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REG NO:……………………………………………………

COURSE CONTENT

CHAPTER ONE

WINDOWS INTRODUCTION

DESKTOP

ICONS

CREATING FOLDERS

MOUSE

KEYBOARD

CHAPTER TWO

WORD PROCESSING (MICROSOFT WORD)

OPENING AND SAVING DOCUMENTS

INSERT DATA

SELECT DATA

COPY, MOVE AND DELETE

SEARCH AND REPLACE

GENERAL FORMATING

STYLES AND PAGINATION

HEADERS AND FOOTERS

SPELLING AND GRAMMAR

TABLES

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WATER MARKS

PREPARE TO PRINT

CHAPTER THREE

SPREADSHEETS (MICROSOFT EXCEL)

TYPES OF SPREADSHEETS

ADVANTANGES OF USING SPREADSHEETS

FUNCTIONS OF SPREADSHEETS

COMPONENTS OF SPREADSHEETS

CREATING AND OPENING SPREADSHEETS

SELECT, INSERT, COPY, MOVE AND DELETE

SEARCH AND REPLACE

ROWS AND COLUMNS

SORT DATA

FORMULAS

FUNCTIONS

CHARTS

PRINTING

CHAPTER FOUR

POWER POINT (PRESENTATION)

BASIC CONCEPTS OF PRESENTATION

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PREPARING PRESENTATIONS

WORKING WITH GRAPHICS, CHARTS AND USING SLIDE SHOW EFFECTS.

WINDOWS INTRODUCTION

When you start windows, the large area you see in the background is called the Desktop. You
can customize the desktop by adding short cuts to your favorite programs, documents, printers
and by changing its look to fit your mood and personality. You can place various windows on the
desktop like Calendar, Calculator, Notepad Documents, etc.

ICON

This is a small picture which represents an application utility or program. Some of these icons
are optional and can be removed if not needed. Examples are:

My computer icon

This is used to view and manage the discs, folders and files stored on your computer.

My Document icon

This icon is used to access your most often used files.

The Recycle bin

This icon is used to store your recently deleted files.

The Network Neighborhood icon

If you are connected to a network, you can display a list of computers and resources available on
the network

The Outlook express icon

This application is used to access and manage files.

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THE START BUTTON

At the bottom of the screen is the task bar. It contains the start button which you can quickly use
to start most of your activities. It’s at the start button where you can launch your applications,
utilities, accessories, etc. When you click the start button a couple of lists appear.

Windows update

Select this to connect to the internet and check on any software that may be available for
windows.
Favorites

This option is used to select internet shortcuts to your favorite site.

Documents

Select this to view a list of most of used documents you have created or been used. When you
select any of the files, windows automatically runs the application associated with the documents
and loads the file for you to begin editing.

Settings

This allows you to specify system settings such as those in control panel i.e. remove printers etc.

Search and Find

This recovers files, folders and other computers on the network.

Help and Support

This helps to access the help screen.

Run

Use the run Dos-commands if programs are not included on your menu or starts installation to
the new application

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Shut down

This option is used to shut your system down or to restart your system.

CLOSE/MINIMISE/MAXIMISE/RESTORE BUTTONS

CLOSE BUTTON

Every window has a close button in the upper right corner that you can click to close a window
and quit the program.

MINIMISE BUTTON

This temporarily puts aside a current window and includes it on the task bar. It shrinks the
window to a small button to the task bar. The program hasn’t been cancelled but nearly set aside.
You can return to it by clicking the program’s name.

MAXIMISE BUTTON

The current window is enlarged to take up the full screen .The window cannot be moved or
resized while maximized.

RESTORE BUTTON

This is the size of the window before being either maximized or minimized. This is the only time
when the size of the window can be changed.

SHUTTING DOWN THE COMPUTER

Procedure:

Click on the start button

Click shut down or logoff and then choose “shut down the computer” from the drop down list
and then click ok.

N.B

Don’t turn off the computer until it has been completely shut down

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The following options are available when you select to shut down a computer:

 Switch user: this option changes users from the active user to another user. The active
user’s work does not close unless the computer is shut down.
 Shut down: This option saves any recent changes to windows settings and writes any
unsaved data to the hard drive. This prepares your computer to be turned off safely.
 Restart: This option saves any recent changes to windows settings and writes any
unsaved data to the hard drive. It then restarts the computer.
 Log off: this option allows the active user to save their work and then goes to the login
page for another user to log on.
NB

If power is to go off before saving your work, you will completely lose it.

MANAGING FILES AND FOLDERS (windows 7)

Files are managed using windows explorer and My computer.

Folders: your documents and programs are stored in folders, which you can see in My computer.
In previous versions of windows, folders were called directories.

Changing views

Right click on the desktop, point to the view menu, click large Icons, small Icons, List or
Details.

You can point to the sort by menu to sort the items by name, size, date and type depending on the
view.

To see all files and filename extensions

 In My computer, go to organize
 Click on folder and search options
 Under the view tab,
 Uncheck the ‘hide extensions for known file types’ box
CREATING A FOLDER

A folder is a collection of files

A file is collection of items

Procedure:
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Point at the location where you want to create the folder.

Right click in space

Point at new

Click on the folder on the shortcut menu and then type the name of the folder.

Renaming Files and Folders

 Right click at the folder name you want to change and then click on rename from the
shortcut menu.
 Type the new name and press enter on the keyboard.

COPYING FILES AND FOLDERS WITH DRAG AND DROP

Procedure:

Select the files and folders

Place the mouse pointer on one of the selected items

Begin dragging the selected item with your right mouse button

NB

Don’t use the left mouse button

When you reach the location, release the mouse button.

MOUSE

It is an input device fit to be used in a graphical user environment. As you move it around, it’s
motion causes the pointer on screen to move randomly in any corner of the screen. A modern
mouse has 3 buttons namely; left, scroll and right mouse buttons.

THE MOUSE ACTIONS

CLICKING

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Means pressing the left hand button once to select the task.

DOUBLE CLICKING

This means pressing the left hand button twice quickly.

RIGHT CLICKING

This means pressing the right hand button once in order to access the short cut menu.

HIGHLIGHT

 Selecting the graphs or texts, this is achieved by pressing down the left mouse button and
drag up to where you want the selection to end.
POINTING

Moving the pointer towards an item without clicking.

DRAGGING AND DROPPING

Moving of files and folders from one location to another.

THE KEYBOARD

It is a typewriter – like device that allows the user to type in text and commands to the computer.
Some keyboards have special function keys or integrated pointing devices such as a track ball or
touch sensitive regions that let the user’s finger motions move an on-screen cursor. Other input
devices include scanners, digital cameras to mention but a few.

BASIC PARTS OF THE KEYBOARD

Functional keys (F1-F12)

Typewriter part (A-Z)

Number part (0-9)

Navigation part (ARROWS)

SPECIAL KEYS
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Caps lock

Locks the characters ‘A’ to ‘Z’ in the upper case position, when pressed once. To release the
upper case mode, press the caps lock key again. The caps lock light comes on when locked in
upper case and is off when in lower case.

Shift key

When held down, it shifts the alphabetic keys ‘A’ to ‘Z’ to uppercase mode when the caps lock is
off and vice versa. For all the other keys in the type writer area, holding the shift key down
causes the character shown on the upper potion to be obtained. The caps lock does not affect
these keys.

Num lock: when pressed once locks in the numbers that the numeric keypad can only be used to
type numeric characters.

Enter (return) key: Confirms to the computer whatever is typed ie, when a command is issued,
it can only be executed after pressing the enter key.

Enter key also takes the cursor to the next line.

Back space key: erases the character to the left of the cursor and moves one position to the left.

Delete key

In document t processing, it deletes information on the right hand side of the cursor

Letter O and number 0: when entering data into your computer, you should be aware that zero
and letter o are not interchangeable same for 1 and I.

Space bar: when pressed, the cursor moves to the right creating spaces as it does so.

Insert, ALT, CTRL, Esc, Tab, Arrow keys, Home, End, Scroll lock, Page Down, Page Up keys
perform a variety of functions in application programs.

Tab key

Used to create tabulated format in document processing

It can also be used for navigation purposes

Arrow keys

They are used for navigation

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Home key

In document processing, it moves the cursor to the beginning of the line.

End key

It moves the cursor to the end of a given line

Page up and Page down

They are used to move the documents on the screen either on top or bottom

Insert key

This is used to active and de-active the number part of the keyboard

Other special keys include: Back slash (\), forward slash (/), full colon (:), period (.), asterisk(*),
and Query (?).

NB) Any action performed on keyboard will always affect the highlighted text.

 Pointing: moving the pointer towards an item without clicking.

 Scrolling: moving the scroll button.
TERMS USED IN WORD PROCESSING

The word

Refers to a group of characters ending with a space

Character

Refers to a letter, number, or symbol that can be typed on the keyboard

Sentence

A group of words ending with a full stop

Paragraph

A group of sentences ending with enter key

STARTING MICROSOFT WORD 2007

Opening M/S word 2007

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Procedures for opening Microsoft word

1. Click on the start button

2. Point to all programs
3. Point to Microsoft office
4. Click on Microsoft word

Three features to remember when working with MS word 2007

MS Office button

The Microsoft office button performs many of the functions that were located in the file menu or
older versions of word. This button allows you to create a new document, open an existing
document, save or save As, print, send email and close.

The Ribbon

The ribbon is the panel at the top portion of the document. It has seven tabs: Home, Insert, Page
layout, References, Mailing, Review and View that contain many new and existing features of
word. Commonly used features are displayed on the ribbon to view additional features within
each group.

Quick Access Toolbar

It is a customizable toolbar that contains commands that you may want to use. You can place the quick
access tool bar above or below the ribbon. To change the location of the quick access toolbar, click on the
arrow at the end of the toolbar and click on ‘show below the ribbon.’

WORKING WITH DOCUMENTS

Creating a New Document

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procedure

Click on MS Office button

Click on new

Choose a blank document

Click on create

Or

Press CTRL+N on the keyboard

Opening an existing document

Click on the Ms Office button

Click on open

Locate the document

Click on Open

Or

Press CTRL+O on the keyboard

Saving a document

This means creating permanent copy of a document on a storage device.

Procedure:

-Go to Ms Office button

-Click on save As (choose word 97-2003 for compatibility with lower versions)

-Choose the location where you want to save your work (like documents, desktop etc.)
-Type the name of your document under the file name

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-Then Click Save

Saving changes

Every time more information is added to a document that information doesn’t become part of the
document until it’s saved.

Procedure:

Go to Ms Office button

Clicks on save

Or

Click Save on the Quick Access Toolbar

Or

Press CTRL+S on the keyboard

Difference between save As and save

Save As is the process of saving a new document ie, giving a document a new name whereas
save is saving changes to an already existing document.

Closing the document

Click on the Ms Office button

Click close

Printing a document

Go to the M/S office button

Click on print

Choose the printer name

Make any necessary changes

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Click ok

OR

Press CTRL + P

COPY, CUT AND PASTE

Copying a file: This creates a duplicate of an existing file in another place.

Procedure

 High light the document or text to be copied

 Under the home tab, click on the copy icon

The cut option on the other hand removes the copied text and places it on the windows clipboard.

Procedure

 High light the document or text to be cut

 Click on the Home menu
 Click on cut icon

The paste option is used to get the information that was placed on the window’s clipboard. After
cutting or copying place the cursor where you want your copied/cut text to appear. Go back to
the home menu and click on the paste icon.

NB) copy option leaves the original copy of text in it’s initial position where as cut option
deletes the original copy.

Short cuts

Cut – CTRL + X

Copy – CTRL + C

Paste – CTRL + V

Page Margins

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These are blank spaces around the edges of the page. In general you insert text and graphics in
the printable area between the margins. However you can position some items in the margins eg,
headers, footers, page numbers…

We have four major page margins

Top Margin

This is the space between the text and top border margin.

Left Margin

It refers to the distance between the left border and the text.

Right Margin

Refers to the distance between the right margin and the text.

Bottom Margin

Refers to distance between the bottom of the page and the text.

** The importance of the page margin is to distance the size of your working area.

Setting or changing Page Margins

Procedures

 Go to Page layout tab, in the page setup group, click Margins.

 Click the margin type that you want. For the most common margin width, click normal.

NB When you click the page margin type that you want, your entire document automatically
changes to the margin type that you have selected.

 You can also specify your own margin settings. Click margin, click custom margin and
then in the top, bottom, left and right boxes, enter new values for the margin.

GUTTERMARGIN: It refers to the extra space left between either the left margin and the text
or the right hand margin and the text. This space is left for binding purposes.

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Procedure for setting the gutter margin

 Click on page layout

 Click margin under the page setup group
 Click customs margin
 Set the gutter margin position

PAGE ORIENTATION

It refers to a style in which a page is to be used. There are two types

Portrait

In this orientation the paper is used vertically and provides more vertical space for work

Land escape orientation

In this orientation the paper is used horizontally and provides horizontal space for work.

Procedure

 Go to page layout
 Click orientation in the page set up group, A menu appears
 Choose the orientation of your choice

FIND, REPLACE AND GOTO OPTIONS

These options are provided to make editing of a document easy. The find option helps to locate
the specific words within your document and the replace option helps you to replace with the
new words.

Procedure

 Go to the home tab, in the editing group, click on find,

 Go to the replace tab, type the word or phrase to be searched in the ‘ find what’ box and
in the ‘replace with’ box, type the new text to be replaced.

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 Click on the ‘find next’ button

 Click either replace or replace all.

The Go To option helps you to move to the specific page

Procedure

 Go to home tab
 Click on Go To
 Enter a particular page number
 Then click Go To
 Click close

FORMATING TEXT

Word provides several ways for you to achieve desired effects in your document. Furthermore,
documents that are formatted by direct formatting are difficult to update. If you want to change
the look of the document, you must select each element and apply the new formatting choices.

BOLD, ITALICS and UNDERLINE

In order to bold, italicize and or underline your text, the following is the procedure:

 Highlight your text

 Go to the home tab
 Under the font group, click on B for bold, I for italics and U for underline.

Increasing and decreasing font size

 Highlight your text

 Go to the home tab, under the font group
 Click on grow font or shrink font to increase and decrease your font size respectively.

SUPERSCRIPT AND SUBSCRIPT

Super script describes the text that is slightly higher than other texts on the line e.g. 1st, 2nd …

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Subscript describes the text that is slightly lower than other texts on a line. Subscripts are
normally used in scientific formulas e.g. H2O, CaCO3etc.

Procedure

 Select the text you want to format as superscript or subscript

 Go to the home tab, in the font group,
 Click on X2 or X2 for superscript and subscript respectively.

BULLETS AND NUMBERING

A bullet is a dot or other symbols that is placed before text such as items in the list to add
emphasis.

Procedures for inserting bullets

 Highlight the text

 Go to home tab, in the paragraph group,
 Click on bullets or numbering to start a bulleted list or numbered list

TEXT ALIGNMENT

This determines the position of the paragraph between the left and right borders. The types
include, left, right, centre and justified alignment

Procedure

 Highlight the text

 Go to the home tab, in the paragraph group
 Click left, centre, right or justified

INDENTION

Refers to the space left between the left margin and paragraph.

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Types of indention include:

 Block indent

Is where all the lines are on the same level.

 First line indent

Is where the first line stands a distance from the left margin and the remaining lines remain on
the left margin.

 Hanging indent

Is where the first lines are far from the left margin and the remaining line will start a distance of
the next line.

Procedures

 Go to the home tab

 In the paragraph group, click on the small arrow in the bottom corner
 Under the indent and spacing tag, under indention, click on special and choose the type
of indention
 Then click ok.

LINE SPACING

Is used to determine the lines under the paragraph. The paragraph is by default made under
single line spacing.

Procedure:

 Highlight the text

 Go to the home tab, in the paragraph group
 Click on line spacing and choose the line spacing of your choice

BORDERSAND SHADINGS

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In M/S office word 2007, boarders can add interest and emphasis to various parts of your
document. You can add borders to pages, text, tables and table cells, graphic objects and
pictures.

You can add a border to any or all sides of each page in a document, to pages in a section, to the
first page only, or to all pages except the first one. You can add page borders in many line styles
and colors, as well as a variety of graphical borders.

You can set apart text from the rest of a document by adding borders.

Procedures for inserting paragraph border

 Highlight the paragraph

 Go to home tab in the paragraph group, click on the drop down arrow of borders
 From the drop down list,
 Click on borders and shadings
 Under the border tag, choose the border of your choice
 Then click ok

Procedures for inserting page border

 Highlight the text

 Go to home tab in the paragraph group, click on the drop down arrow of borders
 Click on border and shading under the page border tab
 Choose the border of your choice
 Choose the colors
 Go to apply to
 The click ok

Header and footer

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Header refers to information that is put inside the top margin of every page while footer refers to
information that is put at the end of each page.

A header or footer once is put on the first page of a document, it appears on all other pages of
thedocument.

You can insert or change text or graphics in headers and footers. Eg, you can add page numbers,
the time and date, a company logo, the document title or author’s name.

Procedures

 Go to insert tab
 In the header and footer group
 Click on edit header or edit footer to add header and footer respectively.
 The click on close header and footer to exit.

TABLES

Inserting a table

 Click on the insert tab

 From the tables group, click on insert table
 Rows and column dialogue box appear
 Choose the number of rows and columns
 Then click ok

Resizing a column

Move your mouse pointer at the edge of the column that you want to resize ie, to either increase
or decrease the column width. The mouse pointer changes to a double arrow

 Click the edge of the column and drag the column to the left or right
 When you release the mouse, word resizes the column to its new size.

Deleting a column

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 Select the column you want to delete by clicking the top line of that column
 Right click and a menu will appear.
 Select delete columns to delete column from the table

Inserting a column

 Select the entire column

 Right click and select insert and either columns to the left or to the right depending to
where you want the new columns to appear

Adjusting row’s height

 Click the row’s dividing line and drag your mouse up or down to adjust it.

DROP CAP

This is a large starting letter or word sometimes twice the size of other letters on the same
paragraph that provides visual emphasis to a starting point of a paragraph and text.

Procedures

 Select or highlight the letter in your document that you want to convert to a drop cap
letter. (Usually this should be the first character but not the title or heading in a
paragraph).
 Go to insert tab
 Click on drop cap option from the text group
 Choose the number of lines the drop cap is to span by clicking the drop cap options.
 Then click ok

INSERTING A PICTURE OR CLIP ART

Pictures and clip art can be inserted or copied into a document from many different sources,
including downloads from a clip art website provider, copied from a web page or insertedfrom a
file where you save pictures.

Procedure:

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 On the insert tab, in the illustrations group, click clip art.

ADD COLUMNS

 Highlight your text

 Go to the page layout tab, underthe page setup group,
 Click on columns
 Choose the number of columns
 Click ok

Water mark

Water marks are text or pictures that appear behind document text. They often add interest or
identify the document status, such as marking a document as a draft. You can see water marks in
print layout view and full screen reading view or in a printed document.

You can insert a pre-designed water mark from a gallery of watermark text, or you can insert a
water mark with custom text.

A water mark may include a company label, registration number, name etc. It can be any graphic
or text when printed appears either on top or behind the existing text.

Procedure

 Go to page layout, in the page background group,

 Click on water mark

Do one of the following:

 Click a predesigned watermark, such as confidential or urgent, in the gallery of

water marks .
 Click custom water mark,
 Click text watermark and then select or type the text that you want. You can also
format the text.
 You can choose to make it appear horizontal or diagonal
 Click on select picture (select where the picture is) or

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 Then click apply

NB. To view a water mark as it will appear on the printed page, use print layout view.

INSERTING DATE AND TIME

This helps to insert the date and time in the document.

Procedures

 Go to insert menu
 Click on date and time in the text group
 Set the date
 Then click ok

INSERTING PAGE BREAKS

 We can insert a page either above or below a certain page.

Procedure

 Place the cursor either at beginning or at end of the paragraph

 Press the enter key two times
 Choose the insert tab
 Click page break

CHANGING CASE

 This is used to determine or change the case of the letter or sentence either from capital to
small letters

Procedure

 Select the text

 Go to home tab
 Click on change case
 Choose the change you want.

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INSERTING BACKGROUND COLOR OR TEXTURE TO A PAGE

Procedures

 On the page layout tab, in the page background group,

 Click on page color

Do any of the following

 Click the colours that you want under theme colors or standard colors.
 Click fill effects to change or add special effects such as textures or patterns

SPELL CHECK

This is used to check for the right grammar in your work.

Procedures

 Select the text

 Go to review, in the proofing group,
 Click on spelling and grammar
 If there is no spelling mistake in your work, the dialogue box will appear with “the
spelling and grammar check is complete” message
 Then click ok

-If there is a spelling error or non-grammatical word in your work, the dialogue box will appear
with the word. If it is a non English word click ignore if it appears once and if it appears more
than once click ignore all.

FOOT NOTES AND END NOTES

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They are used in printed documents to explain, comment on, or provide references for the text in
the document. You might use footnotes for detailed comments and end notes for citation of
sources.

Foot notes or end note consists of two linked parts, the note reference mark and the
corresponding note text

NB

When you add, delete or move notes that are automatically numbered, word renumbers the
footnote and endnote reference marks.

Procedure

 In the print layout view, click where you want to insert the note reference mark.
 On reference tab, in the footnotes group, click insert footnote or insert endnote.
 To make changes to the format of footnotes or end notes, Click the footnotes dialog box
launcher, and do one of the following:
 In the number format box, click the format that you want
 To use a custom mark instead of a traditional number format, click symbol next to
custom mark and then choose a mark from the available symbols.
 Click insert
 Type the note text
 Double click the footnote or endnote number to return to the reference mark in the
document.

End note is put at the end of the document while foot note appears at the end of each page on the
document.

Keyboard Shortcuts

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- These are links to certain commands of the computer incase a user doesn’t want to use a
mouse. There are a number of keyboard shortcuts but the commonly known are as seen
below;
1. Ctrl+A. for selecting the entire document or selecting all pages you have inserted in your
document.
2. Ctrl+S. Used for saving.
3. Ctrl+C. for copying the selected item.
4. Ctrl+V. for pasting the copied work.
5. Ctrl+X. for cutting the selected item
6. Ctrl+N. it’s used for opening a new document in Microsoft office word
7. Ctrl+O. for opening the already existing document in Microsoft office word
8. Ctrl +F4. Used for closing the currently open program on a computer
9. Ctrl+F12. Used for displaying the Save As menu
10. Ctrl+P. used for printing
11. Ctrl+Z. it’s used for undo
12. Ctrl+Y. it’s a short cut for redo
13. Shift+ .for selecting a word or a charcter
14. Ctrl+W. it’s used for closing the currently open program
15. Ctrl+D. it’s used for displaying the font menu
16. Ctrl+F. used for find
17. Ctrl+G. used for replace
18. Ctrl+K. for inserting hyper links
19. Ctrl+Alt+Del. Used for restarting the computer
20. Ctrl+U.for underlining the selected text
21. Ctrl+B. for bolding the selected text
22. Ctrl+I. For italizing the selected text

INTRODUCTION TO SPREAD SHEETS (MICROSOFT EXCEL)

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A spreadsheet is the type of software that is used to enter, edit and manipulate numeric data.

Types of spreadsheets

Manual spreadsheet

Is the type of spreadsheet that is commonly used by book keepers such as a ledger book with
many sheets of papers divided in rows and columns in which various amounts of data is entered
manually using a pen and a pencil.

Electronic spreadsheet

Is the type of spread sheet which is prepared using computer programs that enable the users to
enter values in rows and columns similar the ones of manual spreadsheet and to manipulate when
mathematically using a formula.

Advantages of using electronic spreadsheet over manual spreadsheet

1. It utilizes the powerful aspects of the computer like speed, accuracy and efficiency to
enable the users to quickly a accomplish tasks.
2. The electronic spread sheet offers a large virtual sheet for data entry and manipulation.
3. It utilizes a large storage space on computer storage devices to save and retrieve
documents.
4. The electronic spread sheet enables the users to produce neat work because the traditional
pen, ruler and rubber are put aside unlike the manual one where neatness and legibility
depends on one’s hand writing skills.
5. The electronic spread sheet has the automatic re-calculation feature which automatically
adjusts the result of the formula if the values in the work sheet are changed unlike in the
manual one where changing one value means rubbing the result and writing the correct
one again.
6. The electronic spread sheet has better document formatting capabilities than the manual
one.
7. It has the inbuilt formula called function that enables the users to quickly manipulate
mathematical data.

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Examples of spread sheet software

Visi Calc
Quattro - pro
Microsoft excel
Lotus 1-2-3

Functions of spread sheet

Statistical analysis
Spread sheet has a set of data analysis tools that can be used to save steps when
developing statistical or engineering analyses.

Accounting
They are used by accountants to record daily transactions and keeping financial records
e.g. calculating profits preparing budgets etc.

Data management
Spread sheet enables the neat arrangement of data into tabular structure. Related data can
be typed on the same work sheet.

Fore casting (“what if” analysis)

The automatic re-calculation feature enables the use of “what if” analysis.

Components of spread sheet

A spread sheet has three major components which include:

I. Work sheet
This is the component where data values are entered. It’s made up of rows and columns.
The intersection between a row and a column is called a cell. A row is a horizontal

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arrangement of cells while a column is a vertical arrangement of cells. Each row is

labeled with a number while each column is labeled with a letter.

Each cell is referenced using the column label followed by the row label eg, Cell A2 has the
value of 20

A is the column, 2 is the row

20 is the value.

Cell D12 has the value of 87

D is the column

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12 is the row

87 is the value.

II. Database

Database values can be entered in the cells of the spread sheet and managed by special excel
features found on the data menu.

III. Graphs

Is a pictorial representation of the base data on a worksheet. Most spread sheets refer to graphs as
charts. Charts enable the users to present complex data elements from a worksheet in a simple
easy to understand format. Examples of charts are pie charts, line charts and bar charts.

Microsoft excel

Is an electronic spreadsheet that can be used for reporting or analyzing data. You can use it to
organize data in to rows and columns. You can also use to perform mathematical calculations
quickly. It is basically used for practically anything that requires manipulation of figures.

Starting Microsoft excel

 Click on the start button at the bottom left of your window

 Select All programs
 Select Microsoft office
 Point Microsoft office excel and click once with your left mouse button

Parts/features of an excel window

Title bar

It has the title of the application and control buttons for minimizing, maximizing and closing the
application.

Column headers: There are 256 columns labeled A,B…

Row headers: There are 65,536 rows numbered 1,2,3…

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Formula bar

If the formula bar is turned on, the cell address of the cell you are in is displayed in the name box
which is located on the left side of the formula bar. Cell entries are displayed on the right side of
the formula. If you don’t see the formula bar in your window, perform the following steps

Choose the view tab

Click formula bar in the show/hide group

The formula bar appears

Status bar

It appears at the very bottom of the excel window and provides information such as sum, average
and minimum value of the selected numbers.

Name/cell reference box

This displays the address of the current cell.

Scroll bars

They are used to scroll the three different parts of the current sheet.

Sheet tabs

This displays the name of different sheets. Each sheet is named as sheet 1, 2, 3 etc.

Terms associated with spreadsheet

Cell

Is the intersection between a column and a row.

Range

Is a group of adjacent cells selected and manipulated as a block e.g. A2:A8

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Work sheet

This is the biggest range because it consists of all the cells in one sheet. This is where data is
entered for manipulation.

Work book

Is a collection of many worksheets.

Row

Is the horizontal arrangement of cells.

Column

Is the vertical arrangement of cells.

Active cell

Is the current cell marked by a cell pointer.

Cell pointer

Is the dark rectangular block which marks the position of the current cell or insertion point.

Cell address

This is a reference to a particular cell. It is in the format of a column letter, row number e.g.A20,
B30…

Range address

Is a range reference which has a format of top left cell address: bottom right cell address e.g.
F10:G13

Home cell

This is the first cell in the work sheet with cell address A1.

Common functions used in excel include:

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=sum (used for addition)

=count ( used to find the number of values in a list within a specified range of cells)

=Max (used for getting the highest/ largest score)

=Min (used for getting the lowest/ smallest score)

=average (used for getting the average values of the list of numbers within a range of cells.)

=product (multiplies all the number given in the list within a specified range of cells)

=Round (it rounds the value to the specific number of digits)

=SQRT (It finds the square root of numbers)

= Mode (it finds the number with the highest occurrence in a list of data)

=Median (it can be used to find the middle value in a list of numbers)

=RANK (returns the rank of a number within a set of numbers. It’s commonly used when getting
the position. This function has its syntax as:

=RANK (number, ref, and order)

E.g. =Rank (B4,$B$4:$B$15,O)

NOTE. B4 marks the starting number for calculating the position. $B$4:$B$15 tells the range of
numbers whose ranks are determined, and 0 determines the order of the ranking is descending

Note. The order can either be ascending (1) or descending (0)

=IF Function (used to evaluate the values and make decisions based on the result of the
evaluation.

If syntax

=IF (average score>=89,”A”, IF (average score>=79,”B”, IF (average score>=69,”C”, IF (average

score>=59,”D”,”F”))))

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Common error messages associated with using formula

####: implies that the contents of the cell cannot be displayed correctly as the column is to
small.

#REF: indicates that the reference cell is invalid. This is when you delete cells which are involved
in a formula.

#NAME: excel does not recognize text contained within a formula.

#NULL: a space was used within a formula

#NUM: a formula has invalid numeric data for the type of operation

#VALUE: The wrong type of operand or function argument is used

#N/A! : A formula or function inside the formula cannot find the reference data

#DIV/0! : You try to divide by zero.

Operators

Ms excel uses arithmetic operators, logical operators, reference operators etc

Arithmetic operators

operator Explanation
+ Addition
- Subtraction
* Multiplication
/ Division
% Percentage
^ Exponentiation

Logical operators

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operator Explanation
= Equal to
<> Not equal to
> Greater than
< Less than
>= Greater than or equal to
<= Less than or equal to

Reference operators

Operator Explanation
: Range of continuous cells (for example
B5:D10)
, The range of non continuous cells e.g.
A1,B4,E5
[SPACE] The cell or range shared by two refere. E.g.
=sum(b1:b10 A5:D6)

Calculations in excel

- Calculating the increased amount

You subtract the old price from the new price

- Calculating the percentage (%) increase

Increased amount divided by old price times 100. i.e.

% increase= Increased amount X 100

Old price
- Allowances if not given, are calculated from the basic salary with a given percentage
(%)

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- Calculating the gross pay

Is the total of all payment that you receive from the organization i.e.

Gross pay =Basic salary + Allowance

- Calculating the Tax

Tax is what is taken away from your income. For example tax 12% imposed to basic salary

Tax = 12/100*basic pay

- Calculating net pay

Net pay is the actual amount of money that employees take home after all deductions like taxes
are fulfilled.

Net pay = Gross pay - Tax

Inserting more worksheets

-Go to home tab

-Click on insert

-Then click on insert sheet

Renaming worksheets

-Right click on the sheet tab

-Select rename from the short cut menu

-Then type the new name

-Press the enter keys

Or

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Double click on the name of the worksheet

Type the new name

Working with worksheets

Movement Key stroke

One cell up Up arrow key

One cell down Down arrow key

One cell left left arrow key

One cell right right arrow key

Top of the worksheet ctrl + home

End of the worksheet ctrl + end

Inserting rows and columns

1. Select the row or column

2. Go to home tab
3. Select insert
4. Click on insert row or column

Adjusting rows and columns

Resize a row or column by dragging the line below the label of the row or column you would
like to resize.

 Or Click the row or column label

 Go to view tab
 Select format
 Click on row height or column width
 Enter the numerical value for the row height or column width

Selecting cells

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One cell click once in the cell

Entire row click the row label

Entire column click the column label

Entire worksheet click the whole worksheet button

Deleting rows and columns

 Select the row or column

 Go to home tab
 Select delete from the cells group
 Click on delete sheet columns or delete sheet rows

Entering data

 Place the cursor in the cell in which you want to start entering data
 Type some data
 Press the enter key

Editing a cell

After entering data in to a cell, you can edit the data by pressing F2 while you are in the cell you
want to edit

Or

Using the formula bar

 Move the cursor to the cell

 Click in the formula area of the formula bar
 Use the backspace key to erase
 Type another word
 Press the enter key

Or

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By double clicking in the cell

1. Move the cursor to the cell

2. Double click in the cell
3. Type another word
4. Press the enter key

Deleting a cell entry

1. To delete a group of cells, place the cursor in the cell or select the group of cells
2. Press the delete key

Headings /titles

1. Select the cell you want to merge

2. Go to home tab
3. Click on merge cells

Fill handle (auto fill)

If you have a pattern you want to follow in entering data e.g. Jan, Feb., March or test1, test2 the
fill handle is useful in this situation

Steps

1. Type the order of the pattern for the first two cell contents e.g. Jan, Feb
2. Select the two cells
3. Click the little black square in the lower right corner of the selected range
4. The mouse pointer changes from a white outlined cross to a black cross
5. Drag the mouse down the column or a cross the row as far as you want the pattern to go

Header and footer

Click on insert

1. Go to header and footer

2. Type the footer

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3. Click on add footer

4. Type the footer
5. Save the changes then close

Inserting currency symbols (UGX Ugandan shillings)

1. Go to home tab
2. Click on number tab
3. The dialog box appears
4. Select currency from the category
5. Specify the decimal places and choose the currency symbol
6. Click ok

Inserting commas

1. Go to home tab
2. Click on comma style icon

NB

The decimal places inserted can be reduced or increased by clicking on the decrease decimal or
increase decimal.

To remove the commas, currency symbols, in the number tab select general in the category list
and click ok.

Excel formulas (mathematical calculations)

You can enter numbers and mathematical formulas in to a cell in ms excel

Mathematical calculations include:

Addition, subtraction, division, and multiplication

When entering a mathematical formula, precede the formula with an equal sign

Addition

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Type add in cell A1

Press the enter key

Type 1 in cell A2

Press enter key

Type 4 in cell A3

Type = (A2+A3)

Click on the check mark on the formula bar. Excel adds A2 to cell A3 and displays the result in
cell A4

Or

Press the enter key

Follow the same procedures when working out the other mathematical formulas

Excel functions

By using functions, you can quickly and easily make many useful calculations such as finding
average, the highest number, and lowest number.

Functions are prewritten formulas.

Functions differ from formulas, you supply a value but not operators e.g. SUM for adding.

When using a function remember the following

Use an equal sign to begin a function

Specify function name

Enclose arguments within parenthesis

Use a comma to separate arguments

Arguments are values on which you want to perform calculations

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Function names are always in capital letters

=SUM (2, 13, A1, B2:C7)

The equal sign begins the function

SUM is the name function

2, 3, A1, B2:C7 are arguments

() parenthesis encloses arguments

, commas separate arguments

SUM function for finding total

=SUM (B2:B6)

AVERAGE function for finding average

=AVERAGE (B2:B6)

MINIMUM for finding lowest number

=MIN (B2:B6)

MAXIMUM for finding the highest number

=MAX (B2:B6)

Sorting data

Sorting basically is arranging records in a specific sequence. It could be ascending or descending

Sorting does not change the contents of the cells only their location.

1. Select the area where the sorting is to be applied

2. Click on sort and filter button
3. Click sort ascending button or sort descending button

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Charts or graphs

A chart or a graph displays numeric information contained in a worksheet as a picture.

Why charts

1. They help in summarizing numeric information

2. Detecting trends over time e.g. temperature at different times of year
3. Searching for patterns among large a mounts of figures
4. Viewing relationships between different variables e.g. price versus sales volume

Steps

1. Select the information and this should include the titles and labels as well as the numeric
data that you want to display on the chart
2. Click on insert
3. Select the most appropriate type of chart

FREEZING PANES TO LOCK SPECIFIC ROWS OR COLUMNS

You can view two areas of a worksheet and lock rows or columns in one area by freezing or
splitting panes. When you freeze panes, you select specific rows or columns that remain visible
when scrolling in the worksheet.

For example, you would freeze panes to keep row and column labels visible as you scroll

1. On the worksheet, do one of the following:

 To lock rows, select the row below where you want the split to appear.

 To lock columns, select the column to the right of where you want the split to
appear.

 To lock both rows and columns, click the cell below and to the right of where you
want the split to appear.

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On the View tab, in the Window group, click Freeze Panes, and then click the option
that you want.

NOTE When you freeze panes, the Freeze Panes option changes to Unfreeze Panes
so that you can unlock frozen rows or columns.

INTRODUCTION TO POWER POINT

Power point

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Is a program in the Microsoft office suite which allows users to create presentations, and
handouts.

By creating power point slides, users can add color, images, sounds, and movies to their text
presentations.

Presentation

Is a form of communication with an audience.

Parts of power point program

Ms Office button

Quick access tool bar

Ribbon

Title bar

Rulers

Are vertical and horizontal guides. You can use them to determine where you want to place an
object.

Slides

They appear in the center of the window, you create your presentations on slides.

Place holders

They hold the objects in your slide. You can use the place holders to hold text, clipart, charts and
others.

Notes area

You can use the notes area to create notes

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Status bar

It generally appears at the bottom of the window. The status bar displays the number of slides
that are currently displayed, the total number of slides and the name of the design template in use
or the name of the background.

The outline tab

Displays the text contained in your presentation.

The slides tab

Displays a thumb nail of all your slides.

Views

Power point gives four screen layouts for constructing your presentation

Normal view

This screen is split into three sections showing the presentation outline on the left, the slide in
the main window and notes at the bottom.

Slide view

Displays each slide on the screen and is helpful for adding images, formatting text, and
background styles.

Outline view

The presentation outline is displayed on the majority of the screen with small window for slide
and notes. This view is recommended for editing text.

Slide sorter view

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A small image of each slide is displayed in slide sorter view. Slides can be ordered and sorted
from this screen.

Creating power point presentations

You create your presentations on slides. You use layouts to organize the contents on each slide.
Power point has several slide layouts from which you choose.

Create a title slide

When you start power point, it displays the title slide in the slide pane. You can type a title of
your presentation and a sub title on this slide.

Click and type a title of your presentation in the “click to add title area”

Click and type a subtitle in the “click to add subtitle area”

Create new slides

1. Go to home tab
2. Click the new slide button in the new slides group. Theoffice theme dialog box appears
and displays several layout templates.
3. Choose the layout you want.

Applying a theme

A theme is a set of colors, fonts and special effects.

Themes provide attractive background for the power point slides.

1. Choose the design tab

2. Click the more button in the themes group
3. Click the design you want

Adding a dramatic background

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1. Choose design tab

2. Click the background styles button
3. Click the background you want

Animations and transitions

Animations control how objects move onto, off of, and around your slides.

Transitions control how your presentation moves from one slide to the next slide.

Types of animations

Entrance

Determines the way in which an object appears on the slide.e.g.an object can move on to a slide.

Emphasis

Does something to draw attention to an object e.g. an object can be larger.

Exit

Determines the way in which an object leaves a slide.e.g.an object can move off a slide.

Motion paths

Determines how an object moves around a slide.e.g. An object can move from left to right

1. Select the object you want to animate

2. Choose the animations tab
3. Click on custom animation button. The custom animation pane appears.
4. Click add effect button. A menu appears
5. Choose the type of effect you want. A submenu appears
6. Click the effect you want.

Adding transitions

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1. Choose the animations tab

2. Click on the more button in the transition to this group. A menu of transitions appear
3. Click on the transition you want to apply
4. Click the apply to all button in the transition to this slide group

To add a sound to a transition

1. Choose the animations tab
2. Click the down arrow next to the transition sound field
3. Click the sound you want

To set the speed of a transition

i. Choose the animations tab

ii. Click the down arrow next to the transition speed field
iii. Set the speed you want.

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