Basic IT Tools

1. Spreadsheets
A spreadsheet sheet, often referred to simply as a "sheet," is an essential component of

spreadsheet software like Microsoft Excel, Google Sheets, or LibreOffice Calc. It is a grid of cells

organized into rows and columns, used for storing, organizing, and analyzing data.

Structure of a Spreadsheet Sheet

- Cells: The basic unit where data is entered. Each cell can contain text, numbers, or formulas.

- Rows: Horizontal group of cells, identified by numbers (1, 2, 3, etc.).

- Columns: Vertical group of cells, identified by letters (A, B, C, etc.).

- Cell Address: Each cell has a unique address based on its column letter and row number (e.g., A1,

B2).

Basic Operations in a Spreadsheet

- Entering Data: Clicking on a cell and typing to enter data.

- Editing Data: Clicking on a cell and making changes.

- Copying and Pasting: Moving data from one cell to another.

- Cutting and Pasting: Removing data from one cell and placing it in another.

- Autofill: Dragging the fill handle to copy data or continue a sequence (e.g., filling days of the week).

2. Word Processing
Word processing refers to the creation, editing, formatting, and printing of text documents using

software designed for this purpose. Word processors are essential tools in both professional and

personal contexts, allowing users to produce a wide range of documents such as reports, letters,

essays, and more.

1. Introduction to Word Processing

- Word Processor: Software application used for the production of any kind of printable material.

- Popular Word Processors: Microsoft Word, Google Docs, LibreOffice Writer.

- Document Creation: Start a new document or open an existing one.

- Text Entry and Editing: Typing, inserting, deleting, and editing text.

- Text Formatting: Font Style, Font Size, Font Color, Bold, Italic, Underline.

3. Advanced Text Formatting

- Styles: Predefined sets of formatting options to maintain consistency across a document.

- Themes: Applying a consistent color scheme and font across the entire document.

- Header and Footer: Text or graphics that appear at the top (header) or bottom (footer) of every

page.

4. Working with Tables

- Inserting Tables: Creating tables to organize data in rows and columns.

- Table Formatting: Merging/Splitting Cells, Borders and Shading.

- Sorting Data: Arranging data in ascending or descending order within a table.

5. Inserting and Manipulating Graphics

- Inserting Images: Adding pictures or images to the document.

- Text Wrapping: Controlling how text flows around an image or object.

- Shapes and SmartArt: Inserting and formatting graphical elements like shapes, flowcharts, or

diagrams.

- Screenshots: Capturing and inserting screenshots directly into the document.

6. Inserting Other Elements

- Hyperlinks: Creating links to web pages, email addresses, or other locations within the document.

- Symbols and Special Characters: Inserting characters not found on the keyboard, such as ©, ®, or

accented letters.

- WordArt: Stylized text effects that can be applied to titles or headings.

- Footnotes and Endnotes: Adding notes at the bottom of the page (footnotes) or at the end of the

document (endnotes) to provide additional information or citations.

- Page Setup: Configuring page size, orientation (portrait or landscape), and margins.

- Columns: Dividing text into multiple columns, often used in newsletters or brochures.

- Page Breaks: Manually starting a new page at a specific point in the document.

- Section Breaks: Dividing a document into sections to apply different formatting (e.g., different

headers or footers for different sections).

8. Proofing and Reviewing

- Spell Check and Grammar Check: Automatically detecting and suggesting corrections for spelling

and grammatical errors.

- Thesaurus: Suggesting synonyms and related words to improve vocabulary usage.

- Track Changes: Recording edits made to a document, useful in collaborative work.

- Comments: Adding notes or feedback without altering the main text, often used in reviews and

collaborative projects.

9. Mail Merge

- Purpose: Combining a template document with a data source (like an address list) to create

personalized documents such as letters, labels, or emails.

- Steps: Creating the Main Document, Selecting Recipients, Inserting Merge Fields, Completing the

Merge.

10. Collaboration and Sharing

- Real-Time Collaboration: Multiple users can work on a document simultaneously, with changes

being visible in real-time.

- Document Sharing: Sending a document via email, or sharing it via cloud services like Google

Drive or OneDrive.

- Permissions: Setting access levels (e.g., view-only, comment, or edit) for different users.

- Version History: Tracking changes made to the document over time, with the option to revert to

previous versions.
11. Printing and Exporting

- Print Preview: Viewing how the document will look when printed.

- Print Settings: Selecting printer options, paper size, number of copies, and other print preferences.

- Exporting: Saving the document in different formats, such as PDF, HTML, or plain text.

12. Keyboard Shortcuts

- Ctrl + C: Copy selected text.

- Ctrl + V: Paste copied text.

- Ctrl + X: Cut selected text.

- Ctrl + Z: Undo the last action.

- Ctrl + Y: Redo the last undone action.

- Ctrl + B: Bold selected text.

- Ctrl + I: Italicize selected text.

- Ctrl + U: Underline selected text.

- Ctrl + P: Open the print dialog.

- Ctrl + S: Save the document.

13. Advanced Features

- Macros: Recording and automating repetitive tasks.

- Templates: Pre-designed document formats for common types of documents (e.g., resumes,

business letters).

- Document Protection: Restricting editing or applying passwords to the document.

- Indexing and Table of Contents: Automatically generating an index or a table of contents based on

document headings and subheadings.

14. Customization

- Custom Toolbars and Ribbons: Personalizing the interface for quicker access to frequently used

commands.

- Add-Ins: Installing additional features or tools to enhance the functionality of the word processor.
3. Databases
A database is an organized collection of data, typically stored and accessed electronically.

Databases are used to store, manage, and retrieve information efficiently.

Key Concepts in Databases

- Tables: Data is stored in tables that are related to each other through common fields.

- Primary Key: A unique identifier for each record in a table. No two records can have the same

primary key.

- Foreign Key: A field in one table that uniquely identifies a row in another table, establishing a

relationship between the two tables.

Database Management System (DBMS)

- A DBMS is software that interacts with users, applications, and the database itself to capture and

analyze data.

- Examples of DBMS: MySQL, Oracle, Microsoft SQL Server, PostgreSQL, MongoDB.