UNIVERSITY FOR DEVELOPMENT STUDIES

Transcription

1 UNIVERSITY FOR DEVELOPMENT STUDIES FACULTY OF INTEGRATED DEVELOPMENT STUDIES DEPARTMENT OF ECONOMICS AND ENTREPRENUERSHIP STUDIES LECTURE NOTES COURSE ID: EED 311 COURSE TITLE: Introduction to Computers and Computing PREPARED BY: Mark Atta Mensah (BSc. Computer Science) Senior Research Assistant University for Development Studies Faculty of Integrated Development Studies Department of Economics and Entrepreneurship Studies

2 OUTLINE OF COURSE Course Description With no computer experience assumed, the course will expose students to the understanding and application of knowledge in computers in relation to processing of documents as well as undertaking simple quantitative analyses. The course content covers types of computers, the computer hardware, the computer software, handling computers including safety precautions, operating systems, booting, Windows, Microsoft Word, Microsoft Excel, Microsoft PowerPoint presentation and Microsoft Access. By way of undertaking simple quantitative analyses, students are introduced to IBM SPSS. Objective The objectives for Introduction to Computers and Computing will enable the student to use the computer effectively in a multitude of academic scenarios. Understand the basic parts of a computer system and their relationships Master the basic functions of the Windows operating system Understand and use basic computer terminology Master print commands to produce attractive hard copies of work Design document layouts that are creative and properly formatted Master the basic uses and procedures of word processing software Master the basic uses and procedures of spread sheet software Master the basic uses and procedures of presentation software Master the basic uses and procedures of specialised software IBM SPSS Understand the rules and etiquette of Internet access and how to source for relevant information from the internet Master the basic uses and procedures of Internet software The course is will provide practical appreciation of computers and computing. It is also expected to give students the interest to further develop and apply their skills in learning activities and subsequently in their working environments.

3 Outline of Topics 1. Introduction to Computers and Information Processing Cycle What are Computers Advantages and Limitations About hardware and Software Information Processing Cycle Data and Information The Role and types of Computers Parts of a Computer Using a Computer Using a Keyboard Using a Mouse 2. Introduction to Internet What is the Internet? Types of Information you can access Moving through a Web page Hyperlinks Internet Browsers Internet addresses (URLs) Communicating Using the Internet Searching the Web A Basic Search Searching with Google Evaluating Websites Commonly used Internet terms 3. Word Processor About a Word Processor Introduction to Microsoft Word Creating and Managing Files Editing and Formatting Text Formatting Pages and Printing a Document Creating Tables and adding graphics Working with Styles Working with Long Documents Creating Table of Contents, List of Tables and Figures and Page numbering. 4. Spread sheet About a Spread sheet Working with the Excel Interface Basic Workbook Skills Formatting a Worksheet Managing Worksheets Creating and Modifying Charts Using Formulas and Functions

4 Printing Worksheets Using the Help Function 5. Presentation (Graphics) Software Introduction to Microsoft PowerPoint Exploring the User Interface Creating, Saving and Closing Presentation Formatting a Presentation Inserting Images Viewing a Presentation in different ways Previewing and Printing a Presentation Essential tips for a successful Presentation 6. SPSS Statistics Introduction to SPSS Starting SPSS Statistics Introducing the SPSS Interface Entering and modifying Data Descriptive Statistics Data Manipulation Reports Charting your Data Mode of Assessment: Practical Exercises (*Assignments Inclusive): - 10% Mid-Trimester Examination - 15% End of Trimester Examination - 75%

5 UNIT 1: Introduction to Computers and Computing INTRODUCTION Definition: A Computer is an electronic device that can perform activities that involve Mathematical, Logical and graphical manipulations. Generally, the term is used to describe a collection of devices that function together as a system. It performs the following three operations in sequence. 1. It receives data & instructions from the input device. 2. Processes the data as per instructions. 3. Provides the result (output) in a desired form. Advantages of computers: High speed: Computers have the ability to perform routine tasks at a greater speed than human beings. They can perform millions of calculations in seconds. Accuracy: Computers are used to perform tasks in a way that ensures accuracy. Storage: Computers can store large amount of information. Any item of data or any instruction stored in the memory can be retrieved by the computer at lightning speeds. Automation: Computers can be instructed to perform complex tasks automatically (which increases the productivity). Diligence: Computers can perform the same task repeatedly & with the same accuracy without getting tired. Versatility: Computers are flexible to perform both simple and complex tasks. Cost effectiveness: Computers reduce the amount of paper work and human effort, thereby reducing costs. Limitations of computers: Computers need clear & complete instructions to perform a task accurately. If the instructions are not clear & complete, the computer will not produce the required result. Computers cannot think. Computers cannot learn by experience.

6 Generations of Computers Generation First Generation ( ) Second Generation ( ) Third Generation ( ) Fourth Generation ( ) Component used Vacuum tubes Transistors Integrated Circuits (IC) Very Large Scale Integrated Circuits (VLSI) Fifth Generation (1980 till today ) Ultra Scale Integrated Circuits (ULSI) Micro Processor (SILICON CHIP) Hardware and Software Hardware: Computers work through an interaction of hardware and software. Hardware refers to the parts of a computer that you can see and touch, including the case and everything inside it. The most important piece of hardware is a tiny rectangular chip inside your computer called the central processing unit (CPU), or microprocessor. It's the "brain" of your computer the part that translates instructions and performs calculations. Hardware items such as your monitor, keyboard, mouse, printer, and other components are often called hardware devices, or devices. Software: It refers to the instructions, or programs, that tell the hardware what to do. The most important software on the computer is the operating system, which controls and manages the hardware connected to your computer. The operating system provides an interface that helps you to interact with the computer. A word processing program that you can use to write letters on your computer is a type of software. The operating system (OS) is software that manages your computer and the devices connected to it. Two well-known operating systems are Windows and Macintosh operating system. There are three categories of software namely: Systems Software: These are programs that coordinate the activities and functions of the hardware and other programs. The system software acts as a mediator between application programs and the computer system s hardware, as well as between the PC and the user. The system software makes the physical machine do work. E.g. Operating Systems, translators etc. Utility Software: It is system software designed to help analyse, configure, optimize or maintain a computer. A single piece of utility software is usually called a utility or tool. Utility software usually focuses on how the computer infrastructure (including the computer hardware, operating system, and application software and data storage) operates. E.g. Anti-virus utilities, disk defragmenters, disk checkers, Data compression utilities etc. Application Software: is the software which allows users to do things like creating text documents, playing games, listening to music or viewing websites. They help users solve particular computing problems or allow a user to perform specific tasks on a computer. The application software makes the system software do work. Examples are,

7 Microsoft Office Adobe Photoshop Windows and other Media Player Web Browsers like Internet Explorer, Firefox, Chrome ANATOMY OF COMPUTERS The computer system consists of three units: 1. Input device 2. Central Processing Unit (CPU) 3. Output device Block diagram of a Computer: CENTRAL PROCESSING UNIT Memory Unit INPUT DEVICE ALU OUTPUT DEVICE Control Unit The various functions of these units can be summarized as: Unit Function 1. Input device: Reads information from input media and enters to the computer in a coded form 2. CPU a) Memory unit: Stores program and data b) Arithmetic Logic unit: Performs arithmetic and logical functions c) Control Unit : Interprets program instructions and controls the input and output devices 3. Output device: decodes information and presents it to the user MEMORY OF THE COMPUTER Memory or storage capacity is one of the important components of a computer. Any storage unit of a computer system is classified on the basis of the following criteria:

8 1. Access time: This is the time required to locate and retrieve stored data from the storage unit in response to program instructions. 2. Storage capacity: It is the amount of data that can be stored in the storage unit. 3. Cost per bit of storage. Units of memory: The computer stores a character in the storage cells with binary (0, 1) mechanism. Thus the basic unit of memory is a bit (binary digit 0, 1). To store a character, a computer requires 8 bits or 1 byte. This is called the word length of the storage unit. Hence the storage capacity of the computer is measured in the number of words it can store and is expressed in terms of bytes. The different units of measurement are 8 Bits = 1 Byte 210 (or) 1024 Bytes = 1 Kilo Byte (KB) 210 (or) 1024 KB = 1 Mega Byte (MB) 210 (or) 1024 MB = 1 Gega Byte (GB) Types of Memory: A computer memory is of two types; 1. Primary Memory (Internal Storage): Primary memory is also called internal memory and is an important part of a computer. It is the main area in a computer where the data is stored. The stored data can be recalled instantly and correctly whenever desired. This memory can be quickly accessed by the CPU for reading or storing information. Primary memory is further classified into two types: Random Access Memory (RAM) Read- Only Memory (ROM ) RAM: RAM is also known as read/write memory as information can be read from and written onto it. RAM is a place in a computer that holds instructions for the computer, its programs and the data. The CPU can directly access the data from RAM almost immediately. However, the storage of data and instructions in RAM is temporary, till the time the computer is running. It disappears from RAM as soon as the power to the computer is switched off i.e. it is volatile memory.

9 ROM: It is called Read-only memory as information can only be read from and not written or changed onto ROM. ROM is the built-in-memory of a computer. It stores some basic input output instructions put by the manufacturer to operate the computer. The storage of data and instructions in ROM is permanent. It does not depend on the power supply i.e. it is non-volatile memory. 2. Secondary Memory (External storage): The primary memory which is faster (and hence expensive) is generally not sufficient for large storage of data. As a result, additional memory, called the auxiliary or secondary memory is used. It is also referred as backup storage as it is used to store large volume of data on a permanent basis which can be transferred to the primary memory whenever required for processing. Data are stored in secondary storage in the same binary codes as in the main (primary memory) storage. Some of the devices of secondary storages are Floppy Disk, Hard Disk, CD-ROM, DVD and Flash drive. Information Processing Cycle This refers to the series of identifiable steps the computer goes through to accept and process data into information, store the information for future use, and/or share it with others. This process is divided into four (4) basic steps, which include; Input, Process, Output, Storage, and communication. Input: -This is any data or instruction you enter into a computer. This is done by means of input devices. The six commonly used input devices are, the keyboard, mouse, scanner, microphone, digital camera, and PC camera Process: - this is the interpretation and manipulation performed on data and instructions to produce a result (information). This task is performed by the Central Procession Unit (CPU). Output: - This is any data that has been processed into information. The output devices of the computer are responsible for this task, examples of which include; monitor, printer, and speakers. Storage: - This is an area in a computer that can hold data and information for future use. Examples of the commonly used storage devices include; Hard Disk drive (HDD), Compact disk (CD), DVD, Floppy Disk Drive, and Pen Drives. Data and Information Data All computer processing requires data, which is a collection of raw facts, figures and symbols given to the computer during the input phase. Example: Names of students and their marks in different subjects listed in random order. Information

10 Computers manipulate data to create information. Information is data that is processed and presented in an organized, meaningful manner for use. Example: When the names of students are arranged in alphabetical order, total and average marks are calculated & presented in a tabular form, it is information. During the output phase, the information that has been created is put into some form, such as a printed report. The information can also be put in computer storage for future use. Parts of a computer A computer is a system of many parts working together. The physical parts, which you can see and touch, are collectively called hardware. (Software, on the other hand, refers to the instructions, or programs, that tell the hardware what to do.) The illustration below shows the most common hardware in a desktop computer system. A laptop computer has similar parts but combines them into a single notebook-sized package. Desktop computer system System unit The system unit is the core of a computer system. Usually it's a rectangular box placed on or underneath your desk. Inside this box are many electronic components that process information. The most important of these components is the central processing unit (CPU), or microprocessor, which acts as the "brain" of your computer. Another component is random access memory (RAM), which temporarily stores information that the CPU uses while the computer is on. The information stored in RAM is erased when the computer is turned off. Almost every other part of your computer connects to the system unit using cables. The cables plug into specific ports (openings), typically on the back of the system unit. Hardware that is not part of the system unit is sometimes called a peripheral device or device.

11 System unit Storage Your computer has one or more disk drives devices that store information on a metal or plastic disk. The disk preserves the information even when your computer is turned off. Hard disk drive The computer's hard disk drive stores information on a hard disk, a rigid platter or stack of platters with a magnetic surface. Because hard disks can hold massive amounts of information, they usually serve as your computer's primary means of storage, holding almost all of your programs and files. The hard disk drive is normally located inside the system unit. Hard disk drive CD and DVD drives CD-ROM stands for Compact Disk Read Only Memory. It is used to store a wide variety of information. Its main advantage is that it is portable and can hold a large amount of data. The storage capacity of most CD-ROMs is approximately 650 MB or 700 MB. CD-ROMs have the following variations: a) CD-R (Compact disc Recordable): Data can be written onto it just once. The stored data can be read. Data once written onto it cannot be erased.

12 b) CD-RW (Compact disc Rewritable): It is also called erasable CD. Data once written onto it can be erased to write or record new information many times. To use a CD-ROM, a device called CD drive is needed. CD-ROM CD Drive DVD stands for Digital Versatile Disc. It is similar to a CD-ROM, except that it can store larger amounts of data. The storage capacity of a DVD is at least 4.7GB. DVDs that can store up to 17GBs are also available. Because of their capacity, DVDs are generally used to store a very large multimedia presentations and movies that combine high quality sound and graphics. Floppy disk drive Floppy disk drives store information on floppy disks, also called floppies or diskettes. Compared to CDs and DVDs, floppy disks can store only a small amount of data. They also retrieve information more slowly and are more prone to damage. For these reasons, floppy disk drives are less popular than they used to be, although some computers still include them. Floppy disk Why are floppy disks "floppy"? Even though the outside is made of hard plastic, that's just the sleeve. The disk inside is made of a thin, flexible vinyl material. Mouse It is a device that controls the movement of the cursor on a monitor. A mouse will have 2 buttons on its top. The left button is the most frequently used button. There will be a wheel between the left and right buttons. This wheel enables us to smoothly scroll through screens of information. As we move the mouse, the pointer on the monitor moves in the same direction. Optical mouse is another advanced pointing device that uses a light emitting component instead of the mouse ball. Mouse cannot be used for entering the data. It is only useful to select the options on the screen.

13 Mouse A mouse usually has two buttons: a primary button (usually the left button) and a secondary button. Many mice also have a wheel between the two buttons, which allows you to scroll smoothly through screens of information. When you move the mouse with your hand, a pointer on your screen moves in the same direction. (The pointer's appearance might change depending on where it's positioned on your screen.) When you want to select an item, you point to the item and then click (press and release) the primary button. Pointing and clicking with your mouse is the main way to interact with your computer. Keyboard The Key board is used for typing text into the computer. It is also known as standard Input device. A computer keyboard is similar to that of a type writer with additional keys. The most commonly available computer keyboard has 104 keys. There are different types of keys on the keyboard. The keys are categorized as: Alphanumeric keys, including letters & numbers. Punctuation keys, such as colon (:), semicolon (;) Question mark (?), Single & double quotes (, ) Special keys such as arrow keys, control keys, function keys (F1 to F12), HOME, END etc. Keyboard You can also use your keyboard to perform many of the same tasks you can perform with a mouse.

14 Monitor A monitor displays information in visual form, using text and graphics. The portion of the monitor that displays the information is called the screen. Like a television screen, a computer screen can show still or moving pictures. There are two basic types of monitors: CRT (cathode ray tube) monitors and LCD (liquid crystal display) monitors. Both types produce sharp images, but LCD monitors have the advantage of being much thinner and lighter. CRT monitors, however, are generally more affordable. LCD monitor (left); CRT monitor (right) Printer A printer transfers data from a computer onto paper. The two main types of printers are inkjet printers and laser printers. Inkjet printers are the most popular printers. They can print in black and white or in full colour and can produce high-quality photographs when used with special paper. Laser printers are faster and generally better able to handle heavy use. Inkjet printer (left); laser printer (right) Speakers Speakers are used to play sound. They may be built into the system unit or connected with cables. Speakers allow you to listen to music and hear sound effects from your computer.

15 Computer speakers Modem To connect your computer to the Internet, you need a modem. A modem is a device that sends and receives computer information over a telephone line or high-speed cable. Modems are sometimes built into the system unit, but higher-speed modems are usually separate components. Cable modem Types of computers Computers range in size and capability. Different types of computers are available in the market today. The most common computer is the Personal Computer (PC), typically used by individuals and small businesses. A personal computer is a computer that is designed for use by one person at a time. A personal computer is used in the workplace to create documents, manage business records, and communicate with others. It is used in schools to teach lessons, research over the Internet, and work on assignments. You can also use a personal computer to play games, view videos, and listen to music. Depending on the size and the purpose of a personal computer, it can be categorized into four different types: desktop, laptop, handheld, or tablet. You select a computer depending on the tasks that you want it to perform. For example, if you want to use the computer to edit photos or play complex games, you need a computer with a fast CPU and a good display adapter. Desktop computers Desktop computers are designed for use at a desk or table. They are typically larger and more powerful than other types of personal computers. Desktop computers are made up of separate components. The

16 main component, called the system unit, is usually a rectangular case that sits on or underneath a desk. Other components, such as the monitor, mouse, and keyboard, connect to the system unit. Desktop computer Laptop computers Laptop computers are lightweight mobile PCs with a thin screen. They are often called notebook computers because of their small size. Laptops can operate on batteries, so you can take them anywhere. Unlike desktops, laptops combine the CPU, screen, and keyboard in a single case. The screen folds down onto the keyboard when not in use. Laptop computer Handheld computers Handheld computers, also called personal digital assistants (PDAs), are battery-powered computers small enough to carry almost anywhere. Although not as powerful as desktops or laptops, handhelds are useful for scheduling appointments, storing addresses and phone numbers, and playing games. Some have more advanced capabilities, such as making telephone calls or accessing the Internet. Instead of keyboards, handhelds have touch screens that you use with your finger or a stylus (a pen-shaped pointing tool).

17 Handheld computer Tablet PCs Tablet PCs are mobile PCs that combine features of laptops and handhelds. Like laptops, they're powerful and have a built-in screen. Like handhelds, they allow you to write notes or draw pictures on the screen, usually with a tablet pen instead of a stylus. They can also convert your handwriting into typed text. Some Tablet PCs are convertibles with a screen that swivels and unfolds to reveal a keyboard underneath. Tablet PC The Role of Computers Computers play a major role in our daily lives. They are used in industries, schools, government offices, and shops. You can use computers to communicate with your family and friends, create a household budget, book travel and movie tickets, or manage your business. In business and industry, you use computers to maintain accounts, create personnel records, track inventory, prepare presentations and reports, manage projects, and communicate by . You can use computers to design any type of publication ranging from simple newsletters to fashion magazines, marketing materials, books, or newspapers. In the field of education, trainers can use computers to deliver training through audio-visual learning aids, maintain student records to track performance, search for information on different topics, and create or submit assignments. In government organizations, you use computers to organize information by storing and updating records. Computers are also used for providing services to citizens. For example, you can view information on current policies and government issues on a computer.

18 In the field of medicine, doctors use computers to review medical records of patients. Doctors also use computers to find information about the latest drugs available to treat a disease. Doctors can also use computer technology to discuss and share information about various diseases. You can use computers to view the details of your bank account. Traders use computer technology to get instant information on stock markets, to trade stocks, and to manage investments. Scientists use computers for scientific research, and to gather and analyse information. For example, they use computers to view images from space and to publish information on their recent research. You can also use computers to create drawings and paintings. Photographers use computers to edit and enhance pictures. Writers use computers to write content for their books and to also create illustrations. By using computers, writers can make changes in the content easily and save a lot of time. In the field of entertainment, you can use computers to listen to music, watch movies, store and print photographs, send greetings, and play games. Using the Computer To turn on a computer, press the power button on the system unit. When you turn on the computer, lights on the keyboard may blink briefly and you may also hear a beep. This is an indication that the power-on self-test (POST) has started. The computer performs a sequence of quick tests to check whether the motherboard, memory, hard drive, and other components are working. If you hear a series of beeps, the monitor may display a message indicating that a component is not functioning. For example, if the keyboard cable is not attached, an error message may report that there is no keyboard detected. After POST, the computer starts the operating system, and then displays the logon screen. You now log on to the Microsoft Windows 7 operating system. The operating system allows you to instruct the computer what to do after you have turned it on. The operating system controls the computer s hardware and also manages the computer s operations and tasks, such as logging on, logging off, and shutting down. For example, to log on to Windows 7, you need to type your user name and password. The settings for the user account are applied and you are now logged on to Windows 7. After you log on, you can perform various tasks, such as creating a new file or modifying an existing file.

19 After performing the required tasks, you need to save the changes you made to the file. You can then log off from Windows 7. To log off, you need to click Start, and then click Log Off. To securely turn off your computer, you must shutdown Windows 7. To do this, you need to click Start, and then, at the bottom of the Start menu, click the Shutdown button. If you encounter problems while using the computer, you can choose the Restart option to restart the computer. To do this, click Restart in the Shutdown Windows dialog box. On most computers, you should never use the actual power button on the front of the system unit to turn off the computer unless it stops responding. Using the Keyboard Whether you're writing a letter or entering numerical data, your keyboard is the main way to enter information into your computer. This article covers the basics of keyboard operation and gets you started with keyboard commands. Organisation of Keyboard Keys The keys on your keyboard can be divided into several groups based on function: Typing (alphanumeric) keys. These keys include the same letter, number, punctuation, and symbol keys found on a traditional typewriter. Control keys. These keys are used alone or in combination with other keys to perform certain actions. The most frequently used control keys are CTRL, ALT, the Windows logo key, and ESC. Function keys. The function keys are used to perform specific tasks. They are labelled as F1, F2, F3, and so on, up to F12. The functionality of these keys differs from program to program. Navigation keys. These keys are used for moving around in documents or webpages and editing text. They include the arrow keys, HOME, END, PAGE UP, PAGE DOWN, DELETE, and INSERT. Numeric keypad. The numeric keypad is handy for entering numbers quickly. The keys are grouped together in a block like a conventional calculator or adding machine. The following illustration shows how these keys are arranged on a typical keyboard. Your keyboard layout may differ.

20 How the keys are arranged on a keyboard Using keyboard shortcuts Keyboard shortcuts are ways to perform actions by using your keyboard. They're called shortcuts because they help you work faster. In fact, almost any action or command you can perform with a mouse can be performed faster using one or more keys on your keyboard. In Help topics, a plus sign (+) between two or more keys indicates that those keys should be pressed in combination. For example, CTRL+A means to press and hold CTRL and then press A. CTRL+SHIFT+A means to press and hold CTRL and SHIFT and then press A. Find program shortcuts You can do things in most programs by using the keyboard. To see which commands have keyboard shortcuts, open a menu. The shortcuts (if available) are shown next to the menu items. items Keyboard shortcuts appear next to menu

21 Useful shortcuts The following table lists some of the most useful keyboard shortcuts. Press this To do this Windows logo key Open the Start menu ALT+TAB Switch between open programs or windows ALT+F4 Close the active item, or exit the active program CTRL+S Save the current file or document (works in most programs) CTRL+C Copy the selected item CTRL+X Cut the selected item CTRL+V Paste the selected item CTRL+Z Undo an action CTRL+A Select all items in a document or window F1 Display Help for a program or Windows Windows logo key +F1 Display Windows Help and Support ESC Cancel the current task

22 Application key Open a menu of commands related to a selection in a program. Equivalent to right-clicking the selection. Using navigation keys The navigation keys allow you to move the cursor, move around in documents and webpages, and edit text. The following table lists some common functions of these keys. Press this To do this LEFT ARROW, RIGHT ARROW, UP ARROW, or DOWN ARROW Move the cursor or selection one space or line in the direction of the arrow, or scroll a webpage in the direction of the arrow HOME Move the cursor to the beginning of a line or move to the top of a webpage END Move the cursor to the end of a line or move to the bottom of a webpage CTRL+HOME Move to the top of a document CTRL+END Move to the bottom of a document PAGE UP Move the cursor or page up one screen PAGE DOWN Move the cursor or page down one screen DELETE Delete the character after the cursor, or the selected text; in Windows, delete the selected item and move it to the Recycle Bin INSERT Turn Insert mode off or on. When Insert mode is

23 on, text that you type is inserted at the cursor. When Insert mode is off, text that you type replaces existing characters. Using the numeric keypad The numeric keypad arranges the numerals 0 through 9, the arithmetic operators + (addition), - (subtraction), * (multiplication), and / (division), and the decimal point as they would appear on a calculator or adding machine. These characters are duplicated elsewhere on the keyboard, of course, but the keypad arrangement allows you to rapidly enter numerical data or mathematical operations with one hand. Numeric keypad To use the numeric keypad to enter numbers, press NUM LOCK. Most keyboards have a light that indicates whether NUM LOCK is on or off. When NUM LOCK is off, the numeric keypad functions as a second set of navigation keys (these functions are printed on the keys next to the numerals or symbols). You can use your numeric keypad to perform simple calculations with Calculator. Three odd keys So far, we've discussed almost every key you're likely to use. But for the truly inquisitive, let's explore the three most mysterious keys on the keyboard: PRINT SCREEN, SCROLL LOCK, and PAUSE/BREAK.

24 PRINT SCREEN (or PRT SCN) A long time ago, this key actually did what it says it sent the current screen of text to your printer. Nowadays, pressing PRINT SCREEN captures an image of your entire screen (a "screen shot") and copies it to the Clipboard in your computer's memory. From there you can paste it (CTRL+V) into Microsoft Paint or another program and, if you want, print it from that program. Tip Press ALT+PRINT SCREEN to capture an image of just the active window, instead of the entire screen. SCROLL LOCK (or SCR LK) In most programs, pressing SCROLL LOCK has no effect. In a few programs, pressing SCROLL LOCK changes the behaviour of the arrow keys and the PAGE UP and PAGE DOWN keys; pressing these keys causes the document to scroll without changing the position of the cursor or selection. Your keyboard might have a light indicating whether SCROLL LOCK is on. PAUSE/BREAK This key is rarely used. In some older programs, pressing this key pauses the program or, in combination with CTRL, stops it from running. Other keys Some modern keyboards come with "hot keys" or buttons that give you quick, one-press access to programs, files, or commands. Other models have volume controls, scroll wheels, zoom wheels, and other gadgets. For details about these features, check the information that came with your keyboard or computer, or go to the manufacturer's website. Tips for using your keyboard safely Using your keyboard properly can help avoid soreness or injury to your wrists, hands, and arms, particularly if you use your computer for long periods of time. Here are some tips to help you avoid problems: Place your keyboard at elbow level. Your upper arms should be relaxed at your sides. Center your keyboard in front of you. If your keyboard has a numeric keypad, you can use the spacebar as the centring point. Type with your hands and wrists floating above the keyboard, so that you can use your whole arm to reach for distant keys instead of stretching your fingers. Avoid resting your palms or wrists on any type of surface while typing. If your keyboard has a palm rest, use it only during breaks from typing.

25 While typing, use a light touch and keep your wrists straight. When you're not typing, relax your arms and hands. Take short breaks from computer use every 15 to 20 minutes. Using the Mouse Just as you would use your hands to interact with objects in the physical world, you can use your mouse to interact with items on your computer screen. You can move objects, open them, change them, throw them away, and perform other actions, all by pointing and clicking with your mouse. A mouse can therefore be defined as a small device that you can use to move, select, and open items displayed on your monitor. Basic parts A mouse typically has two buttons: a primary button (usually the left button) and a secondary button (usually the right button). The primary button is the one you will use most often. Most mice also include a scroll wheel between the buttons to help you scroll through documents and webpages more easily. On some mice, the scroll wheel can be pressed to act as a third button. Advanced mice might have additional buttons that can perform other functions. Parts of a mouse Holding and moving the mouse Place your mouse beside your keyboard on a clean, smooth surface, such as a mouse pad. Hold the mouse gently with your index finger resting on the primary button and your thumb resting on the side. To move the mouse, slide it slowly in any direction. Don't twist it keep the front of the mouse aimed away from you. As you move the mouse, a pointer (see picture) on your screen moves in the same direction. If you run out of room to move your mouse on your desk or mouse pad, just pick up the mouse and bring it back closer to you.

26 Hold the mouse lightly, keeping your wrist straight Pointing, clicking, and dragging Pointing to an item on the screen means moving your mouse so the pointer appears to be touching the item. When you point to something, a small box often appears that describes the item. For example, when you point to the Recycle Bin on the desktop, a box appears with this information: "Contains the files and folders that you have deleted." descriptive message about it Pointing to an object often reveals a The pointer can change depending on what you're pointing to. For example, when you point to a link in your web browser, the pointer changes from an arrow to a hand with a pointing finger. Most mouse actions combine pointing with pressing one of the mouse buttons. There are four basic ways to use your mouse buttons: clicking, double-clicking, right-clicking, and dragging. Clicking (single-clicking) To click an item, point to the item on the screen, and then press and release the primary button (usually the left button). Clicking is most often used to select (mark) an item or open a menu. This is sometimes called singleclicking or left-clicking. Double-clicking To double-click an item, point to the item on the screen, and then click twice quickly. If the two clicks are spaced too far apart, they might be interpreted as two individual clicks rather than as one double-click.

27 Double-clicking is most often used to open items on your desktop. For example, you can start a program or open a folder by double-clicking its icon on the desktop. Right-clicking To right-click an item, point to the item on the screen, and then press and release the secondary button (usually the right button). Right-clicking an item usually displays a list of things you can do with the item. For example, when you right-click the Recycle Bin on your desktop, Windows displays a menu allowing you to open it, empty it, delete it, or see its properties. If you're ever unsure of what to do with something, right-click it. commands Right-clicking the Recycle Bin opens a menu of related Dragging You can move items around your screen by dragging them. To drag an object, point to the object on the screen, press and hold the primary button, move the object to a new location, and then release the primary button. Dragging (sometimes called dragging and dropping) is most often used to move files and folders to a different location and to move windows and icons around on your screen. Using the scroll wheel If your mouse has a scroll wheel, you can use it to scroll through documents and webpages. To scroll down, roll the wheel backward (toward you). To scroll up, roll the wheel forward (away from you).

28 Unit 2: Introduction to the Internet What is the Internet? The Internet stands for INTERnational NETwork. It is simply millions of computers linked across the world by telecommunications - telephone lines, cables, satellites, optic fibres, etc. This means that countries with well-established communication systems are better able to take advantage of the Internet. The Internet was originally set up in the 1960s for use by the US Department of Defence to decentralize its network of computers. In the 1980s, universities began using the system for transmitting data and educational resources. Since the development of the World Wide Web in 1991, the use of the Internet has expanded rapidly. This has enabled the transfer of photos, videos and sound, as well as text and made it much easier to send information around the world. Types of Information you can access The Internet provides access to a wide variety of information contributed by people throughout the world. On the Internet, a user can access: Documents, such as business plans, fact sheets, supplier catalogues, legislation and statistics Electronic books, journals and newspapers for news and current awareness Databases, such as Telephone directories, Census data and commercial databases Software and multimedia resources such as films and music Social networking sites such as Facebook, Twitter, MySpace, YouTube Moving through a Web page Use the scrollbar on the right side of the web page to move down or up through the web page. Use the horizontal scrollbar on the bottom on the page, to move from side-to- side. Or you can use the vertical arrow keys, located on the computer keyboard, to move down or up through the web page.

29 Hyperlinks On an Internet page, images, words or anything else can be set as a link. Web links are also commonly known as hyperlinks. Hyperlinks are underlined or bordered words and graphics that have web addresses embedded in them. Hyperlinks are the basis of the Web s versatility. By clicking a hyperlink, you jump to a particular page in a web site, or to a different Web site altogether. By clicking on a hyperlink you are surfing the web. How do I know if I have found a hyperlink? Kingston Library Service Kingston Library Service non-hyperlink hyperlink Any time you see the mouse arrow pointer change to a pointing finger it signals a link (hyperlink) you can follow by clicking on it. When you click, the colour of the link changes Internet Browsers An Internet browser is a software program that you use to access the Internet and view web pages on your computer. It converts HTML (computer language) into text and graphics for you to view on the screen. Some common internet browsers include: Internet Explorer, Mozilla Firefox and Google Chrome. Internet Explorer Mozilla Firefox Google Chrome Browsers allow you to move back and forwards between web pages, store a list of your favorite sites, and refresh information on the screen. Internet addresses (URLs) An Internet address (sometimes called an URL or Universal Resource Locator or Web Address.) Every resource available via the World Wide Web has a unique address. When you are viewing a web page, the page's address appears in the Address field in the browser.

30 . Country code World Wide Web Domain name Domain type An Internet address typically starts with the www or http followed by the name of the organization, a domain name: a suffix which identifies the kind of organization it is, and a country code (US sites do not have country codes). Australia s country code is au. Some of the major domain type that you will encounter: Address Suffix Organization type.com /.co commercial.edu /.ac colleges and universities.net network providers.org non-government organizations.gov government.mil military STEPS TO ENTERING A WEBSITE ADDRESS (URL). 1. Click in the address bar. 2. Type the website address in. Addresses are not case sensitive. Parts of the address are separated by full stop or slashes, with no spaces. You do not have to type the text - this appears automatically. An address can be typed over by highlighting the text in the address bar. 3. Press the Enter button. Communicating Using the Internet The Internet offers a great alternative to conventional methods of communication. It allows us to communicate quickly and easily with friends and family from anywhere in the world. The most common and widely used method of communication using the Internet is . allows you to electronically send a letter directly to other people and organizations. To use you will need the following: 1. a web address for your service provider (e.g.

31 2. your unique ID and password (you get this when you set up an account your e- mail address to give to other people who wish to communicate with you. Your e- mail address will look similar to: Free web-based services: Name Website address Hotmail Google Mail Yahoo Mail Social networking sites They are websites that allow people to interact with other users. These websites are a virtual community for people interested in sharing information or just to "hang out" together. Two popular sites are and Blogs are websites that allow people to set up their own personal pages or blogs on the site, which act like personal diaries. Blogs may include descriptions of events and things along with materials such as photos or video. A poplar blogging site is Finding Information in the Internet The three basic mediums of access to information on the internet are; The Global Digital Library Search engine Portals Global Digital Library Internet provides a Global Digital Library Digital Library: This refers to a large storehouse of digital information is accessible through computers. Includes many forms of information: Text Graphics Conversations Sound Still and Moving pictures

32 Types of Internet Services The Internet contains many diverse services. These include the following; Transfers information Browses for information Searches for information Purchases goods Interacts with others Finding Information Amount of information on the Web is growing rapidly. Users do not know the URLs of all pages containing the information they are looking for. So, users are more likely to start from a URL and surf the web using its link graph. Two common types of link graph: High quality human maintained indices: e.g. portals Automatically generated indices: e.g. search engines Searching the Web There are several ways of getting to a web page: 1. Typing in the exact address 2. Searching for the web site or information, usually on a Search Engine 3. Surfing - clicking on hyperlinks and finding sites by chance. Search Engines and Search Directories Search Engines are computer programs (called robots or spiders) that constantly review information put on the Internet. There are many search engines, but probably the best known is Google: Search Engine Functionality An automated search service allows users to find information that resides on remote computers. Search engines basically perform the following tasks: gather information store it locally Automatically locate: Web pages associated with a particular company or individual Web pages that contains information about a particular product or brand Web pages that contain information about a particular topic

33 A Search Tool Can Help Recover From Loss Automated search tools help users recover quickly when the location of information is lost. How lost can occur; Suppose that just after discovering page, a thunderstorm interrupts power, use a search tool to find the page automatically Automatic Search Engine Automatic search engine: Produces a list of candidate pages that may contain information users want. A search server gathers information and stores it on a local disk; when responding to a user s request it does not need to search the entire Internet. consists of three components: web robot (also known as crawler or spider) indexing engine Query engine. Gathering information before use makes lookup fast, but information can become incorrect if changes occur. Web robot This is a program that; keeps a list of URLs usually obtained from the following sources: 1) manually added, 2) by scanning USENET news and mailing lists, and 3) by scanning through documents retrieved from the above URLs. Keeps the retrieved documents up to date. Traverses the URLs in the list on a regular basis, say once a week, and retrieves the documents for indexing. (periodically contacts all computers on the Internet to obtain a new list of available items) Indexing system The index engine performs the following tasks; Scan the documents for stop-words (words that are neutral to content indication such as `is', `the', `be' and `am'). Generate the indexes and store them in an index database.

34 Query engine looks for the keywords specified in the user queries in the index database Retrieves the associated documents in a ranked list. Examples: Google: AltaVista: Excite: Lycos: More info: Search Engine Showdown; provides organized comparison charts, reviews, strategies to searching among different search engines. String matching The simplest automated search mechanism is string matching. The user enters a topic, the search engine finds Web pages that contain that topic string. Advantage: Simplicity just type in the words. Disadvantages: Lack of semantics. The program does not understand the meaning of words or phrases. return too many low quality matches can be fooled by advertisers: Pornographic sites may provide false key words that will allow them to show up on unrelated searches Some search engines have been known to accept payment to give certain Web sites higher priorities. Lack of semantics A string matching program does not understand meaning of words or phrases i.e. will not report pages that contains synonyms or related terms A string matching program does not understand the meaning of the word not. The program match irrelevant sentences to request for information. E.g., This sentence does not contain any information about biology, money, or foods like butter and milk, and certainly is not about automobile pictures, airline fares, lawyer jokes, opera singers, or library books. The above sentence matches queries for automobile, airline, etc.; but is irrelevant to these topics

35 Advanced Search Multi-key search: - Allows users to enter two or more keywords in a search string E.g., 2-key search: car automobile This will find pages that mentioned either automobile or car Some services offer the opportunity to give more detailed specifications. E.g., words or phrases that must appear on a page Human Maintained Lists Portal is a Web site or service that offers a broad array of resources and services, such as , forums, search engines, and on-line shopping malls. The first Web portals were online services, such as AOL, that provided access to the Web. Today portals also offer a wide range of customization options and functionality including: customized news bookmark managers to save favourite web sites e.g. Yahoo: Portals can be differentiated as: 1. Horizontal portals are general interest portals. They cover a wide range of topics and features, such as Yahoo! or Lycos. They are combinations of internet access and access to a wide range of information, as with AOL, Excite@Home, 2. Vertical or niche portals or vortals are portals which focused on a given topical category, or catering to a given demographic (ethnic groups, age groups, and other groups which are perceived to form a community or market) E.g. ivillage (aimed at women); guru.com (for independent professionals); and Boatscape (for boat enthusiasts). More info: see portal FAQ Advantage: Cover popular topics effectively Disadvantage: Subjective, expensive to build and maintain slow to improve cannot cover all esoteric topic (knowledge that is specific to a restricted group of people)

36 Search Directories are selected lists of websites organised into broad categories. Yahoo Directory Google Directory A Basic Search All Search Engines provide an area on the screen where you can type in the word or words you wish to search for: 1. You send your request by typing in a word or group of words and pressing Enter. 2. After a few seconds, the Search Engine will return from its search and present you with a new screen known as the Results Screen. 3. The exact layout and format of the Results Screen will vary according to the Search Engine you used, but generally you will receive: The number of documents that 'matched' your query terms. A list of the first ten results (note: at the bottom of the screen you will find a button to take you to the next ten). A Name or Title, a brief description that helps you identify whether the reference found might contain the information you required. The web address of the file (URL). A file size, so you can tell how large the document is and how long it will take to load. Once you have read the list of references and found one that looks promising, click on the highlighted title and your Browser will retrieve that file for you from the Internet. When you have finished viewing the site, click the Back button on your Browser to return to the results list.

37 Searching with Google Type web address for Google in the Address bar. Address bar Type search Term(s) here. I m feeling lucky button: automatically takes you to a single website that Google thinks is the most relevant. Example of a results page after Google has been searched for the Melbourne Cricket Ground.

38 Evaluating Websites It is important to remember that anybody can publish information on the Internet. So, for example, if you conduct a search on whales, your results may include information published by a group of school children, university professors or a save the whales lobby group. You need to evaluate information you find on the internet. Some important aspects to consider in evaluating websites are: 1. Source: who is the author (individual or organization) responsible for the website or document? 2. Audience: who is the information aimed at? Commonly used Internet terms Bookmarks: A feature of the Web browser that allows an individual to store favourite URLs. Browser: The software required to access the hypertext links of Web pages. Microsoft Internet Explorer and Mozilla Firefox are the most widely-used browsers. Discussion List: Mailing Lists or Electronic Conferences operate through . You subscribe or sign up to specific subject discussion lists and regularly receive s any time someone sends a post or to the discussion list. Facebook A popular social networking website where you can add photos and information about yourself, send friends messages, and see what your friends are doing. Flickr An online photo management and sharing application. Allows you to store, sort, search and share photos and videos online. Home page: The first page or the main page of a website. Typically provides introductory information and serves as an table of contents to other information stored at the site. HTML or HyperText Markup Language. The language used to create web pages and which allows users to follow links between sites. HTTP or HyperText Transfer Protocol. A set of instructions defining how web pages are transferred between machines. ISP (Internet Service Provider) An organization providing access to the Internet on a fee for service basis. Customers are generally billed a fixed rate per month, but other charges may apply.

39 Microblog A short blog about one's daily adventures, which evolved into the extremely successful Twitter. Netiquette: A collection of good manners guidelines for network applications such as , telnet and newsgroups. Netiquette information can be found in most guides to the Internet as well as in the FAQs (Frequently Asked Questions) of most Newsgroups. Newsgroups: Similar to discussion lists except you are not required to subscribe to join in and they are often more fun than academic. Search Engines: An Internet tool, which searches web pages and other Internet resources for criteria, which you provide. Skype: Software that allows users to make voice calls over the Internet. Calls made within Skype setting are free of charge. Although skype also supports calls that connect to conventional telephones, there are charges for those calls. Social Networking- A Web site that provides a virtual community for people interested in a particular subject or just to "hang out" together. Members create their own online "profile" with biographical data, pictures, likes, dislikes and any other information they choose to post. They communicate with each other by voice, chat, instant message, videoconference and blogs. Spam (junk mail): Unsolicited sent indiscriminately to multiple individuals or mailing lists. The mails are often of a commercial nature. URL: Uniform Resource Locator. The addressing system used by the Internet so websites can be identified. It is like a house address. Virus: a harmful computer program that is downloaded from the internet which can infect a computer. Web browser: See Browser Software Web Site: A page containing information written in HTML, which may incorporate text, graphics and multimedia. Wiki: A wiki is a collaborative website that allows anybody to add to, or edit, the information on the site. YouTube : Watch video clips that others have added to the website. You add your own clips for others to view

40 Unit 3: Introduction to Word Processor [Microsoft Office Word 2010] About Word Processing A word processor is a type of computer program that is used to create a variety of documents, from simple letters to fully illustrated newsletters and fliers. Word Processing applications display text on a computer screen and allow users to easily add, remove, and change the style, size, and placement of text in a document without having to retype the entire document as they would with a typewriter. Microsoft Word is one of the most popular wordprocessing software applications in use today. Microsoft Office Suite Microsoft Office is a collection of different application programs that were originally designed to be used to perform many of the tasks that are completed every day in an office setting, but they can also be useful in your personal life as well. Microsoft Word is a word processing program that can be used to type documents, from simple letters to illustrated newsletters. Introduction Microsoft Word 2010 is a word-processing program that can be used to create professional looking documents such as reports, resumes, letters, memos, and newsletters. Word 2010 includes many powerful tools that can be used to easily format and edit documents as well as collaborate with others. In addition, Word 2010 includes many desktop publishing features that can be used to enhance the appearance of documents so that they are visually appealing and easy to read. Starting the Program The following steps are for starting Word 2010 using the computer. The steps for starting the program on other computers may vary. To start Word 2010: Click the Start button, click All Programs, click Microsoft Office, and select Microsoft Word The program window opens with a new blank document.

41 Exploring the User Interface The Word 2010 program window is easy to navigate and simple to use (see Figure 1 and Table 1 for the main elements of the program window). It is designed to help you quickly find the commands that you need to complete a task. Figure I Microsoft Word 2010 Program Window Table 1 -Word 2010 Program Window Elements Element Description Title bar Displays the name of the document and the program. Minimize, Restore Used to control the program window. Use the Minimize button to hide the Down/Maximize, and Close window. Use the Restore Down/Maximize button to adjust the size of the window. buttons Use the Close button to close the document or exit Word Quick Access toolbar Contains frequently used commands that are independent of the tab displayed on the Ribbon. Ribbon Contains all the commands related to managing documents and working with document content. Document window Displays the contents of the document. Insertion point Indicates where text or graphics will be inserted Navigation pane Enables you to search for specific text, move through the document by clicking headings, reorganize the content by dragging headings, or view thumbnail images of the document pages. Scroll bars Used to scroll through the document. Status bar Displays useful information about the document (e.g., number of pages, number of words) and provides access to certain program functions. View Shortcuts toolbar Used to display the document in a variety of views, each suited to a specific purpose. Zoom Level button and Used to change the magnification of the document. Zoom slider

42 The Ribbon Understanding the Ribbon is a great way to help understand the changes between Microsoft 2003 to Microsoft The ribbon holds all of the information in previous versions of Microsoft Office in a more visual stream line manner through a series of tabs that include an immense variety of program features. 1 HomeTab This is the most used tab; it incorporates all text formatting features such as font and paragraph changes. InsertTab This tab allows you to insert a variety of items into a document from pictures, clip art, tables and headers and footers. Page Layout Tab This tab has commands to adjust page elements such as margins, orientation, inserting columns, page backgrounds and themes.

43 Reference Tab This tab has commands to use when creating a Table of Contents and citation page for a paper. It provides you with many simple solutions to create these typically difficult to produce documents. 2 Mailing Tab This tab allows you to create documents to help when sending out mailings such as printing envelopes, labels and processing mail merges. Review Tab This tab allows you to make any changes to your document due to spelling and grammar issues. It also holds the track changes feature which provides people with the ability to make notes and changes to a document of another person. View Tab This tab allows you to change the view of your document to a different two page document or zoom.

44 Getting Started Now that you have an understanding of where things are located, let s look at the steps needed to create a document. Opening Outlook You may have a shortcut to Word on your desktop, if so double click the icon and Word will open. If not follow the steps below: 1. Click on the Start button 2. Highlight Programs 3. Highlight Microsoft Office 4. Click on Microsoft Word 2010 Create a New Document 1. Click the File tab and then click New. 2. Under Available Templates, click Blank Document. 3. Click Create. Using Templates Word 2010 allows you to apply built-in templates from a wide selection of popular Word templates, including resumes, agendas, business cards, and faxes. To find and apply a template in Word, do the following: 1. On the File tab, click New. 2. Under Available Templates, do one of the following: To use one of the built-in templates, click Sample Templates, click the template that you want, and then click Create. To reuse a template that you ve recently used, click Recent Templates, click the template that you want, and then click Create. To find a template on Office.com, under Office.com Templates, click the template category that you want, click the template that you want, and click Download to download the template from Office.com to your computer. 3. Once you have selected your template you can modify it in any way to create the document you want. NOTE: You can also search for templates on Office.com from within Word. In the Search Office.com for templates box, type one or more search terms, and then click the arrow button to search. Opening a document 1. Click the File tab, and then click Open. 2. In the left pane of the Open dialog box, click the drive or folder that contains the document. 3. In the right pane of the Open dialog box, open the folder that contains the document that you want. 4. Click the document and then click Open.

45 Cut, Copy and Paste If you would like to remove text from your document you can copy or cut the text from the document. Simply highlight the text and go to the Home tab in the Clipboard group and click Cut or Copy. You can also right click on your mouse and select Cut or Copy. Pasting Text If you Copy text, you typically need to Paste it somewhere. The Paste feature in 2010 is much more detailed than in previous versions of Word. When you paste content, the Paste Options button provides different options, depending on the source of the content. Keep Source Formatting: This option preserves the look of the original text. Keep Text Only: This option removes all the original formatting from the text. Link & Keep Source Formatting: This option preserves the look of the original text, and it maintains a link to the source file and updates the pasted text with any changes that are made to the source file. Link & Use Destination Styles: This option formats the text to match the style that s applied where the text is pasted. It also maintains a link to the source file and updates the pasted text with any changes that are made to the source file. Merge Formatting: This option changes the formatting so that it matches the text that surrounds it. Picture: This option inserts the text as an image. Use Destination Styles: This option formats the text to match the style that s applied where the text is pasted. Use Destination Theme: This option formats the text to match the theme that s applied to the document where the text is pasted. To Paste, click on the area you want your information to be inserted and either go to the Home tab in the Clipboard group and click Paste or right click on your mouse and select Paste. Undo The Quick Access Toolbar holds a variety of commands right at you finger tips. It is located in the top left of the document above the File and Home tab. You can add or remove command by clicking on the arrow to the right of the Quick Access Toolbar. If you make an error in your document click on the Undo command and it will remove the last thing you did. Show/Hide Formatting Marks The Show/Hide command allows you to see every time you hit the space bar, hit enter or tab. This feature can be quite useful when creating documents to understand where everything is placed within your document and see if any errors have been made. On the Home tab, in the Paragraph group, click Show/Hide.

46 Formatting Text Formatting a document can range from modifying text size to adding graphics. It is easy to add creative touches to any document with the options Microsoft Word has to offer. Modifying Fonts The Font Group allows you to change your text font style, size, color and many other elements. 1. Highlight the text you would like to modify. 2. Click on the drop down arrow of font style and font size and select the changes you would like to make. 3. While text is highlighted you can also click on the color, bold, italics or underline commands to modify the text even more. Change Text Case You can change the case of selected text in a document by clicking a single button called Change Case on the ribbon. 1. Highlight the text for which you want to change the case. 2. On the Home tab, in the Font group, click Change Case. 3. Choose an option from the dropdown list, which includes Sentence case, lowercase, UPPERCASE, Capitalize Each Word, and toggle case. Adding text effects 1. Select the text that you want to add an effect to. 2. On the Home tab, in the Font group, click Text Effect. 3. Click the effect that you want. For more choices, point to Outline, Shadow, Reflection, or Glow, and then click the effect that you want to add. Remove text effects 1. Select the text that you want to remove an effect from. 2. On the Home tab, in the Font group, click Clear Formatting

47 Format Painter The Format Painter feature allows you to quickly copy a format that you have applied to text already in your document. 1. Select the text or graphic that has the formatting that you want to copy. 2. On the Home tab, in the Clipboard group, single click Format Painter. The pointer will change to a paintbrush icon. 3. Bring your cursor to the text or graphic that you want to format and click on the text. 4. To stop formatting, press ESC or click on the Format Painter command again. NOTE: Double-click the Format Painter button if you want to change the format of multiple selections in your document. Clear Formatting To get rid of all the styles, text effects, and font formatting in your document, do the following: 1. Select the text that you want to clear the formatting from. Or press CTRL+A to select everything in the document. 2. On the Home tab, in the Font group, click Clear Formatting. NOTE: The Clear Formatting command will not remove highlighting from your text. To clear highlighting, select the highlighted text, and then click the arrow next to Text Highlight Color and click No Color. Formatting Documents Adjusting Line Spacing The default spacing is 1.15 line spacing and 10 points after each paragraph. The default spacing in Office Word 2003 documents is 1.0 between lines and no blank line between paragraphs. The easiest way to change the line spacing for an entire document is to highlight the paragraphs or entire document that you want to change the line spacing on. 1. On the Home tab, in the Paragraph group, click Line Spacing. 2. Do one of the following: Click the number of line spaces that you want. For example, click 1.0 to single-space with the spacing that is used in earlier versions of Word. Click 2.0 to double-space the selected paragraph. Click 1.15 to single-space with the spacing that is used in Word Click Remove Space Before Paragraph to remove any additional lines added after each paragraph as a default NOTE: If a line contains a large text character, graphic, or formula, Word increases the spacing for that line. To space all lines evenly within a paragraph, use exact spacing and specify an amount of space that is large enough to fit the largest character or graphic in the line. If items appear cut off, increase the amount of spacing. Page Orientation You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of your document. Change Page Orientation 1. On the Page Layout tab, in the Page Setup group, click Orientation.

48 2. Click Portrait or Landscape Different Page Orientations on Same Document 1. Highlight the pages or paragraphs that you want to change to portrait or landscape orientation. 2. On the Page Layout tab, in the Page Setup group, click Margins. 1. Click Custom Margins at the bottom of the drop down menu. 2. A Page Setup dialog box will appear. 3. On the Margins tab, click Portrait or Landscape. 4. In the Apply to list, click Selected text or This point forward. NOTE: If you select some but not all of the text on a page to change to portrait or landscape orientation, Word places the selected text on its own page, and the surrounding text on separate pages. Page Margins Page margins are the blank space around the edges of the page. In general, you insert text and graphics in the printable area inside the margins When you change a document s page margins, you change where text and graphics appear on each page. You can change the page margins either by choosing from one of Word s predefined settings in the Margins gallery or by creating custom margins. Setting Predefined Page Margins 1. On the Page Layout tab, in the Page Setup group, click Margins. The Margins gallery drop down menu will appear. 3. Click the margin type that you want to apply. 4. Create Custom Margins 1. On the Page Layout tab, in the Page Setup group, click Margins. 2. At the bottom of the Margins gallery drop down menu, click Custom Margins. 3. The Page Setup dialog box will appear. 4. Enter new values for the margins in all or some of the Top, Bottom, Left or Right text boxes. 5. Click OK

49 NOTE: Most printers require a minimum width for margin settings, because they can't print all the way to the edge of the page. If you try to set margins that are too narrow, Microsoft Word displays the message One or more margins are set outside the printable area of the page. Page Breaks Word automatically inserts a page break when you reach the end of a page. If you want the page to break in a different place, you can insert a manual page break. Inserting a Page Break 1. Click where you want to start a new page. 2. On the Insert tab, in the Pages group, click Page Break. NOTE: You can also insert breaks into your document by going to the Page Layout tab, Page Setup group and clicking on the Breaks command to view a variety of page and section breaks you can insert into your document. Deleting a Page Break You cannot delete the page breaks that Word inserts automatically; you can only delete a page break that you insert manually. 1. Go to the page break you would like to remove. 2. Select the page break by clicking in the margin next to the dotted line. 3. Press the DELETE key on your keyboard. Headers, Footers, and Page Numbers You can add headers, footers and page numbers numerous ways. The simplest way is to double click on the top or bottom of the page and the header and footer area will appear. Enter the text you wish to be displayed at the top or bottom of every page. Add Page Numbers If you want a page number on each page, you can quickly add a page number from the gallery. 1. On the Insert tab, in the Header & Footer group, click Page Number. 2. Click the page number location that you want. 3. In the gallery, scroll through the options, and then click the page number format that you want. 4. To return to the body of your document, click Close Header and Footer on the Design tab (under Header & Footer Tools).

50 Add Header or Footer 1. On the Insert tab, in the Header & Footer group, click Header or Footer. 2. Click the header or footer that you want to add to your document and your header or footer area will open. 3. Type text in the header or footer area. 4. To return to the body of your document, click Close Header and Footer on the Design tab (under Header & Footer Tools). Remove page numbers, headers, and footers 1. Click on the Header, Footer or Page Number Command. 2. A drop down menu will appear. 3. Click Remove at the bottom of the menu. Bulleted or Numbered List Bullets Command Numbering Command Insert Bulleted or Numbered List 1. Click on the area where you would like your list to appear or highlight the text you would 2. like to be in a list. 2. Go to the Home tab, in the Paragraph group, click Bullets or Numbering. 3. A bullet(s) or number(s) will be inserted. Select Bullets or Numbering Style 1. Select the items that you want to add bullets or numbering to. 2. On the Home tab, in the Paragraph group, click the arrow next to the Bullets or Numbering command. 3. Select the bullet or number format you would like to be inserted. Move a List Left or Right If you do not like the location of your bullets or numbers you can easily move them to a preferred location. 1. Click a bullet or number in the list to highlight the list. 2. Drag the list to a new location. The entire list moves as you drag. The numbering levels do not change. Document Ruler

51 You can use the horizontal and vertical rulers in Word to align text, graphics, tables, and other elements in your document. To view the horizontal ruler across the top of your Word document and the vertical ruler along the left edge of your document, you must be in Print Layout view. 1. To show or hide the horizontal and vertical rulers, click View Ruler at the top of the vertical scroll bar. Tab Stops Creating tab stops can be helpful when creating a large number of documents such as flyers, table of contents or even when creating a resume. They help you to display and line up information correctly. Setting Manual Tab Stops 1. Click the tab selector at the left end of the ruler until it displays the type of tab that you want. 2. Then click in the ruler at the top of your page, where you want to set the tab stop. The different types of tab stops found on the ruler are: A Left Tab stop sets the start position of text that will then run to the right as you type. A Center Tab stop sets the position of the middle of the text. The text centers on this position as you type. A Right Tab stop sets the right end of the text. As you type, the text moves to the left. A Decimal Tab stop aligns numbers around a decimal point. Independent of the number of digits, the decimal point will be in the same position. (You can align numbers around a decimal character only) A Bar Tab stop doesn't position text. It inserts a vertical bar at the tab position. NOTE: You can drag existing tab stops left or right along the ruler to a different position. Just Click and hold on the tab stop on the ruler then drag it to where ever you would like it to be. Setting Detailed Tab Stops If you want your tab stops at precise positions that you can't get by clicking the ruler, or if you want to insert a specific character (leader) before the tab, you can use the Tabs dialog box. 1. Click the Home tab, click the Paragraph Dialog Box Launcher 2. A Paragraph box will appear, click on the Tabs button at the bottom left of the dialog box. 3. A Tabs dialog box will appear. 4. Under Tab stop position area, type the location where you want to set the tab stop. Hit enter. 5. Under Alignment, click the type of tab stop that you want. See the table above for an explanation of the different types of tab stops. 6. To add dots with your tab stop, or to add another type of leader, click the option that you want under Leader. 7. Click Set. 8. Repeat steps 4-5 to add another tab stop, or click OK. 9. The Tabs dialog box will disappear and you should see your tabs set on the document ruler.

52 Clear Tab Stops You can clear tab stops in a variety of ways, the simplest is going to the ruler, click and hold on the tab stop and drag in down towards the document. The tab stop will disappear. To quickly clear multiple tab stops and start fresh: 1. Click the Home tab, click the Paragraph Dialog Box Launcher 2. A Paragraph box will appear, click on the Tabs button at the bottom left of the dialog box. 3. A Tabs dialog box will appear. 4. In the list under Tab stop position, click the tab stop position that you want to clear, and then click Clear. To remove the spacing from all manual tab stops, click Clear All. 5. Click OK. Working with Graphics Inserting Shapes You can add one shape to your file or combine multiple shapes to make a drawing or a more complex shape. Available shapes include lines, basic geometric shapes, arrows, equation shapes, flowchart shapes, stars, banners, and callouts. After you add one or more shapes, you can add text, bullets, numbering, and Quick Styles to them. 1. On the Insert tab, in the Illustrations group, click Shapes. 2. A drop down menu will appear, click the shape that you want. 3. Click anywhere in the document, and then drag to place the shape. Insert Text to Shapes Once you have added a shape, you may want to add text inside the shape. All you have to do is click on the inside of the shape and start typing. NOTE: The text that you add becomes part of the shape if you rotate or flip the shape, the text rotates or flips also. Format Shapes After you insert a shape a new tab called Drawing Tools Format will appear every time you click on the shape. 1. Click the shape that you want to apply a new or different Quick Style to. 2. Go to the Drawing Tools Format tab, in the Shape Styles group, click the style that you want to be applied. 3. To see more Quick Styles, click the More button. The Drawing Tools Format Tab also allows you to change the shape fill, outline, effects and select how the text in your document is wrapped around the shape.

53 Delete Shapes If you decide you no longer want the shape in your document then click on the shape and then press DELETE. Inserting Text Boxes A text box is an object that lets you put and type text anywhere in your file. 1. On the Insert tab, in the Text group, click Text Box and a drop down menu will appear. 2. Click on a text box template or click Draw Text Box at the bottom of the drop down menu to draw your own text box. 3. If you elect to draw your own text box you need to click in the document, and then drag to draw the text box the size that you want. 4. To add text to a text box, click inside the text box, and then type or paste text. To format text in the text box, select the text, and then use the formatting options in the Font group on the Home tab. To position the text box, click it, and then when the pointer becomes a, drag the text box to a new location. NOTE: If you have problems printing text boxes, make sure that the Print drawings created in Word check box is selected. To do this, click the File tab, click Options, click Display, and then under Printing Options, select the Print drawings created in Word check box. Deleting Text Boxes To remove a text box just click the border of the text box that you want to delete, and then press DELETE. Make sure that the pointer is not inside the text box, but rather on the border of the text box. If the pointer is not on the border, pressing DELETE will delete the text inside the text box and not the text box. WordArt WordArt can be used to add special text effects to your document. For example, you can stretch a title, skew text, make text fit a preset shape, or apply a gradient fill. This WordArt becomes an object that you can move or position in your document to add decoration or emphasis. You can modify or add to the text in an existing WordArt object whenever you want. To add WordArt to text in your document, complete the following steps: 1. On the Insert tab, in the Text group, click WordArt, 2. A Drop down menu will appear, click the WordArt style that you want. 3. A Text Box will appear with the words Enter your text here, Enter your text. Insert Picture/Clip Art Pictures and clip art can be inserted or copied into a document from many different sources, including downloaded from a clip art Web site provider, copied from a Web page, or inserted from a folder where you save pictures

54 Insert Clip Art 1. On the Insert tab, in the Illustrations group, click Clip Art. 2. A Clip Art task pane will appear on the right of your screen, in the Search for box, type a word or phrase that describes the clip art that you want. 3. Click Go. 4. In the list of results, double click on the clip art to insert it into your document. Insert Picture from Web 1. Open the document. 2. From the Web page, drag the picture that you want into the Word document. Insert Picture from File To insert a picture saved in your computer, insert it by following these steps. 1. Click where you want to insert the picture in your document. 2. On the Insert tab, in the Illustrations group, click Picture. 3. Locate the picture that you want to insert. For example, you might have a picture file located in My Documents. 4. Double-click the picture that you want to insert and it will appear in your document. NOTE: To resize a picture, select the picture you've inserted in the document. To increase or decrease the size in one or more directions, drag a sizing handle away from or toward the center, while you do one of the following Tables Using tables in Word can provide you with additional elements to any document. Tables can be used to create lists or format text in an organized fashion. Inserting a Table 1. Click where you want to insert a table. 2. On the Insert tab, in the Tables group, click Table 3. A drop down box will appear; click and hold your mouse then drag to select the number of rows and columns that you want inserted into your document. You will see your table appearing in your document as you drag on the grid. 4. Once you have highlighted the rows and columns you would like let go of your mouse and the table will be in your document Add Row/Column to Table 1. Click on the table. 2. Under Table Tools, go to the Layout tab 3. Click on the Insert Above or Insert Below to add a row, Click on Insert Left or Insert Right to insert a column. 3. Click on Delete to remove a column, row or cell. Delete a Table 1. Rest the pointer on the table until the table move handle appears, and then click the table move handle. 2. Press BACKSPACE on your keyboard.

55 Delete Table Contents. You can delete the contents of a cell, a row, a column, or the whole table. When you delete the contents of a table, the table's rows and columns remain in your document. 1. Select the contents that you want to clear by following the table below: TO SELECT DO THIS The entire table In Print Layout view, rest the pointer over the table until the table move handle appears, and then click the table move handle. A row or rows Click to the left of the row. A column or columns Click the column's top gridline or border. A cell Click the left edge of the cell.

56 2. Press DELETE. Create a table of contents or update a table of contents You create a table of contents by applying heading styles for example, Heading 1, Heading 2, and Heading 3 to the text that you want to include in the table of contents. Microsoft Word searches for those headings and then inserts the table of contents into your document. When you create a table of contents this way, you can automatically update it if you make changes in your document. Microsoft Word 2010 provides a gallery of automatic table of contents styles. Mark the table of contents entries, and then click the table of contents style that you want from the gallery of options. You can also create a custom table of contents with the options you choose and any custom styles that you've applied by using the Table of Contents dialog box. Or you can manually type a table of contents. Note This article explains how to add a table of contents. It does not cover tables of authorities or tables of figures. Type a table of contents manually You can type table of contents entries and use tabs to get the dotted lines, or dot leaders, between each entry and its page number. For a faster way to create a table of contents, see Create a table of contents automatically. 1. Type the first entry. 2. Press TAB and then type the page number for the first entry. 3. Select the tab stop character. Note If you can t see the tab stop character, click the Home tab, and then click Show/Hide in the Paragraph group. 4. On the Page Layout tab, click the Paragraph Dialog Box launcher. 5. Click Tabs. 6. Under Tab stop position, type where you want the page number to be. Note To view the ruler so that you can type the right-margin location, click the View Ruler button at the top of the vertical scrollbar. 7. Under Alignment, click Right. 8. Under Leader, click the option that you want, and then click OK. 9. Press ENTER, and then type your next entry. 10. Press TAB, and then type the page number for your second entry. 11. Repeat until your table of contents is complete.

57 Important If you make changes to headings or pages in your document, you need to update the table of contents manually. Create a table of contents automatically The easiest way to create a table of contents is to use the built-in heading styles. You can also create a table of contents that is based on the custom styles that you have applied. Or you can assign the table of contents levels to individual text entries. Mark entries by using built-in heading styles 1. Select the text that you want to appear in the table of contents. 2. On the Home tab, in the Styles group, click the style that you want. For example, if you selected text that you want to style as a main heading, click the style called Heading 1 in the Quick Style gallery. Notes If you don't see the style that you want, click the arrow to expand the Quick Style gallery. If the style that you want does not appear in the Quick Style gallery, press CTRL+SHIFT+S to open the Apply Styles task pane. Under Style Name, click the style that you want. Create a table of contents from the gallery After you mark the entries for your table of contents, you are ready to build it. 1. Click where you want to insert the table of contents, usually at the beginning of a document. 2. On the References tab, in the Table of Contents group, click Table of Contents, and then click the table of contents style that you want. Note If you want to specify more options for example, how many heading levels to show click Insert Table of Contents to open the Table of Contents dialog box. To find out more about the different options, see Format a table of contents.

58 Create a custom table of contents 1. On the References tab, in the Table of Contents group, click Table of Contents, and then click Insert Table of Contents. 1. In the Table of Contents dialog box, do any of the following: To change how many heading levels are displayed in the table of contents, enter the number that you want in the box next to Show levels, under General. To change the overall look of your table of contents, click a different format in the Formats list. You can see what your choice looks like in the Print Preview and Web Preview areas. To change the type of line that appears between the entry text and the page number, click an option in the Tab leader list. To change the way heading levels are displayed in the table of contents, click Modify. In the Style dialog box, click the level that you want to change, and then click Modify. In the Modify Style dialog box, you can change the font, the size, and the amount of indentation. 2. To use custom styles in the table of contents, click Options, and then do the following: 1. Under Available styles, find the style that you applied to the headings in your document. 2. Under TOC level, next to the style name, type a number from 1 to 9 to indicate the level that you want the heading style to represent. Note If you want to use only custom styles, delete the TOC level numbers for the built-in styles, such as Heading Repeat step 1 and step 2 for each heading style that you want to include in the table of contents. 4. Click OK. 3. Choose a table of contents to fit the document type: Printed document If you are creating a document that readers will read on a printed page, create a table of contents in which each entry lists both the heading and the page number where the heading appears. Readers can turn to the page that they want. Online document For a document that readers will read online in Word, you can format the entries in the table of contents as hyperlinks, so that readers can go to a heading by clicking its entry in the table of contents. Update the table of contents

59 If you added or removed headings or other table of contents entries in your document, you can quickly update the table of contents. 1. On the References tab, in the Table of Contents group, click Update Table. 1. Click Update page numbers only or Update entire table. Delete a table of contents 1. On the References tab, in the Table of Contents group, click Table of Contents. 2. Click Remove Table of Contents. Finalizing a Document Using the "Spell Check" Feature As you type your document, red wavy lines will appear under any word that is spelled incorrectly. The fastest way to fix spelling errors is to: 1. Put your cursor over the misspelled word and right click. 2. A drop down box will appear with correct spellings of the word. 3. Highlight and left click the word you want to replace the incorrect word with. To complete a more comprehensive Spelling and Grammar check, you can use the Spelling and Grammar feature. 1. Click on the Review tab 2. Click on the Spelling & Grammar command (a blue check mark with ABC above it). 3. A Spelling and Grammar box will appear. 4. You can correct any Spelling or Grammar issue within the box.