MSAFIRI 627

Types of Attacks
• 4. Worms, Viruses, and Trojan Horses
• Theses are malicious programs inserted onto a
host to damage a system; corrupt a system;
replicate itself; or deny services or access to
networks, systems or services. They can also
allow sensitive information to be copied or
echoed to other systems.

BY DAUD MSAFIRI 628

The difference between Virus, Worms and Trojan Horse

• Both are malicious programs that can cause

damage to your computer, but there are
differences among the three, and knowing
those differences can help you to protect your
computer from their often damaging effects in
a better way.

BY DAUD MSAFIRI 629

Computer Virus
• A computer virus attaches itself to a program
or file enabling it to spread from one computer
to another, leaving infections as it travels;
• Almost all viruses are attached to an
executable file, files ending with exe,or com
• It is important to note that a virus cannot be
spread without a human action, (such as
running an infected program)

BY DAUD MSAFIRI 630

Worms
• A worm is similar to a virus by design and is
considered to be a sub-class of a virus ;
• It has the capability to travel without any human
action;
• For example, a worm can send itself to all people
with e-mail addresses saved in a mail server;
• The biggest danger with a worm is its capability to
replicate itself on your system
• Due to the copying nature of a worm and its
capability to travel across networks the end result in
most cases is that the worm consumes too much
system memory (or network bandwidth)

BY DAUD MSAFIRI 631

Trojan Horse
• The Trojan Horse, at first glance will appear to be useful
software but will actually do damage once installed or run on
your computer;
• Those on the receiving end of a Trojan Horse are usually
tricked into opening them because they appear to be receiving
legitimate software or files from a legitimate source;
• One example Trojan horse infection may be to like changing
your desktop, adding silly active desktop icons ;
• Trojans are also known to create a backdoor on your computer
that gives malicious users access to your system, possibly
allowing confidential or personal information to be
compromised

BY DAUD MSAFIRI 632

Important security measures
• Install computer viruses in your computer;
• Updating antivirus software frequently;
• Avoid downloading suspicious files or visiting
questionable sites can also help prevent your
computer from being infected with a malicious
program;
• Back up all files and clean them through a
scanning software program to delete any
outlying viruses that may be present
BY DAUD MSAFIRI 633
Important security measures
• Disable Telnet service in your servers
• Do not entertain unwanted visitors in your
server room;
• All users should observe network policies.

BY DAUD MSAFIRI 634

ASSIGNMENTS

FEEDBACK

BY DAUD MSAFIRI 635

1. Difference Between Application and
Utility Software
• Utility software is system software designed to help analyze, configure,
optimize or maintain a computer. Utility software usually focuses on how
the computer infrastructure (including the computer hardware, operating
system, application software and data storage) operates. Due to this focus,
utilities are often rather technical and targeted at people with an advanced
level of computer knowledge. Examples Tuneup Utility, Adobe Flash
player, McAfee Virus Scan, WinRAR, WinZIP etc
• Application software, which allows users to do things like creating text
documents, playing video games, listening to music or viewing websites.
On the other hand. Application software is all the computer software that
causes a computer to perform useful tasks beyond the running of the
computer itself. A specific instance of such software is called a software
application, application or app. Examples include enterprise software,
accounting software, office suites, graphics software and media players.
Many application programs deal principally with documents.

BY DAUD MSAFIRI 636

2. What Is Firmware?
• Firmware is software that is embedded in a
hardware device. It is often provided on flash
ROMs or as a binary image file that can be
uploaded onto existing hardware by a user.
Firmware is defined as: * the computer
program in a read-only memory (ROM)
integrated circuit (a hardware part number or
other configuration identifier is usually used to
represent the software);
BY DAUD MSAFIRI 637
BY DAUD MSAFIRI 638
What is computer virus?

Computer virus refers to

a program which
damages computer
systems and/or destroys
or erases data files

BY DAUD MSAFIRI 639

Types of Computer Virus
Time Bomb
Logical
Bomb
Boot Sector
Virus
Macros
Virus
Trojan
BY DAUD MSAFIRI 640
Time Bomb

A time bomb is a virus

program that performs an
activity on a particular
date

BY DAUD MSAFIRI 641

Logical Bomb

A logical bomb is a
destructive program that
performs an activity when
a certain action has
occurred.

BY DAUD MSAFIRI 642

Worm Virus
A worm is also a
destructive program that
fills a computer system
with self-replicating
information, clogging the
system so that its
operations are slowed
BY DAUD MSAFIRI 643

down or stopped
Boot Sector Virus
A boot sector virus
infects boot sector of
computers. During system
boot, boot sector virus is
loaded into main memory
and destroys data stored in
hard disk
BY DAUD MSAFIRI 644
Macro Virus
A macro virus is
associated with
application software like
word and excel. When
opening the infected
document, macro virus is
loaded into main memory
BY DAUD MSAFIRI 645

and destroys the data

Script Virus
Commonly found script
viruses are written using
the Visual Basic Scripting
edition (VBS) and the
JavaScript programming
languages
BY DAUD MSAFIRI 646
Script Virus
Commonly found script
viruses are written using
the Visual Basic Scripting
edition (VBS) and the
JavaScript programming
languages
BY DAUD MSAFIRI 647
Trojan Horse
Trojan Horse is a
destructive program. It
usually pretends as
computer games or
application software. If
executed, computer
system will be damaged.
BY DAUD MSAFIRI 648
Trojan Horse

Trojan Horse usually

comes with monitoring
tools and key loggers

BY DAUD MSAFIRI 649

Actions to prevent virus infect
Always update your anti-
virus software at least
weekly.
Back up your important
files and ensure that they
can be restored.
Change the computer's
BY DAUD MSAFIRI 650
Actions to prevent virus infect
Don't share Drive C:
without a password and
without read-only
restrictions.
Empty floppy drives of
diskettes before turning on
computers, especially
BY DAUD MSAFIRI 651
Actions to prevent virus infect
Forget opening
unexpected e-mail
attachments, even if
they're from friends
Get trained on your
computer's anti-virus
software and use it.
Have multiple backups of
BY DAUD MSAFIRI 652
Actions to prevent virus infect
Install security updates for
your operating system and
programs as soon as
possible.
Jump at the chance to
learn more about your
computer. This will help
BY DAUD MSAFIRI 653
3. What is Malware?
• Malware is the short form of Malicious Software,
which refers to a group of dangerous software that
engages in activities that are hostile and intrusive.
It is used to commit cyber crimes, to harm large
networks as part of terrorist acts, or just to cause
general havoc. Malware can be forced on users
aggressively, or users can be tricked into
downloading and installing them, or they can
automatically propagate throughout every
computer they come into contact with

BY DAUD MSAFIRI 654

4. Define Spyware
• Software that secretly gathers information about a person or organization.
• Any malicious software that is designed to take partial or full control of a
computer's operation without the knowledge of its user.

Spyware May Even Identify Itself

The license agreement that nobody ever reads may actually
state that you are installing spyware and explain what it does.
For example, it might say that the program performs
anonymous profiling, which means that your habits are being
recorded, not you individually. Such software is used to create
marketing profiles; for example, people who go to Web site "A"
often go to site "B" and so on. Spyware may deliver competing
products in real time.

BY DAUD MSAFIRI 655

Symptoms of Virus Attack

• Computer runs slower then usual

• Computer no longer boots up
• Screen sometimes flicker
• PC speaker beeps periodically
• System crashes for no reason
• Files/directories sometimes disappear
• Denial of Service (DoS)

BY DAUD MSAFIRI 656

5. What Is Driver Software
• A driver software is a type of system software
which is required to interact the external
device with the computer

BY DAUD MSAFIRI 657

Computer Software

BY DAUD MSAFIRI 658

Introduction
• Computer system is composed of many components
which can be grouped into hardware and software
components.
• The physical components of a computer together are
referred to as hardware.
• When user interact with computer the first perception
comes to mind is of hardware part of computer. BUT
computer hardware must be programmed to produce
useful information. The Computer programs which
are usually planned and step-by-step instruction are
what we term as software

BY DAUD MSAFIRI 659

Introduction
• The software components of a computer
system are the intangible parts of the computer
and are stored on hardware such as hard disks
or tape or DVD.
• Formal Definition of Software
– Software is an organized list of instructions
that, when executed, causes the computer to
behave in a predetermined manner.

BY DAUD MSAFIRI 660

Introduction
Software is often divided into two categories:
• Systems software :
–Programs that manage and support the resources (primary memory,
CPU, storage devices, output devices) and operations of a computer
system as it performs various information processing tasks.
–Refers to the operating system and all utility programs that manage
computer resources. Systems software includes compilers, loaders,
linkers, and debuggers. Systems software consists of low-level programs
that interact with the computer at a very basic level.
• Application software:
A program or group of programs designed for end users. Applications
software comprises programs designed for an end user, such as word
processors, database systems, and spreadsheet programs.

BY DAUD MSAFIRI 661

SYSTEM SOFTWARE

What is a system software?

It is a set of programs that allows the computer to
manage its own resources and run the hardware.
• Lets the CPU communicates with the keyboard, the
screen, printer and disk drive.
• System software des not solve specific problem and
it is supplied by the computer

BY DAUD MSAFIRI 662

Components of System Software - 1

• System software can be grouped as:

1) Operating system-programs that
manages/coordinates computer resources, provide
interface between user and computer and run
applications
2) Utilities (service programs)-perform specific tasks
relating to managing computer resources.
3) Language translators convert the programming
instruction written by programmers into a language
that computers understands and processes. Examples
are compilers and interpreters

BY DAUD MSAFIRI 663

Components of System Software - 2

3) Device drivers-specialized program designed to

allow particular input or output hardware to
communicate with the rest of computer system.
Example is printer and network drivers

BY DAUD MSAFIRI 664

OPERATING SYSTEM-
SYSTEM- OS
• What is an operating system?
– An Operating System (OS) is a collection of system programs that together
control the operation of a computer system and it acts as an intermediary
between a user of a computer and the computer hardware
– An example of Operating Systems includes DOS, Window95, Windows 98,
Windows Vista, Linux, Unix, OS/2, Macintosh etc.
• Operating system is a program that acts as intermediary between a user of a
computer and the computer hardware. The purpose of operating system is
to provide an environment in which a user can execute programs.
• Operating system is automatically loaded into main memory as soon as you
turn on or “boot” the computer
• The term booting refers to the process of loading an operating system into
computer’s main memory from the secondary storage.

BY DAUD MSAFIRI 665

OPERATING SYSTEM-
SYSTEM-OS

• The operating system is a complex collection of many

programs concerned with keeping the hardware and software
components of a computer system coordinated and
functioning. It is like a shop keeper who keeps a shop in order
by attending to customers, handling supplier deliveries,
stocking the shelves, doing the bookkeeping, and so on.
• Operating system allows to concentrate on your own tasks or
applications rather than on the complexities of managing the
computer
• Sometimes the operating system on a computer becomes
corrupted (perhaps because of a computer virus) and must be
tediously re-installed. Until it is up and running again, other
programs will not be available.

BY DAUD MSAFIRI 666

BASIC FUNCTIONS OF OS - 1
1. User Interface - The user interface is the part of the operating system that allows the end
user to communicate with the operating system so they can load programs, access files, and
accomplish other tasks. More details in the next slides
2. Computer Resources Management

i) Generally it does Allocation and de-allocation of computer resources to different users/programs.

ii) Also It Manages these resources in the face of many, potentially conflicting requests if there are
many users/programs
Computer resources include CPU time, Memory space, file storage space, I/O devices, Secondary
Storage Devices, Telecommunications processors.
Examples
a) Memory Space Management –
- Keep track of where data and programs are stored.
- Load the user programs in the memory
- Unload user programs from main memory

BY DAUD MSAFIRI 667

BASIC FUNCTIONS OF OS - 2
b) Secondary Storage Devices Management
a. Allocates the use of peripheral devices
b. Checks equipment and displays error message

c) Task Management
a. Allocate CPU time to tasks and interrupt tasks being executed to
substitute other tasks.
b. Manage the accomplishment of the computing tasks of end users.
c. May involve a multitasking capability where tasks of several
programs can process at the same time.

(d) File Management

a. Control the creation, deletion, and access of files of data and
programs.
b. Keep track of the physical location of files on magnetic disks
and other secondary storage devices.
c. Manages files stored on Hard disk and other secondary devices

ii) Provides a way for application software to communicate with hardware by using
BY DAUD MSAFIRI 668
commands
Operating System Interfaces - 1
• the Operating System provides each user with an interface that accepts, interprets
and executes user commands or programs and is known as Operating system
Interfaces
• Two categories of Operating System Interface
– simple text mode line-by-line entry or command driven
– Graphical User Interface (GUI)
• Simple text mode or command driven - commands are typed on a keyboard by
using keywords and displayed on a screen or printing terminal, with the enter (or
return) key signalling the completion of command.
• These types of interface are more powerful, complex and difficult to learn.
Commands must be remembered or looked up in a manual. This means that users of
command-line programs must memorize a great deal of specific information (with
little importance outside the program), or keep consulting documentation. If one
forgets the exact syntax of the command for what they need to do, they will spend
time looking for it in documentation.
• Examples are MSDOS and UNIX

BY DAUD MSAFIRI 669

Operating System Interfaces - 2
• Graphical user interface.
– A graphical user interface (or GUI, often pronounced "gooey"), is a
particular case of Operating System interface for interacting with a
computer which employs graphical images and widgets (button, check
box, list box, radio button, menu, Window, Textbox, etc) in addition to
text to represent the information and actions available to the user.
– Examples of GUI OS - X-Windows, Novell Operating System Linux, OS/2
and Macintosh
– Usually the actions are performed through direct manipulation of the
graphical elements.The mouse is moved to place the mouse pointer on
images (icons) on the screen that represent programs, files, and system
functions. Clicking a button on the mouse can invoke a program, select
a file or directory, or pull down men containing commands.
– Graphical user interfaces are simple and easy to learn

BY DAUD MSAFIRI 670

Types of Operating Systems
• General Purpose Operating System
• Dedicated Operating System
• Single-user Operating System
• Multi-user Operating System
• Multi-tasking Operating System

BY DAUD MSAFIRI 671

Types of Operations systems
• General-purpose Operating Systems -
provides the ability to run a number of
different programs, such as games, word
processing, business applications and program
development tools.
– One example is X- Windows

BY DAUD MSAFIRI 672

Dedicated Operating Systems

• A computer that is dedicated to running a program that controls another

device is known as an embedded system. An embedded system is usually
embedded inside the device it controls. Usually they run just one program
that is permanently kept in a special kind of main memory called ROM (for
Read Only Memory). More processor chips are sold per year for embedded
systems than for all other purposes.
• An Operating System designed to operate and control embedded
systems is often called a dedicated Operating System.
• It performs a specific purpose, such as controlling the environment in a
building, controlling a petrol pump, or opening and closing an automatic
door.
• Dedicated Operating Systems cannot be used to run other types of
programs such as games or business software.

BY DAUD MSAFIRI 673

Single--user Operating System
Single

• A single-user Operating System provides access to

the computer system by a single user at a time. If
another user needs access to the computer system,
they must wait till the current user finishes what they
are doing and leaves.
• Operating Systems such as Windows 95, Windows
NT Workstation and Windows 2000 professional ,MS
-DOS ( Microsoft Disk Operating System are
examples of single user Operating Systems.

BY DAUD MSAFIRI 674

Multi--user Operating System
Multi

• A multi-user Operating System lets more than one user access the computer system at one
time. Access to the computer system is normally provided via a network, so that users access
the computer remotely using a terminal or other computer. Today, these terminals are
generally personal computers and use a network to send and receive information to the multi-
user computer system.
• Examples of multi-user Operating Systems are UNIX, Linux (a UNIX clone) and mainframes
such as the IBM AS400.
• The Operating System for a large multi-user computer system with many terminals is much
more complex than a single-user Operating System. It must manage and run all user requests,
ensuring they do not interfere with each other. Devices that are serial in nature (devices which
can only be used by one user at a time, like printers and disks) must be shared amongst all
those requesting them (so that all the output documents are not jumbled up).
• The advantage of having a multi-user Operating System is that normally the hardware is very
expensive, and it lets a number of users share this expensive resource. This means the cost is
divided amongst the users. It also makes better use of the resources. Since the resources are
shared, they are more likely to be in use than sitting idle being unproductive.
• One problem with multi-user computer systems is that as more users access it, the
performance becomes slower and slower. Another disadvantage is the cost of hardware, as a
multi-user Operating System requires a lot of disk space and memory. In addition, the actual
software for multi-user Operating Systems tend to cost more than single-user Operating
Systems.

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Multi--tasking Operating System
Multi

• A multi-tasking Operating System provides the ability to run

more than one program at once. For example, a user could be
running a word processing package, printing a document,
copying files to the floppy disk and backing up selected files to
a tape unit. Each of these tasks the user is doing appears to be
running at the same time.
• A multi-tasking Operating System has the advantage of letting
the user run more than one task at once, so this leads to
increased productivity. The disadvantage is that more
programs that are run by the user, the more memory that is
required.

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Operating system platform
• There are several types of operating systems
platforms such as :
1. WINDOWS
2. DOS
3. LINUX
4. UNIX
5. OS/2
6. Macintosh OS

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OPERATING SYSTEMS PLATFORMS.

X- WINDOWS (95, 98, NT. 2000. ME, XP, Vista)

– It was developed by Microsoft company in 1985
– It made the computer to be more developed and user
friendly by providing graphical user interface
– Since its introduction, it has evolved through several
version
– It is mostly used for microcomputers and medium size
computers

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OPERATING SYSTEMS PLATFORMS……

DOS (Disk Operating System)

– Was developed by Microsoft Company.

– Was introduced on the original IBM PC in 1982

– It was called by IBM as PC-DOS, but Microsoft marketed it as MS-

DOS

– It is a simple text (command driven) interface operating system

– It is still included in all Windows O/s versions

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OPERATING SYSTEMS PLATFORMS……

LINUX
– It is based on version of Unix

– Was developed in 1991

– It is under GPL-General Public License designed for microcomputers

– Linux is established on the Web, but it shares several features with

Unix, such as multi user and multi tasking capabilities

– It is a popular OS for email, web server and local area networks

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UTILITY PROGRAMS - 1
• Utilities are specialized programs designed to
make computing easier.
• They are used to support, enhance or expand
existing programs in a computer system. The
most essential are troubleshooting, antivirus,
backup, file compression and uninstall
programs

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UTILITY PROGRAMS - 2
• Examples of Utility programs are:
– Backup-used to make a duplicate copy of
information on the hard disk
– Data recovery-used to store data that has been
physically damaged or corrupted
– virus protection- protect your files and data from
virus attack that may destroy your data.
– Data compression-for compressing data to small
size

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UTILITY PROGRAMS - 3
– Uninstall programs-allows you to safely and
completely remove unneeded programs and related
files from your hard disk.
– Troubleshooting programs that recognize and
correct problems before thy become serious,
example Disk Cleanup utility and Disk
Defragmenter in Windows

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APPLICATION SOFTWARE - Introduction

• A set of computer programs developed on the

computer for specific tasks of end user such as
increasing productivity of clerical tasks.
• Examples are word processing, spreadsheet and
database software.
• Figuratively speaking, applications software sits on
top of systems software because it is unable to run
without the operating system and system utilities.
Applications software includes programs that do real
work for users.

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APPLICATION SOFTWARE - Introduction

• The hardware: the CPU, the memory, input/output

(I/O) devices- provides basic computing resources.
• The application programs- such as compilers,
database systems, games and business application
software- define the ways in which these resources
are used to solve the basic computing problems for
users.
• There may be many different users (people,
machines, other computers) trying to solve different
business/organization problems.

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Types of Application Software
• Application software can be divided into two
categories

– Custom or application specific programs

– General purpose programs

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Application specific Programs:

• Application-specific programs are programs that support specific functions of end

users in business and other fields. They are also known as custom software. Custom
software cannot be used/sold to another user for different purposes from the
intended one.
• Business application-specific packages in business support managerial,
professional, and business uses such as :
– Transaction processing such as in banks, insurance, hospital, schools, shops, etc
– Decision support
– Accounting
– Sales management
– Investment analysis
– Electronic commerce
• Other application-specific programs support education and entertainment packages
to help end users with:
– Personal finance and home management
– Entertainment products
– Educational products.

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General--Purpose Programs:
General
• General purpose programs are programs that perform common
information processing jobs for end users such as clerical
officers, administrators and secretaries. Examples include:
– Word processing programs
– Spreadsheets programs
– Database management programs
– Integrated packages
– Graphics programs
– Web browsers
– Electronic mail
– etc

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• Word Processing Software - Software that let user to create,
edit, format, store, and print text.
• Word processing packages computerize the creation, editing,
revision, and printing of documents by electronically
processing text data.
• Electronic Spreadsheet Software - Electronic spreadsheet
packages are programs that are used for business analysis,
planning, and modeling.
• They provide electronic replacement for more traditional tools
such as paper worksheets, pencils, and calculators.
• They generate an electronic spreadsheet, which is a worksheet
of rows and columns which can be stored on your PC, a
network server, or converted to HTML format and stored as a
web page or web sheet on the World Wide Web.
• Data and formulas are entered into the worksheet via the
keyboard. The computer performs the calculations based on
the formulas entered.
• Most packages also have graphic capabilities.
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• Database Management Software - Software that can store data, update it, manipulate it and
create report in a variety of forms. Database Management packages allow you to set up and
manage databases on your PC, network server, or the World Wide Web. Popular database
management software includes Microsoft access, Microsoft SQL server, Mysql, Oracle, and
DB2.
• Web Browsers - A Web browser is a software tool for displaying Web pages and
for accessing the Web and other Internets resource. Web browser software features
a point and click graphical user interface that can be employed throughout the
Internet to access and display information stored on computers at other internet
sites that can be text, graphic, audio or video information.
• Web Browsers are used to:
– Surf the web
– Launch information searches
– E-mail
– Multimedia file transfer
– Discussion groups and workgroup collaboration
– Many other Internet, intranet, and extranet applications.
• Electronic Mail - Electronic mail (e-mail) is used for the computer to computer
exchange of messages over a network and is an important tool for communication
and collaborative work.

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Software Suites and Integrated Packages

• Software suites are a combination of the mode widely used

productivity packages that come bundled together. They
include suites such as Microsoft Office, Lotus SmartSuite, and
Corel Office Pro.
• Integrated software packages combine the functions of the
most important PC software packages, such as word
processing, spreadsheets, presentation graphics, and data
management that come bundled together into one software.
– Integrated packages combine some of the functions of several programs
into one software package.
– This integration provides a more general-purpose software tool and
eliminates redundant data entry and data maintenance.

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• Advantages of software suites:
– Suites integrate software packages for web browsing, word processing,
spreadsheets, presentation graphics, database management, personal
information management, and more.
– Suites cost a lot less than the total cost of buying their individual packages
separately.
– All programs use a similar graphical user interface which gives them the same
look and feel, and make them easier to learn and use.
– Suites also share common tools, such as spell checkers and help wizards to
increase their efficiency.
– Programs are designed to work together seamlessly and import each others files
or transfer of data between applications.
• Disadvantages of software suites:
– Suites take up a lot of disk space and may require significant amounts of
memory. Critics argue that many software suite features are never used by most
end users.
– Suites may compromise on the speed, power, and flexibility of some of their
functions to achieve integration
• Advantages of integrated packages:
– They require a lot less disk space
– Cost less than a hundred dollars
• Disadvantage of integrated packages:
– They cannot do as much as individual packages and software suites do.
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Software Issues and Trends - 1
1. Software Bugs- A software bug is a defect in a computer program that
keeps it from performing in the manner intended. Some software bugs are
obvious and cause the program to terminate unexpectedly.
2. Copyrights and Licenses - Most software products are protected by law
using copyright or licensing provisions. These provisions can take a
number of forms. In some cases, you are given unlimited use of software
on one or two computers. In other cases, how much you pay is based on
how much you use the software
3. Software Upgrades - Software companies periodically revise their
programs and sell new versions. In some cases, the revised software offers
new and valuable enhancements. In other cases, the software uses complex
program code that offers little in terms of additional capabilities. When
software companies stop supporting older software versions or releases,
some customers feel forced to upgrade to the newer software. Deciding
whether to purchase the newest software can be an issue for corporations
or individuals.

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Software Issues and Trends - 2
• Global Software Support - One challenge that global
companies face is ensuring adequate support for their software
customers in all locations through software vendors. Slower
technology growth markets, such as Eastern Europe, Latin
America and Africa, might not have any official vendor
presence. Instead, large vendors such as Sybase, IBM, and
Hewlett-Packard typically contract with local providers to
support their software. Supporting local operations is one of
the biggest challenges IS teams face when putting together
standardized, company-wide systems.

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