LECTURE 1 : INTRODUCTION TO COMPUTERS

1.1 Introduction to Computer

Computer is an advanced electronic device that takes raw data as input from the user
and processes it under the control of set of instructions (called program), gives the
result (output),and saves it for the future use.

This Computer Fundamentals tutorial covers a foundational understanding of

computerhardware, software, operating systems, peripherals etc.

These notes provide a general introduction to computers systems. A computer system

is madeup of both hardware and software. Software is another term for computer
program. Software controls the computer and makes it do useful work. Without
software a computer is useless. Hardware refers to the physical components that
make up a computer system. These include the computer's processor, memory,
monitor, keyboard, mouse, disk drive, printer and so on. In these notes we take a brief
look at the functions of the different hardware components. In addition we describe
the some of the essential software required for the operation of a computer system.

1.1.1 Functionalities of a computer

Any digital computer carries out five functions in gross terms:

 Takes data as input.

 Stores the data/instructions in its memory and use them when required.
 Processes the data and converts it into useful information.
 Generates the output
 Controls all the above four steps.

Definition

Computer is an electronic data processing device which

 accepts and stores data input,

 processes the data input, and
 generates the output in a required format.
1.1.3 Advantages

Following list demonstrates the advantages of computers in today's arena.

1) High Speed

 Computer is a very fast device.

 It is capable of performing calculation of very large amount of data.
 The computer has units of speed in microsecond, nanosecond, and
even thepicosecond.
 It can perform millions of calculations in a few seconds as compared to man
who will spend many months for doing the same task.

2)Accuracy

 In addition to being very fast, computers are very accurate.

 The calculations are 100% error free.
 Computers perform all jobs with 100% accuracy provided that correct input
has been given.

3)Storage Capability

 Memory is a very important characteristic of computers.

 A computer has much more storage capacity than human beings.
 It can store large amount of data.
 It can store any type of data such as images, videos, text, audio and many others.

4)Diligence

 Unlike human beings, a computer is free from monotony, tiredness and

lack ofconcentration.
 It can work continuously without any error and boredom.
 It can do repeated work with same speed and accuracy.

5)Versatility

 A computer is a very versatile machine.

 A computer is very flexible in performing the jobs to be done.
 This machine can be used to solve the problems related to various fields.
 At one instance, it may be solving a complex scientific problem and the
very next moment it may be playing a card game.

6)Reliability

 A computer is a reliable machine.

 Modern electronic components have long lives.
 Computers are designed to make maintenance easy.

7)Automation
  Computer is an automatic machine.
 Automation means ability to perform the given task automatically.
 Once a program is given to computer i.e., stored in computer memory, the
program and instruction can control the program execution without human
interaction.

8)Reduction in Paper Work

 The use of computers for data processing in an organization leads to

reduction inpaper work and results in speeding up a process.
 As data in electronic files can be retrieved as and when required, the
problem ofmaintenance of large number of paper files gets reduced.

9)Reduction in Cost

 Though the initial investment for installing a computer is high but it

substantiallyreduces the cost of each of its transaction.

1.1.4 Disadvantages

Following list demonstrates the disadvantages of computers in today's arena

1) No I.Q

 A computer is a machine that has no intelligence to perform any task.

 Each instruction has to be given to computer.
 A computer cannot take any decision on its own.

2) Dependency

 It functions as per a user’s instruction, so it is fully dependent on human being

3) Environment

 The operating environment of computer should be dust free and suitable.

4) No Feeling

 Computers have no feelings or emotions.

 It cannot make judgement based on feeling, taste, experience, and knowledge
unlike ahuman being.

1.1.5 Components of computer

All types of computers follow a same basic logical structure and perform the
following fivebasic operations for converting raw input data into information useful
to their users.
 Sr.No. Operation Description
1 Take Input The process of entering data and instructions into the computer
systemStore Data Saving data and instructions so that t
hey are available for
processing as and when required.
2 Processing Data Performing arithmetic, and logical operations on data in order to
convert them into useful information.
4 Output The process of producing useful information or results for
Informatio
n theuser, such as a printed report or visual display.
Control Directs the manner and sequence in which all of the
5 the
workflow aboveoperations are performed.

Input Unit

This unit contains

devices with the help
of which we enter data
into computer. This
unit makes link
between user and
computer. The input
devices translate the
information into the
form understandable
by computer.

CPU (Central Processing Unit)

CPU is considered as the brain of the computer. CPU performs all types of data
processingoperations. It stores data, intermediate results and instructions(program). It
controls the operation of all parts of computer.

CPU itself has following three components

 ALU(Arithmetic Logic Unit)

 Memory Unit
 Control Unit

Output Unit

Output unit consists of devices with the help of which we get the information from
computer.This unit is a link between computer and users. Output devices translate
the computer's output into the form understandable by users.
1.1.6 Types of Computer

Computers can be broadly classified by their speed and computing power.

Sr.No. Type Specifications

1 PC It is a single user computer system having moderately powerful
(Personal
Computer) microprocessor

2 WorkStation It is also a single user computer system which is similar to

personal computer but have more powerful microprocessor.
3 Mini Computer It is a multi-user computer system which is capable of
supporting hundreds of users simultaneously.
It is a multi-user computer system which is
4 capable of Main Frame supporting hundreds of users
simultaneously. Software
technology is different from minicomputer.
5 Supercomputer It is an extremely fast computer which can execute
hundreds ofmillions of instructions per second.

1) PC (Personal Computer)

A PC can be defined as a small, relatively inexpensive computer designed for an

individual user. PCs are based on the microprocessor technology that enables
manufacturers to put an entire CPU on one chip. Businesses use personal computers
for word processing, accounting, desktop publishing, and for running spreadsheet and
database management applications. At home, the most popular use for personal
computers is playing games and surfing Internet.

Although personal computers are designed as single-user systems, these systems are
normallylinked together to form a network. In terms of power, now-a-days High-end
models of the Macintosh and PC offer the same computing power and graphics
capability as low-end workstations by Sun Microsystems, Hewlett-Packard, and Dell.
2) Workstation

Workstation is a computer used for engineering applications (CAD/CAM),

desktop publishing, software development, and other such types of applications
which require amoderate amount of computing power and relatively high
quality graphics capabilities.

Workstations generally come with a large, high-resolution graphics screen, large

amount of RAM, inbuilt network support, and a graphical user interface. Most
workstations also have a mass storage device such as a disk drive, but a special type
of workstation, called a diskless workstation, comes without a disk drive.

Common operating systems for workstations are UNIX and Windows NT. Like PC,
Workstations are also single-user computers like PC but are typically linked together
to form a local-area network, although they can also be used as stand-alone systems.

3) Minicomputer

It is a midsize multi-processing system capable of supporting up to 250 users simultaneously.

4) Mainframe

Mainframe is very large in size and is an expensive computer capable of supporting

hundreds or even thousands of users simultaneously. Mainframe executes many
programs concurrently and supports many simultaneous execution of programs

5) Supercomputer

Supercomputers are one of the fastest computers currently available. Supercomputers

are very expensive and are employed for specialized applications that require
immense amount ofmathematical calculations (number crunching). For example,
weather forecasting, scientific simulations, (animated) graphics, fluid dynamic
calculations, nuclear energy research, electronic design, and analysis of geological
data (e.g. in petrochemical prospecting).
1.2 Computer System Hardware

Hardware represents the physical and tangible components of a computer i.e. the
components that can be seen and touched.

Examples of Hardware are following:

Input devices -- keyboard, mouse etc.

Output devices -- printer, monitor etc.

Secondary storage devices -- Hard disk, CD, DVD etc.

Internal components -- CPU, motherboard, RAM etc.

1.2.1 Relationship between Hardware and Software

 Hardware and software are mutually dependent on each other. Both of

them must work together to make a computer produce a useful output.
 Software cannot be utilized without supporting hardware.
 Hardware without set of programs to operate upon cannot be utilized and is useless.
 To get a particular job done on the computer, relevant software should be
loaded into the hardware
 Hardware is a one-time expense.
 Software development is very expensive and is a continuing expense.
 Different software applications can be loaded on a hardware to run different jobs.
 A software acts as an interface between the user and the hardware.
 If hardware is the 'heart' of a computer system, then software is its 'soul'.
Both are complimentary to each other.

1.3 Computer Memory

 Memory is used to store the information (programs and data) that the
computer is currently using. It is sometimes called main or primary memory.
One form of memoryis called
 RAM - random access memory. This means that any location in memory may
be accessed in the same amount of time as any other location. Memory access
means oneof two things, either the CPU is reading from a memory location or
the CPU is writing to a memory location. When the CPU reads from a
memory location, the contents of the memory location are copied to a CPU
register. When the CPU writes to a memory location, the CPU copies the
contents of a CPU register to the memory
 location, overwriting the previous contents of the location. The CPU cannot
carry out any other operations on memory locations.
 RAM is a form of short term or volatile memory. Information stored in short
term storage is lost when the computer is switched off (or when power fails
e.g. if you pull out the power lead!). There is therefore a requirement for
permanent or long term storage which is also referred to as secondary storage
or auxiliary storage. This role is fulfilled by disk and tape storage.

1.3.1 Random Access Memory (RAM)

RAM(Random Access Memory) is the internal memory of the CPU for storing data,
program and program result. It is read/write memory which stores data until the
machine is working. As soon as the machine is switched off, data is erased.

Access time in RAM is independent of the address that is, each storage location
inside the memory is as easy to reach as other locations and takes the same amount of
time. Data in theRAM can be accessed randomly but it is very expensive.

RAM is volatile, i.e. data stored in it is lost when we switch off the computer or if
there is apower failure. Hence a backup uninterruptible power system(UPS) is often
used with computers. RAM is small, both in terms of its physical size and in the
amount of data it can hold.

RAM is of two types

 Static RAM (SRAM)

 Dynamic RAM (DRAM)

1) Static RAM (SRAM)

The word static indicates that the memory retains its contents as long as power
is being supplied. However, data is lost when the power gets down due to
volatile nature. SRAM chips use a matrix of 6-transistors and no capacitors.
Transistors do not require power to prevent leakage, so SRAM need not have to
be refreshed on a regular basis.
 Because of the extra space in the matrix, SRAM uses more chips than DRAM for the
same amount of storage space, thus making the manufacturing costs higher. So
SRAM is used as cache memory and has very fast access.

Characteristic of the Static RAM

 It has long life

 There is no need to refresh
 Faster
 Used as cache memory
 Large size
 Expensive
 High power consumption

2) Dynamic RAM (DRAM)

DRAM, unlike SRAM, must be continually refreshed in order to maintain the data.
This is done by placing the memory on a refresh circuit that rewrites the data several
hundred timesper second. DRAM is used for most system memory because it is cheap
and small. All DRAMs are made up of memory cells which are composed of one
capacitor and one transistor.

Characteristics of the Dynamic RAM

 It has short data lifetime

 Need to be refreshed continuously
 Slower as compared to SRAM
 Used as RAM
 Lesser in size
 Less expensive
 Less power consumption

1.3.2 - Read Only Memory (ROM)

ROM stands for Read Only Memory. The memory from which we can only read but
cannot write on it. This type of memory is non-volatile. The information is stored
permanently in such memories during manufacture. A ROM, stores such instructions
that are required to start a computer. This operation is referred to as bootstrap. ROM
chips are not only used in the
computer but also in other electronic items like washing machine and microwave

oven.

Following are the various types of ROM

1) MROM (Masked ROM)

The very first ROMs were hard-wired devices that contained a pre-programmed set
of data or instructions. These kind of ROMs are known as masked ROMs which are
inexpensive.

2) PROM (Programmable Read only Memory)

PROM is read-only memory that can be modified only once by a user. The user buys
a blankPROM and enters the desired contents using a PROM program. Inside the
PROM chip there are small fuses which are burnt open during programming. It can
be programmed only once and is not erasable.

3) EPROM(Erasable and Programmable Read Only Memory)

The EPROM can be erased by exposing it to ultra-violet light for a duration of up to

40 minutes. Usually, an EPROM eraser achieves this function. During programming,
an electrical charge is trapped in an insulated gate region. The charge is retained for
more than ten years because the charge has no leakage path. For erasing this charge,
ultra-violet light is passed through a quartz crystal window(lid). This exposure to
ultra-violet light dissipates the charge. During normal use the quartz lid is sealed with
a sticker.

4) EEPROM(Electrically Erasable and Programmable Read Only Memory)

The EEPROM is programmed and erased electrically. It can be erased and

reprogrammed about ten thousand times. Both erasing and programming take about
4 to 10 ms (milli second). In EEPROM, any location can be selectively erased and
programmed. EEPROMs can be erased one byte at a time, rather than erasing the
entire chip. Hence, the process of re-programming is flexible but slow.
Advantages of ROM

The advantages of ROM are as follows:

 Non-volatile in nature
 These cannot be accidentally changed
 Cheaper than RAMs
 Easy to test
 More reliable than RAMs
 These are static and do not require refreshing
 Its contents are always known and can be verified

1.4 Input/Output Devices:

1.4.1 Input Devices

Following are few of the important input devices which are used in a computer:

 Keyboard
 Mouse
 Joy Stick
 Light pen
 Track Ball
 Scanner
 Graphic Tablet
 Microphone
 Magnetic Ink Card Reader(MICR)
 Optical Character Reader(OCR)
 Bar Code Reader
 Optical Mark Reader(OMR)

1) Keyboard

Keyboard is the most common and very popular input device which helps in inputting
data tothe computer. The layout of the keyboard is like that of traditional typewriter,
although there are some additional keys provided for performing additional functions.

Keyboards are of two sizes 84 keys or 101/102 keys, but now keyboards with 104
keys or108 keys are also available for Windows and Internet.
The keys on the keyboard are as follows:

Sr.No Keys Descriptio

n
These keys include the letter keys (A-Z) and digit keys (0-
1 Typing Keys
9)
which generally give same layout as that of typewriters.
It is used to enter numeric data or cursor movement.
Generally, it consists of a set of 17 keys that are laid
2 Numeric Keypad out in the same configuration used by most adding
machines and calculators.
The twelve function keys are present on the keyboard
3 Function Keys which are arranged in a row at the top of the keyboard.
Each function key has unique meaning and is used for
some
specific purpose.
These keys provide cursor and screen control. It
includes four directional arrow keys. Control keys also
4 Control keys
include Home, End, Insert, Delete, Page Up, Page
Down, Control(Ctrl),
Alternate(Alt), Escape(Esc).
Keyboard also contains some special purpose keys such
5 Special
as Enter, Shift, Caps Lock, Num Lock, Space bar, Tab,
PurposeKeys and Print Screen.

2) Mouse

Mouse is most popular pointing device. It is a very famous cursor-control device

having a small palm size box with a round ball at its base which senses the movement
of mouse and sends corresponding signals to CPU when the mouse buttons are
pressed.
 Generally it has two buttons called left and right button and a wheel is present
between the buttons. Mouse can be used to control the position of cursor on screen,
but it cannot be usedto enter text into the computer.

Advantages

 Easy to use
 Not very expensive
 Moves the cursor faster than the arrow keys of keyboard.

3) Joystick

Joystick is also a pointing device which is used to move cursor position on a monitor
screen. It is a stick having a spherical ball at its both lower and upper ends. The lower
spherical ball movesin a socket. The joystick can be moved in all four directions.

The function of joystick is similar to that of a mouse. It is mainly used in Computer

AidedDesigning(CAD) and playing computer games.
4) Light Pen

Light pen is a pointing device which is similar to a pen. It is used to select a

displayed menu item or draw pictures on the monitor screen. It consists of a
photocell and an optical system placed in a small tube. When the tip of a light pen is
moved over the monitor screen and pen button is pressed, its photocell sensing
element detects the screen location and sends the corresponding signal to the CPU.

5) Track Ball

Track ball is an input device that is mostly used in notebook or laptop computer,
instead of amouse. This is a ball which is half inserted and by moving fingers on ball,
pointer can be moved. Since the whole device is not moved, a track ball requires less
space than a mouse. A track ball comes in various shapes like a ball, a button and a
square.

6) Scanner

Scanner is an input device which works more like a photocopy machine. It is used
when some information is available on a paper and it is to be transferred to the hard
disc of the computer for further manipulation. Scanner captures images from the
source which are then converted into the digital form that can be stored on the disc.
These images can be edited before they are printed.
7) Digitizer

Digitizer is an input device which converts analog information into digital form.
Digitizer can convert a signal from the television or camera into a series of numbers
that could be stored in a computer. They can be used by the computer to create a
picture of whatever the camera had been pointed at. Digitizer is also known as Tablet
or Graphics Tablet because it converts graphics and pictorial data into binary inputs.
A graphic tablet as digitizer is used for doing fine works of drawing and image
manipulation applications.

8) Microphone

Microphone is an input device to input sound that is then stored in digital form. The
microphone is used for various applications like adding sound to a multimedia
presentation or for mixing music.
9) Magnetic Ink Card Reader(MICR)

MICR input device is generally used in banks because of a large number of cheques
to be processed every day. The bank's code number and cheque number are printed
on the cheques with a special type of ink that contains particles of magnetic material
that are machine readable. This reading process is called Magnetic Ink Character
Recognition (MICR). The main advantages of MICR is that it is fast and less error
prone.

Optical Character Reader(OCR)

OCR is an input device used to read a printed text. OCR scans text optically
character bycharacter, converts them into a machine readable code and stores the
text on the system memory.
10) Bar Code Readers

Bar Code Reader is a device used for reading bar coded data (data in form of light
and dark lines). Bar coded data is generally used in labelling goods, numbering the
books etc. It may be a hand held scanner or may be embedded in a stationary scanner.
Bar Code Reader scans a bar code image, converts it into an alphanumeric value
which is then fed to the computer to which bar code reader is connected.

1.4.2 Output Devices

Following are few of the important output devices which are used in a computer.

 Monitors
 Graphic Plotter
 Printer

1.4.3 Monitors
Monitors, commonly called as Visual Display Unit (VDU), are the main output
device of acomputer. It forms images from tiny dots, called pixels that are arranged
in a rectangular form. The sharpness of the image depends upon the number of
pixels.

There are two kinds of viewing screen used for monitors.

 Cathode-Ray Tube (CRT)

 Flat- Panel Display

1) Cathode-Ray Tube (CRT) Monitor

The CRT display is made up of small picture elements called pixels. The smaller the
pixels, the better the image clarity, or resolution. It takes more than one illuminated
pixel to form whole character, such as the letter ‘e’ in the word help.

A finite number of characters can be displayed on a screen at once. The screen can be
divided into a series of character boxes - fixed location on the screen where a standard
character can be placed. Most screens are capable of displaying 80 characters of data
horizontally and 25 lines vertically. There are some disadvantages of CRT:

 Large in Size
 High power consumption

2) Flat-Panel Display Monitor

The flat-panel display refers to a class of video devices that have reduced volume,
weight and power requirement in comparison to the CRT. You can hang them on
walls or wear them on your wrists. Current uses of flat-panel displays include
calculators, video games, monitors, laptop computer, graphics display.

The flat-panel display is divided into two categories:

  Emissive Displays - The emissive displays are devices that convert electrical
energyinto light. Example are plasma panel and LED(Light-Emitting
Diodes).
 Non-Emissive Displays - The Non-emissive displays use optical effects to
convertsunlight or light from some other source into graphics patterns.
Example is LCD(Liquid-Crystal Device)

1.4.4 Printers

Printer is an output device, which is used to print information on

paper. There are two types of printers:

 Impact Printers
 Non-Impact Printers

A) Impact Printers

The impact printers print the characters by striking them on the ribbon which is then
pressedon the paper.

Characteristics of Impact Printers are the following:

 Very low consumable costs

 Very noisy
 Useful for bulk printing due to low cost
 There is physical contact with the paper to produce an image
 These printers are of two types

 Character printers
 Line printers

Character Printers

Character printers are the printers which print one character at a

time.These are further divided into two types:

 Dot Matrix Printer(DMP)

 Daisy Wheel

1) Dot Matrix Printer

In the market one of the most popular printers is Dot Matrix Printer. These printers
are popular because of their ease of printing and economical price. Each character
printed is in form of pattern of dots and head consists of a Matrix of Pins of size
(5*7, 7*9, 9*7 or 9*9) which come out to form a character that is why it is called
Dot Matrix Printer.

Advantages

 Inexpensive
 Widely Used
 Other language characters can be printed

Disadvantages

 Slow Speed
 Poor Quality
 2) Daisy Wheel

Head is lying on a wheel and pins corresponding to characters are like petals of Daisy
(flower name) that is why it is called Daisy Wheel Printer. These printers are generally
used for
word-processing in offices which require a few letters to be sent here and there with
very nicequality.

Advantages

 More reliable than DMP

 Better quality
 The fonts of character can be easily changed

Disadvantages

 Slower than DMP

 Noisy
 More expensive than DMP

3) Line Printers

Line printers are the printers which print one line at a time.
 These are of further two types

 Drum Printer
 Chain Printer

4) Drum Printer

This printer is like a drum in shape so it is called drum printer. The surface of drum is
divided into number of tracks. Total tracks are equal to size of paper i.e. for a paper
width of 132 characters, drum will have 132 tracks. A character set is embossed on
track. The different character sets available in the market are 48 character set, 64 and
96 characters set. One rotation of drum prints one line. Drum printers are fast in speed
and can print 300 to 2000 lines per minute.

Advantages

 Very high speed

Disadvantages

 Very expensive
 Characters fonts cannot be changed

5) Chain Printer

In this printer, chain of character sets are used so it is called Chain Printer. A standard
character set may have 48, 64, or 96 characters.

Advantages

 Character fonts can easily be changed.

 Different languages can be used with the same printer.

Disadvantages

 Noisy

B) Non-impact Printers

Non-impact printers print the characters without using ribbon. These printers print a
completepage at a time so they are also called as Page Printers.

These printers are of two types

 Laser Printers
 Inkjet Printers

Characteristics of Non-impact Printers

  Faster than impact printers.
 They are not noisy.
 High quality.
 Support many fonts and different character size.

1) Laser Printers

These are non-impact page printers. They use laser lights to produce the dots needed
to form the characters to be printed on a page.

Advantages

 Very high speed

 Very high quality output
 Give good graphics quality
 Support many fonts and different character size

Disadvantages

 Expensive.
 Cannot be used to produce multiple copies of a document in a single printing.

2) Inkjet Printers

Inkjet printers are non-impact character printers based on a relatively new

technology. Theyprint characters by spraying small drops of ink onto paper. Inkjet
printers produce high quality output with presentable features.
 They make less noise because no hammering is done and these have many styles of
printing modes available. Colour printing is also possible. Some models of Inkjet
printers can produce multiple copies of printing also.

Advantages

 High quality printing

 More reliable

Disadvantages

 Expensive as cost per page is high

 Slow as compared to laser printer

1.5 Interaction between User and Computer

Human–computer interaction (HCI) involves the study, planning, design and

uses of theinterfaces between people (users) and computers.

HCI (human-computer interaction) is the study of how people interact with computers
and to what extent computers are or are not developed for successful interaction with
human beings.

HCI is a very broad discipline that encompasses different specialties with different
concerns regarding computer development: computer science is concerned with the
application design and engineering of the human interfaces; sociology and
anthropology are concerned with the interactions between technology, work and
organization and the way that human systems and technical systems mutually adapt to
each other; ergonomics is concerned with the safety of computer systems and the safe
limits of human cognition and sensation; psychology is concerned with the cognitive
processes of humans and the behavior of users; linguistics is concerned with the
development of human and machine languages and the relationship between the two.
1.6 Introduction to free and open source software

Open Source Software:

Software for which:
The source code is available to the end-user;
The source code can be modified by the end-
user;There are no restrictions on
redistribution or use;
The licensing conditions are usually intended to facilitate continued re-use
and wide availability of the software, in both commercial and non-
commercial contexts;
The cost of acquisition to the end-user is often minimal.
1. Application Of Computers In Various Fields
Business
A computer has high speed of calculation,
diligence, accuracy, reliability, or versatility which
has made it an integrated part in all business
organizations.
Computer is used in business organizations for:
 Payroll calculations
 Budgeting
 Sales analysis
 Financial forecasting
 Managing employee database
 Maintenance of stocks, etc.

Banking
Today, banking is almost totally dependent
oncomputers.
Banks provide the following facilities:
 Online accounting facility, which includes
checking current balance, making deposits
andoverdrafts, checking interest charges,
shares, and trustee records.

 ATM machines which are completely

automated are making it even easier for
customers to deal with banks.
Insurance
Insurance companies are keeping all records up- to-
date with the help of computers. Insurance
companies, finance houses, and stock broking firms
are widely using computers for their concerns.
Insurance companies are maintaining a database of
all clients with information showing:
 Procedure to continue with policies
 Starting date of the policies
 Next due installment of a policy
 Maturity date
 Interests due
 Survival benefits
 Bonus
 Education
The computer helps in providing a lot of facilities in the education system.
 The computer provides a tool in the education system known as CBE (Computer Based Education).

 CBE involves control, delivery, and

evaluation of learning.

 Computer education is rapidly increasing the

graph of number of computerstudents.

 There are a number of methods in which

educational institutions can use a computer
to educate the students.

 It is used to prepare a database about

performance of a student and analysis is carried out on this basis.

Marketing
In marketing, uses of the computer are following:
 Advertising - With computers, advertising
professionals create art and graphics, write
and revise copy, and print and disseminate
ads with the goal of selling more products.

 Home Shopping - Home shopping has been

made possible through the use of
computerized catalogues that provide access
to product information and permit direct
entry of orders to be filled by the customers.

Healthcare
Computers have become an important part in hospitals, labs, and dispensaries. They are being
used in hospitals to keep the record of patients and medicines. It is also used in scanning and
diagnosing different diseases. ECG, EEG, ultrasounds and CT scans, etc. are also done by
computerized machines.

Following are some major fields of health care in which computers are used.
 Diagnostic System - Computers are used to collect data and identify the cause of illness.

 Lab-diagnostic System - All tests can be

done and the reports are prepared by
computer.

 Patient Monitoring System - These are

used to check the patient's signs for
 abnormality such as in Cardiac Arrest, ECG,
etc.

 Pharma Information System

- Computer is used to check drug labels, expiry
dates,harmful side effects, etc.

Surgery - Nowadays, computers are also used in performing surgery.

Engineering Design
Computers are widely used for Engineering purpose.
One of the major areas is CAD (Computer Aided Design) that provides creation and modification
of images. Some of the fields are:
Structural Engineering - Requires stress
andstrain analysis for design of ships,
buildings, budgets, airplanes, etc.

Industrial Engineering - Computers

deal with design, implementation, and
improvement of integrated systems of
people, materials, and equipment.

Architectural Engineering - Computers

help inplanning towns, designing buildings,
determining a range of buildings on a site
using both 2D and 3D drawings.

Military
Computers are largely used in defence. Modern
tanks, missiles, weapons, etc. Military also employs
computerized control systems. Some military areas
where a computer has been used are:
Missile Control
Military Communication
Military Operation and Planning
Smart Weapons

Communication
Communication is a way to convey a message, an
idea, a picture, or speech that is received and
understood clearlyand correctly by the person
for whom it is meant. Some main areas in this
categoryare:
E-mail
Chatting
 Usenet
FTP
Telnet
Video-conferencing
Government
Computers play an important role in government services.
Some major fields in thiscategory are:
Budgets
Sales tax department
Income tax department
Computation of male/female ratio
Computerization of voters lists
Computerization of PAN card
Weather forecasting

LECTURE 2: INTRODUCTION TO COMPUTER APPLICATIONS

Lecture Outline
2.1 Introduction
2.2 Objectives
2.3 Definition of terms
2.4 Introduction to Operating Systems
2.4.1 Definition
2.4.2 Functions of operating systems
2.4.3 Booting and shutting down a computer
2.4.4 Keyboard and mouse layout
2.4.5 Windows Operating System
2.4.6 Desktop and window elements
2.4.7 Files and Folders Management
2.5 Introduction to Word Processing
2.5.1 Definition of terms
2.5.2 Examples of electronic word processors
2.5.3 Advantages of electronic word processors
2.5.4 Introduction to Microsoft Word 2010
2.5.4.1 What is new in Microsoft Word 2010
2.5.4.2 Starting Microsoft word 2010
2.5.4.3 Microsoft Word 2010 Screen Features
2.5.4.4 Features of the Microsoft Word 2010
2.5.4.5 Creating a new document
2.5.4.6 Saving a new document
2.5.4.7 Closing and exiting open document
2.5.4.8 Retrieving an existing document
2.5.4.9 Document views
2.5.4.10 Editing a document
2.5.4.11 Formatting a document
2.5.4.12 Page formatting

Page 2 of 117
2.5.4.13 Microsoft Word tables
2.5.4.14 Working with Pictures, symbols, equations and Objects in Microsoft Word 2010
2.5.4.15 Mail merge
2.5.4.16 Protecting a document using passwords
2.5.4.17 Printing a document
2.5.4.18 Application of Electronic Word Processors in Education
2.6 Introduction to Spreadsheets
2.6.1 Definition of terms
2.6.2 Introduction to Microsoft Excel 2010
2.6.2.1 Creating a Workbook
2.6.2.2 Editing a Workbook/Worksheet
2.6.2.3 Formatting a Workbook/Worksheet
2.6.2.4 Performing Calculations using formulae and functions
2.6.2.5 Data Management
2.6.2.6 Charting
2.6.2.7 Protecting a workbook and a worksheet using passwords
2.6.2.8 Workbook and worksheet printing
2.6.3 Application of Electronic Spreadsheets in Education
2.7 Database Management System
2.7.1 Introduction to database systems
2.7.1.1 Definition of terms
2.7.1.2 Components of a database
2.7.1.3 Database user
2.7.1.4 Data and database administration
2.7.1.5 Advantages and disadvantages of a database
2.7.2 Microsoft Access Database
2.7.2.1 Creating a new database
2.7.2.2 Creating tables
2.7.2.3 Creating relationships
2.7.2.4 Creating data entry forms

Page 3 of 117
2.7.2.5 Creating queries
2.7.2.6 Creating reports
2.7.3 Database application in education
2.8 Introduction Presentation Software
2.8.1 Presentation software applications
2.8.2 Advantages of electronic presentation software
2.8.3 Microsoft PowerPoint
2.8.3.1 Creating a presentation
2.8.3.2 Working with text
2.8.3.3 Slide master
2.8.3.4 Slide backgrounds
2.8.3.5 Animations
2.8.3.6 Views
2.8.3.7 Running a presentation
2.8.4 Application of presentation software in education
2.9 Internet and email
2.9.1 Definition of terms
2.9.2 Introduction to communication and computer networks
2.9.3 Classification of computer networks according to geographical coverage
2.9.4 The Internet
2.9.4.1 Definition
2.9.4.2 Administration of Internet - Who owns Internet?
2.9.4.3 Internet Connectivity
2.9.4.4 Internet Connection Types
2.9.4.5 Internet Services
2.9.4.6 Benefits of Internet in Education
2.9.4.7 The World Wide Web (WWW)
2.9.4.8 Structure of URL Address
2.9.4.9 Accessing the Internet
2.9.4.10 Loading IE Browser Window

Page 4 of 117
2.9.4.11 2Loading a Website Using the URL Address
2.9.4.12 2Using Hyperlinks While Browsing/Surfing
2.9.4.13 Using Search Engines to Search for Information from the Web/Net
2.9.4.14 Search Tips
2.9.4.15 Downloading/Saving Web Contents
2.9.4.16 Printing Web contents
2.9.5 Electronic Mail (email)
2.9.5.1 E-mail Address
2.9.5.2 LOG ON/SIGN IN
2.9.5.3 Composing and Sending Email
2.9.5.4 File Attachment
2.9.5.5 Receiving/Replying/Forwarding Mail
2.9.5.6 Saving an E-mail
2.9.5.7 Deleting and Spamming mails
2.9.5.8 Printing Mails
2.9.5.9 Sign Out/Log Off

Page 5 of 117
2.1 Introduction

This lecture prepares the learner to appreciate various computer applications and acquire skills
for manipulating data using electronic word processors, spreadsheet, and databases. The learner
is introduced to creating, manipulating and giving presentations using presentation software.
Internet and email is also covered in this lecture to enable the learner use the web as a tool for
research and communication.

2.2 Lecture objectives

By the end of this lecture, the learner will be able to:

 Appreciate various computer applications

 Create, edit, format and print documents using and Electronic Word
Processor

 Create, edit, format, manipulate and present data using an electronic

Spreadsheet

 Design database and manipulate records using a Database

Management System

 Create, edit, format and manipulate presentation using a Presentation

Software

 Use Internet and email as research and communication tools

Page 6 of 117
2.3 Definitions
 Computer – refers to an electronic device capable of accepting data as input and processes
it under the influence of a set of instructions referred to as software/programs to produce
information as output.
 Data - refers the raw facts fed into the computer for processing. Data does not have any
meaning to the user e.g. raw students marks fed into the computers.
 Information – refers to the already processed data summarized in the form that the user
wants. Information makes sense to the user e.g. computed average marks.
 Computer system – combination of different components or elements of the computer
which each performs its own tasks but work together to process data into information.

2.4.2 Operating Systems

An operating system refers to the computer software that provides the interface between the
hardware, the user and the application software. Application software like word, access, excel,
PowerPoint run on top of operating systems. The functions of the operating system are;
a) Job scheduling – includes preparing, scheduling and monitoring jobs for continuous
processing by the computer.
b) Resource control – includes controlling the use of computer resources by other system
software and application programs being executed.
c) Input/output handling – it controls the allocation of i/o devices and resolves an conflicts that
may occur if more than one application program or users request the same device at the same
time.
d) Memory management –it determines how much memory is allocated to user programs.
e) Error handling – it deals with errors which are produced during program execution and keep
the computer running when errors do occur.
 Example of operating system:
� Ms DOS, - Microsoft
� Windows - Microsoft
� UNIX
� Linux – open source

Page 7 of 117
 � Solaries – Sun Systems
� Mac OSX - apple

2.4.3 Windows Operating System tutorials

 In this section, learners are taken through step by step windows 7 tutorials.
1. To put on a computer simple press switch on button
2. To shut down a computer Start or click Microsoft symbol on bottom left shut
down
3. To restart a computer Start or click Microsoft symbol on bottom left restart
4. To logout from a computer Start or click Microsoft symbol on bottom left logoff
5. To lock a computer Start or click Microsoft symbol on bottom left lock
6. To switch users Start or click Microsoft symbol on bottom left switch user

Figure 2-1: Microsoft Windows 7 Start up Menu

2.4.3.1 Desktop and window elements

1. Desktop is the default screen that is displayed when computer loads

Page 8 of 117
 Figure 2-2: Microsoft Windows 7 Desktop
2. To customize desktop so as to add more features right click choose properties on the
short cut menu personalize

Figure 2-3: Customizing Windows 7 Desktop

3. To change desktop icons personalize change desktop icons

Page 9 of 117
 Figure 2-4: Changing Microsoft Windows 7 Desktop Icons
4. Step 3 enables one to choose windows icons that appear on the desktop. Check or uncheck
the appropriate icon settings then click OK for icons to appear on the desktop as shown

Figure 2-5: Choosing Microsoft Windows 7 Desktop Icons

2.4.3.2 Files and Folders Management

1 Managing directories. To access drives. Right click my computer icon open or simply
double click my computer. To access a disk drives. Right click the drive open or simply
double click the drive

Figure 2-6: Managing Directories 1

Page 10 of 117
2 Working with directories or folders. A folder or a directory is used for storing files created
using various application programs. A directory/ folder can be created inside another – in this
case it is called a subdirectory or a sub-folder. A directory can be created on the desk top or
inside a disk drive or inside another directory. Windows provide several methods of directory
creation
a) While on the desktop or inside another directory or a disk drive.
Right click new folder

Figure 2-7: Managing Directories 2

b) While inside another directory or a disk drive. new folder

Figure 2-8: Creating a folder

c) Naming a folder- giving a folder a unique name or identification. Simply type the name
in the naming field.

Page 11 of 117
 Figure 2-9: Naming a Folder
d) Renaming a folder - change the name of a folder. Right click rename

Figure 2-10: Renaming a Folder

e) Opening a folder. Right click open

Figure 2-11: Opening a Folder

f) Creating a sub folder. Same as creating a folder

Page 12 of 117
 Figure 2-12: Creating a Subfolder
g) Deleting a folder. Right click delete or select delete

Figure 2-13: Deleting a folder

h) Restoring deleted item. Right click recycle bin open locate file or folder that has
been deleted restore

Figure 2-14: Restoring Deleted Folders

Page 13 of 117
2.4.4. Keyboard shortcuts for windows

 F1: Help  CTRL+B: Bold

 CTRL+ESC: Open Start menu  CTRL+U: Underline
 ALT+TAB: Switch between open  CTRL+I: Italic
programs  F2: Rename object
 ALT+F4: Quit program  F3: Find all files
 SHIFT+DELETE: Delete item  CTRL+X: Cut
permanently  CTRL+C: Copy
 Windows Logo+L: Lock the computer  CTRL+V: Paste
(without using CTRL+ALT+DELETE)  SHIFT+DELETE: Delete selection
 CTRL+C: Copy immediately, without moving the item to
 CTRL+X: Cut the Recycle Bin
 CTRL+V: Paste  ALT+ENTER: Open the properties for
 CTRL+Z: Undo the selected object

Page 14 of 117
2.5 Introduction to Word Processing

This lecture introduces you to various computer applications and prepares you to acquire skills
for manipulating data using electronic word processors, spreadsheet, and databases. You will be
introduced to creating, manipulating and giving presentations using presentation software.
Internet and email is also covered in this lecture to enable you to use the web as a tool for
research and communication.

Lecture objectives
By the end of this lecture, the learner will be able to:

 Appreciate various computer applications

 Create, edit, format and print documents using and Electronic Word
Processor

 Create, edit, format, manipulate and present data using an electronic

Spreadsheet

 Design database and manipulate records using a Database Management

System

 Create, edit, format and manipulate presentation using a Presentation

Software

 Use Internet and email as research and communication tools

Page 15 of 117
2.5.1 Definition of terms
 Word processing - This is the process of manipulating text, characters, words, and sentences
in such a manners as to make the final document free of errors and attractive to look at.

 Word processor - application software that enables the user to create, save, edit, format and
print text-rich documents.

2.5.2 Examples of common word processors

a) Microsoft Word 2010
b) Corel WordPerfect
c) Lotus Word Pro
d) Word Star

e) AppleWorks for Macintosh.

2.5.3 Advantages of Electronic Word Processor Programs

 Easier to use due to automated features such as Word-wrap, autocorrect and auto
complete
 They have superior editing tools such as spelling checker, the Thesaurus etc. hence
making editing easier
 Can store documents for future retrieval
 They have superior formatting features that make a document more appealing to the
reader
 The user can produce multiple copies more easily
 Copy and move (cut) operation make it easier to manipulate a document.

2.5.4 Introduction to Microsoft Word 2010

2.5.4.1 What is New in Microsoft Word 2010?
 Microsoft word 2010 is one of the products in the Microsoft office 2010 programs suit. The
previous versions of Microsoft word include; Microsoft word 97, 2000, XP, 2003 and 2007.

Page 16 of 117
 A program suite is a bundle of different programs packaged and sold as
one unit.

2.5.4.2 Starting Microsoft Word 2010

 Double click the Microsoft Word 2010 shortcut icon from the desktop

Or

 Click on start button from the task bar on the desktop

 Point at All Programs from the pull up menu
 Point at Microsoft office from the sidekick menu, then click on Microsoft Word 2010 from
the sidekick menu.

Figure 2-15: Starting Microsoft Word 2010

2.5.4.3 Microsoft Word 2010 Screen Features

 Using Microsoft Word 2010 for composing texts is very handy because it has many
features that make the process quick and rather easy.

 Below is a screen shot of Microsoft Office 2010;

Page 17 of 117
 Figure 2-16: Microsoft Word 2010 Screen Shot

2.5.4.4 Features of the Microsoft Word 2010

a) The File Button

 The Office button which was present in the Microsoft Word 2007
is called File Button within the Microsoft Word 2010. The File
Button has the following Save, Save As, Open, Recent, New,
Print, Save & Send, Help, Options and Exit icons. On the right
hand side you can view detailed information about the document
such as its size, number of pages, so on and so forth

Figure 2-17: Microsoft Word 2010 File Button

b) The Ribbon

 The Microsoft Word 2010 Ribbon is the place where the toolbar contents are placed. It
provides a quick and easy access to the most frequently used icons of Microsoft Word
2010.

Page 18 of 117
 There are the File, Home, Inset, Page Layout, References, and Mailings, Review and
View tabs in the Ribbon on 2010 Word.

 Each tab has command options organized in units called groups for a better use of the
Microsoft Office 2010 features.

 The Home tab has Clipboard, Font, Paragraph, Styles and Editing groups.

Figure 2-18: Microsoft Word 2010 Ribbon

 Insert tab has Pages, Tables, Illustrations, Links, Header and Footer, Text, Symbols
groups

 Page Layout Tab houses the Themes, Page Setup, Page Background, Paragraph and
Arrange groups.

 References tab houses of Table of Contents, Footnotes, Citations and Bibliography,

Captions, Index and Table of Authorities and this tab is absolutely perfect for those who
are working on a research paper, essay, and term paper or similar formal documents.

 Review, Mailings and View are also other three handy tabs of Microsoft 2010 Word that
have several groups within themselves and all these are actually available with the
Microsoft Word 2010 to help you complete your composing tasks easily and quickly.

c) Quick Access Toolbar

 Microsoft Word 2010 has Quick Access Toolbar which contains save, undo Repeat
Typing button and Customize Quick Access drop down list icons. Within the list there
are New, Open, Save, E-mail, Quick Print, Print Preview and Print, Spelling & Grammar,
Undo, and Redo, Draw Table, Open Recent File icon.

Page 19 of 117
 Figure 2-19: Microsoft Word 2010 Quick Access Toolbar

d) Document window/Work Area

 This is the work area where you create your document. It resembles an ordinary piece of
paper.

e) Status bar

 The status bar is the communication point between the user and the application program.
For example in Microsoft Word, when saving a document the status bar may indicate
“Word is saving ……”.

Figure 2-20: Microsoft Word 2010 Status bar

f) Vertical and Horizontal scroll bars/Arrows

 Used to view the hidden parts of the document. E.g. one can view text hidden at the top
of the page by scrolling down and view hidden at the bottom by scrolling down the
document using the scroll bars or the arrows.

g) View buttons

 Used to switch between different document views e.g. normal view. Found on the right of
the status bar.

h) Cursor/Insertion pointer

 Shows where the next character will appear as you type.

Page 20 of 117
2.5.4.5 Creating a New Document
 A word processor provides the user with a blank screen in which you can enter text or
pictorial objects such as a pictures and drawings. As you type, the cursor flows
automatically to the next line when it reaches the right end of the page. This is referred to
as word wrap. At the end of the page, Word automatically inserts a new page and scrolls
up the screen.

2.5.4.6 Saving a Document

 To save a word processor document follow the procedure below;

 From the File button, click the Save As command to save the document the first time
or with a new name (Save command is used when you want to save changes in the
document)

Figure 2-21: Save as Dialog Box

 In the Save As dialog box that appears, select the location (drive/folder) from the
“Save in” list box

 Type in the name of the file in the File name box

Page 21 of 117
  Choose the type of word file to save under the Save as Type e.g. Word Document
(*.docx), Word 97-2003 document (*.doc) etc.

 Click the save button or press the Enter key

Activity 2.5.1
Following the steps outline above, create a document and save as EMIS on
the desktop of your computer. Type your brief profile.

2.5.4.7 Closing a Document and Exiting the Application

 Click on file button

 Click on Close to close the opened document and leave the application window opened or
click on Exit to close document and the application window at the same time.

2.5.4.8 Retrieving an Existing Document

 Click on file button

 Click on Open from the pull down menu. The open dialog box appears.

 In the look in box, select the location where the document is saved click on the document
if seen or browse to locate the document then click on it

 Click on open command button on the dialog box. The document is opened.

Activity 2.5.2
Close the document created in activity 2.5.1 above. Retrieve the document
using the open command in the file menu.

Page 22 of 117
2.5.4.9 Document Views
 Microsoft word 2010 provides different views for viewing the document that include;
Print layout, Full screen reading, Web layout, Outline and Draft view

 To change from one view to another, follow the steps below;

 Click on view tab

 Click on the type of view that you want to display

What are the differences between the different views of the Microsoft
word 2010 document?

2.5.4.10 Editing a document

 Editing refers to the making of necessary changes or modification to an existing document.
Some editing operations include:

a) Delete - To delete a character, a word or a block of text:

 Highlight the text to delete

 Press the Delete or the backspace key.

2. Delete key erases characters to the right of the cursor while the
backspace deletes characters to the left of the cursor.

3. The type over mode replaces characters to the right of text or inserts
character(s) by pushing the rest of the characters to the right

b) Redo and Undo

 Undo is used to reverse changes made in a document while redo reverses the undo changes

 To undo or redo changes, click either on undo or redo icons from Microsoft Office 2010
Quick Access toolbar

c) Moving text

Page 23 of 117
 Involves relocating text. To move test;

 Select the text to move

 Click on Cut icon from the Clipboard group
 Click on the location to move the text to
 Click on Paste icon from the Clipboard group

d) Copying Text

 Involves duplicating text. To copy text;

 Select the text to copy

 Click on Copy icon from Clipboard group
 Click on the location to copy the text to
 Click on Paste icon from the Clipboard group

e) Find and replace

 This is a feature used to locate for a word or a phrase and replace it with another. To find and
replace a word or phrase;

 From home tab, click on Find in the Editing group

 The find pane appears on the left which shows the sections of the document where the
found word/s are. The words automatically found in the document are highlighted

 To display the Find and Replace dialog box as in the earlier Microsoft word versions,
click on the drop down triangle next to the find command button, then click on advanced
find or just click on replace command button

f) Endnotes and Footnotes

 Footnotes and endnotes are used in printed documents to explain, comment on, or provide
references for text in a document. You might use footnotes for detailed comments and
endnotes for citation of sources. To insert endnotes and footnotes;

Page 24 of 117
  Highlight the word you want to add an endnote or footnote for

 Click on the References tab

 Click on Insert Footnotes or Insert Endnote command button from the footnotes group

A label appears as a superscript next to the highlighted word and you are
prompted to type the endnote or the footnote

 Key in the endnote or footnote where prompted then click on the main document work
area to continue.

Activity 2.5.3

Add footnotes of three word in the document created in activity 2.5.1

To get more options on footnotes and endnotes as in the earlier Microsoft

word versions, click on the arrow button on bottom right of the footnotes
group to display the Footnote and Endnote dialog box and make the
appropriate format options e.g. number format.

g) Proof – Reading a Document

 Proofreading refers to the checking whether a document has typographical and grammar
errors. Microsoft-word 2010 tools used for proof-reading a document are: Spelling and
Grammar checker, Thesaurus, auto complete and autocorrect.

 Spelling and grammar checker

 Spelling and grammar checker lets you automatically locate for misspelled words and
grammatical errors. To spell check a document;

Page 25 of 117
  Click on the Review tab then click on the Spelling and Grammar command button
from the Proofing group or press F7. The spelling and Grammar dialog box below
appears;

Figure 2-22: Save as Dialog Box

 In the displayed dialog box, misspelled words are shown in red while
grammatically incorrect phrases are in green

 From the suggestion list, select the correct spelling or grammar.

 Click on change to correct the word or click on change (All) button to correct all
instances of the misspelled word. To ignore the error once, click on ignore or
click the ignore all to ignore every instance of such a word.

 Thesaurus

 Thesaurus lets the user to automatically find words or phrases with similar meaning
(synonym) or opposite meaning (antonym) to the selected. To use thesaurus;

 Highlight the word to look for its synonym, antonym or meaning

 Click on Review button then click on Thesaurus from the proofing group

Page 26 of 117
  A pane appears on the right showing the synonyms, antonyms or meaning of the
highlighted word

Activity 2.5.4
Using the above document proofreading tools, proofread the document
created in activity 2.5.1 to ensure that it is error free. Save the changes
made.

2.5.4.11 Formatting a Document

 Formatting refers to enhancing the appearance of your document. You format text,
paragraphs, page or the entire document.

i) Text formatting

 You format text by applying different font types, style, size, colour and other attributes.

a) Fonts

 To format text font;

 Highlight the text to change font

 Click on Home tab

 Click on the font option/s to apply from the Font group shown below;

Figure 2-23: Save as Dialog Box

Page 27 of 117
 Point at an icon when not sure the option to apply to see a screen tip
describing the icon pointed.

 For more Font options as in the earlier Microsoft word versions, click on the arrow
button on bottom right of the Font group to display the Font dialog box below and
make the appropriate format options.

Figure 2-24: The Font Dialog Box

b) Change Case

 The cases applied to text are; lowercase, UPPERCASE, Sentence case, Title Case
and tOGGLE cASE. To change case;

 Highlight the text to change case

 Click on Home tab then click on the drop down triangle next to the Change case
icon from the Font group

 Click on the change case to apply from the drop down list

c) Superscript and Subscript

Page 28 of 117
  A superscript appears just above the rest of the characters as in cm2 while a
subscript appears just below other characters as in H2O. To make text superscript
or subscript;

 Highlight the character(s) to superscript or subscript

 Click on Home tab then click on either superscript or subscript icon from the Font
group

Activity 2.5.6
Format the document created in activity 2.5.1 as follows;

 Font typeface – Comic Sans MS

 Font size – 15 points

 Font Color – blue

 Case – Title case

ii) Paragraph Formatting

 A paragraph is a separate block of text dealing with a single theme and starting on a new
line or indent. Some of the formatting features you can apply onto a paragraph include
alignment, indentation, line spacing, tabs, numbers and bulleting, paragraph border, drop
cap etc. To format a paragraph;

 Click on the paragraph or Highlight the paragraph

 Click on Home tab then click on the alignment option to apply from the paragraph
group

Page 29 of 117
  For more Paragraph formatting options as in the earlier Microsoft word versions, click on
the arrow button on bottom right of the Paragraph group to display the paragraph dialog
box below and make the appropriate format options.

Figure 2-25: The Paragraph Dialog Box

Activity 2.5.7
Format the document created in activity 2.5.1 as following;

 Paragraph spacing – Double line spacing

 Alignment – Justification

 Indentation – First Line Indent

2.5.4.12 Page Formatting

 This involves setting the document layout into columns, page setup, page breaks, column
breaks, section breaks, page numbers, header & footer, page background etc.

a) Inserting columns

 Columns subdivide a page into several vertical sections. To set columns;

Page 30 of 117
  Highlight the text or click at the point from where to set the columns

 Click on Page Layout tab

 On the page Setup group, click on the drop down triangle under the Columns icon

 Click on the number of columns to apply or click on More Columns for more options

b) Page and Column Breaks

 Page, section and column breaks are used to force the cursor to move from a new page,
section or column even before the end of the current. To insert a break;

 Position the insertion pointer where you want to break

 Click on the insert menu

 Click Page Layout then click on drop down triangle next to Breaks icon

 Choose the break type to apply from the drop down list

c) Page setup

 Page set up options let you define the paper size, margins and operations. To set up a
page;

 Click on Page Layout tab

 Click on the page setup options to apply from the Page Setup group e.g. Click on
Margins button to set up page margins, Size button to specify the paper size,
Orientation button to specify the layout of content on the page etc.

Point at an icon when not sure the option to apply to see a screen tip
describing the icon pointed. For more Paragraph formatting options as
in the earlier Microsoft word versions, click on the arrow button on
bottom right of the Paragraph group to display the paragraph dialog box
below and make the appropriate format options.

Page 31 of 117
d) Page Number

 Page numbers are used to organize a large document for ease of reference. To insert page
numbers;

 Click Insert tab then Click on Page Number from the Header & Footer group

 Choose the position and number format to apply

e) Header and Footer

 Headers are lines of text that appears at the top margin of every page or selected pages
while footers appears at the bottom margin. To insert a header or footer;

 Click on the Insert tab

 To insert a Header or a Footer, click on the drop down triangle below the Header or
Footer command buttons in the Header & Footer group

 Click on the header or footer type to insert from the drop down list. For more options,
click on Edit Header or Edit Footer from the drop down list

Activity 2.5.8
1. Insert page numbers in the format of “Page X of Y”

2. Insert todays date aligned to the right as the header of your document
and a footer indicating the author of the document for example, Created
by Peter.

3. Format the margins as; Top: 1”, Bottom: 1”, Right: 1” and Left: 1.5”

4. Insert a section break after the first paragraph

5. Change the orientation of the first section of the document to Landscape

such that you have landscape orientation for the first paragraph and
Page 32 of 117
 portrait orientation for the pages that follow.

6. Format the second paragraph into two columns of equal width with a
line in between

2.5.4.13 Microsoft Word Tables

 A table is made up of rows and columns of cells that you can fill with text and graphics.
Tables are often used to organize and present information. Columns are the vertical divisions
while rows a are the horizontal divisions of the table. Intersections between columns and
rows form cells which are the units for holding data.

 To create a table in Microsoft Word 2010;

 Click where you want to create a table then click on the Insert tab

 On the Table group, click on the drop down triangle below the table Option

 Click on Insert Table from the drop down list. The Table dialog box below appears;

Figure 2-26: The Paragraph Dialog Box

 Under Table size, select the number of columns and rows.

 Under AutoFit behaviour, choose options to adjust table size.

Page 33 of 117
  To use a built-in table format, click AutoFormat.

 More table options are on the Table Tools Tab that appears above the ribbon when you click
inside the inserted table for example to insert a row below or above an existing row, click to
on the row above or below which to insert a new row, click on the Table Tools above the
ribbon, click on the layout tab, then click on either Insert row below or Insert row above from
the Rows & Columns group.

Activity 2.5.9
Create the table 2.5.1 in your document and format it to appear as is.
Format the border color into color RED.

END OF TERM EXAMINATION RESULTS

NO. NAME MATHS ENGLISH TOTAL

1 Mary 90 50 140

2 Samson 87 65 152

3 Alice 78 98 176

4 Margret 59 85 144

5 Victor 78 65 143

AVERAGE 78.4 72.6 151

Table 2-1: Microsoft Word table for practice

Page 34 of 117
2.5.4.14 Working with Pictures and Objects in Microsoft Word 2010
 You can insert a picture object such as a picture, a clip art or drawing on to your document.
To insert a Picture/object;

 Click on the Insert Tab then click on Picture button in the Illustrations group

 Choose the location of the picture/object to insert then click on insert. The picture/object
is inserted

 The Picture Tools Tab appears above the ribbon when you select the
picture inserted. This provides more tools for manipulating the
picture. Some of the tools include crop tool, brightness & contrast
settings, shadow effects etc.

 Pictures can also be inserted from the clip art. Equations and
Symbols are inserted using the tools on the Symbols group. You can
also draw and manipulate objects using Shapes option in the
Illustrations group.

Activity 2.5.10
1. Insert the picture below from the clip art gallery into your document.
Crop it to be left with the only computer part of the diagram

2. Create equation below in your document using the Microsoft Equation

3.0.

Page 35 of 117
2.5.4.15 Mail Merge
 A feature that enables one to create a standard document e.g. form letters to be received by
many recipients. One can use the Mail Merge Wizard to create form letters, mailing labels,
envelopes, directories, and mass e-mail and fax distributions. This is done in four basic
steps:

a) Open or Create a Main Document

 Main document: In a mail-merge operation in Word, the document that contains the
text and graphics that are the same for each version of the merged document, for
example, the return address or salutation in a form letter. It can be the current
document you are working on.

b) Open or Create a Data Source

 Data source: A file that contains the information to be merged into a document. For
example, the list of names and addresses you want to use in a mail merge. You can
create a new one if there none exists. The data source can be from a database in your
computer or database server.

c) Add or customize merge fields

 Merge Field: A placeholder that you insert in the main document. For example, insert
the merge field «City» to have Word insert a city name, such as “Nairobi," that's stored in
the City data field in the main document.

d) Merge data from the data source into the main document to create a new, merged
document.

 You can quickly mail merge using Step by Step Mail Merge wizard in Microsoft
Word. You can start the step by step mail merge wizard by;

Page 36 of 117
  Click on Mailings Tab. All tools for creating a mail merge are displayed

 Click on the drop down triangle below Start mail Merge option in the Start mail
Merge group

 From the drop down list, click on Step by Step Mail Merge Wizard. A mail
merge task pane in displayed on the right with the steps that will enable you to
mail merge.

Activity 2.5.11
Assuming that you are the Principal of your school, using mail merge feature
in a word processor, write letters to all parents/guardians of the students in
your school inviting them for a parents’ day.

2.5.4.16 Protecting a Document Using Passwords

 To protect a document from unauthorized access or modification, use password. Since
password is case sensitive, avoid mixed case, preferably use lower case. To create a
password;

 Click on File button then click on Save As from the drop down list. You can do this
when saving the document for the first time or on an already saved document as long
as one does not change file name

 Click on the drop down triangle next to Tools option on the bottom left of the Save As
dialog box shown below;

Page 37 of 117
 Figure 2-27: Tools Options Popup Menu

 Click on General Options on the pull up menu

 Type in a password in the Password to open box and/or the Password to modify box.
Click Ok to reenter the password/s

 Click Save from the Save As dialog box.

Activity 2.5.12
Following the procedure outlines above, create passwords to protect from
unauthorized access and modification

2.5.4.17 Printing a Document

 Word processing is not complete without producing a hardcopy. To print a document, first
preview it by clicking on the Print Preview and Print icon form the Quick Access Tool. To
print the document follow the steps below;

 Click on the File button then click on Print from the pull down menu

 Set the print options as desired e.g. print range, number of copies and other options
from the side list.

 Click on the Print button on the top of the side list.

Page 38 of 117
 Take note that some print problems may occur when you are printing
such as;

1. Lack of two-way communication due to poor installation of the printer

software (drivers), if the printer is off or not connected. Check to ensure
that your computer is connected and drivers installed in your computer

2. Paper jams due to use of poor quality of paper or paper folds. See
technical assistance if unable to remove the papers causing jam

3. Poor quality print due to poor quality ink or toner used. Check and
replace the toner or cartridge if used up

Activity 2.5.13
If your computer is connected to a printer, print two copies of the document
you have created in activities 2.5.1

2.5.4.18 Application of Electronic Word Processors in Education

 Education managers use word processors for generating memos, letters, questionnaires etc.

 Word processors are used for setting examinations and analysis of examination results
using Microsoft word tables

 Can be used for preparing lecture notes and other reference documents

 Can be used for creating merge letters for communication to many recipients

 Can be used record keeping and management especially in softcopy documents

Page 39 of 117
2.5.4.19 Summary
 In this lesson you have learnt that Word processing is the use of a word
processor to manipulate text, characters, words, and sentences in such
manners so as to make the final document error free and attractive. Examples
of common word processors that one can use are Microsoft Word 2010, Corel
WordPerfect, Lotus Word Pro, Word Star etc.

 In this lesson, you were introduced to document formatting. You have learnt
that one can change the font/types face, font color, font size, font style etc. of
text in the document using the various, formatting tools found in the font
dialog box. Paragraph and page formatting was also covered in this lesson to
enable you to learn on document pagination

 Document editing tools like copy/cut & paste, undo & redo, find & replace
etc and proofreading tools such as spelling & grammar checker, thesaurus,
autocomplete, autocorrect etc were covered in this lesson.

 In this lesson you learnt how to insert picture from the storage media like
flash disk, digital camera or from the clip art gallery. You also learnt that one
can sketch/draw simple object using built-in shape tools. Commands for
manipulating the pictures/object such as resizing, cropping, moving, text
wrapping were also covered

 Microsoft tables were also covered. You have learnt that one can insert a
table of any number of columns and rows to a document and manipulate it by
deleting, adding rows & columns, formatting the borders, merging cells,
splitting cell/table etc.

 Mail merge was covered in this lesson. Mail merge is the process of creating
a standard document and sending it to many recipients through email or after
printing. In mail merge, one uses existing recipients’ database called data
source to add Merge fields that carry the data being merged

Page 40 of 117
  In this lesson you also learnt that one can protect a document from
unauthorised users using a password. Also covered are the various uses of
word processors in education institutions which include but not limited to
generating memos, letters, questionnaires etc. setting examinations and
analysis of examination results using Microsoft word tables, preparing
lecture notes and other reference documents, creating merge letters for
communication to many recipients and record keeping and management
especially in softcopy document.

2.5.4.20 Review Questions

1. Differentiate between word processing and word processors
2. State FOUR examples of word processors
3. State are the advantages of electronic word processors over manual type writers
4. Explain FIVE document editing tools used for proof reading a document
5. Outline the procedure for inserting a table in a document
6. Explain how you would secure your document from unauthorized access or
modification
7. State FIVE areas in education where electronic word processors are used.

Page 41 of 117
2.5.4.21 References

1. Microsoft Word 2010, http://www.word-2010.com/, accessed on

13/10/2011

2. Courter, G 2010, Word 2010 Essential Training, http://www.lynda.com/Word-

2010-tutorials/essential-training/62219-2.html, accessed on 12/10/2011

3. Goodwin College, 2011, Microsoft Excel 2010 Tutorial,

http://www.goodwin.edu/computer_resources/PDFS/Excel_2010_Tutorial.pdf
accessed on 6/10/2011

Page 42 of 117
2.6 Introduction to Spreadsheets
2.6.1 Definition of Terms

 Spreadsheet: A spreadsheet manual or electronic is a ledger sheet that enables the user to
enter, edit and manipulate numeric data. An electronic spreadsheet is an automated version
of the accountant’s ledger. It eliminates the paper, pencil and eraser. Usually, data is
organized into rows and columns.

 Workbook – The work file created using a spreadsheet program. Normally contains one or
more worksheets

 Worksheet – Work area in a spreadsheet made up of columns and rows. It is like a single
page in a workbook

 Column – the vertical divisions of a worksheet

 Row – The horizontal divisions of a worksheet

 Cell – The smallest unit that holds data in worksheet and its made by the intersection
between a column and a row

 Formula – User define expression for performing calculations

 Function – Spreadsheets in-built formula used for performing simple to complex

calculations. The user does not have to construct the expression when using a formula but
only supplies the function arguments – data references to be acted on.

2.6.2 Examples of Electronic Spreadsheet Applications

 Microsoft Excel, Quattro Pro, Lotus 1-2-3, VisiCalc

2.6.3 Advantages of Electronic spreadsheets

 Advantages of electronic spreadsheets over the manual spreadsheets are;

 Spreadsheet final results are neat

 Numeric data can be edited and manipulated easily

Page 43 of 117
  A large virtual worksheet for data entry and manipulation

 Enhanced formatting capabilities

 Built-in functions which enable the user to create powerful mathematical formulae

 Automatic recalculation – The result of a given formula auto-adjusts when a value used
in formula is changed

 Advanced data manipulation tools like sorting, filtering, data validation, Sub-Total, etc.

 Data presentations tools like charts

What are the disadvantages of using electronic spreadsheets?

2.6.4 Introduction to Microsoft Excel 2010

 Microsoft Excel 2010 is one of the products in the Microsoft office 2010 suit. The previous
versions of Microsoft Excel include; Microsoft Excel 97, 2000, XP, 2003 and 2007

2.6.5 Starting Microsoft Excel 2010

 In the previous lecture, you learnt how to start Microsoft Word 2010. You will require the
same skills to start Microsoft Excel 2010 and any other Microsoft office program. Just to
remind you, the steps you will need to start Microsoft Excel are;

 Double click the Microsoft Excel 2010 shortcut icon from the desktop

Or

 Click on start button from the task bar on the desktop

 Point at All Programs from the pull up menu

 Point at Microsoft office from the sidekick menu, then click on Microsoft Excel 2010
from the sidekick menu.

Page 44 of 117
 Activity 2.6.1

Follow the steps above to start Microsoft Excel 2010.

Take note that upon successful following of the steps above, the Microsoft
Excel 2010 window showing a workbook with a default of three worksheets
which can be used to enter data is displayed. See diagram below;

Figure 2-28: Microsoft Excel 2010 Window Screen Shot

2.6.6 Microsoft Excel 2010 Screen Features

 Microsoft Excel has its screen components organized similarly as in Microsoft Word 2010.
Its ribbon consists of file tab, home tab, insert, page layout, formulas, data, review and
view tabs. Other unique features include;

 Formula bar: Displays the contents of the active cell including formulas and
functions. Also used to enter data into a cell.

Page 45 of 117
  Name box: Displays the active cell, i.e. cell with a dark outline that indicates where
data in the formula bar will be inserted. Used to name/label cells.

 Worksheet: Blank area made up of rows and columns. Several worksheets form a
workbook. Workbook refers to the user file that holds related information organized
in a good manner.

 Columns are the vertical division of the worksheet. Are labeled using letters of
alphabet from A to XFD

 Rows are the horizontal divisions of the worksheet. Are labeled using numbers
from 1 – 1048576.

 Intersection between a column and a row. Are referenced using column letter and
the row number e.g. A1, B2 etc.

 Worksheet tabs – used to select the worksheets. Labeled as sheet1, sheet2, sheet3,
sheet4 etc. there are 3 worksheets at default.

 Worksheet browsers – used for navigating through worksheets

2.6.7 Creating a Workbook and Entering data in a worksheet

 A cell can hold any of the following:

a) Label: Alphanumeric data that has no numeric significance and can only provide
descriptive information e.g. name of a place, person etc.

b) Value: A numeric value (number) that may be used to perform numeric computations

c) Formula and Functions: A formula is user defined mathematical expression that

evaluates into a value while a function is an in-built formula.

Take note of the following when entering data:

1) Type numbers as you press enter or tab or an arrow key to move to the
next cell

Page 46 of 117
2) Precede a negative number with a minus sign

3) To type a fraction, type the whole number followed by space then the
fraction, otherwise, type zero(0), space and then the fraction.

4) A cell filled with #### means that the number is too large to fit in the
cell. Adjusting the column width or row height fits the number in the cell.

5) To type text, click the cell where to type the text, type the text from the
keyboard and press enter or tab or an arrow key

6) To type number as text, precede the number with an apostrophe(‘)

7) To enter a new line within a cell, press ALT + ENTER.

8) To type date and time, type using any of the format valid date and time
format.

9) To enter data in series e.g. 1, 2, 3… type the first two data in the series
in two adjacent cells; select the data, point at the handle at the right
bottom end of the cell selector and drag outward to fill the series or
inwards to clear. This uses the auto fill feature.

10) Long text data appear truncated meaning it cannot fit within the cell,
hence need to increase the size of the cell/column.

1 Activity 2.6.2
Enter the data below in to Microsoft Excel worksheet and save it as Blue-Chip
on the desktop of your computer. Adjust the column width and row heights to fit
all the data. Merger and Center the cells in the first and second rows to appear as
in table 2.6.1 below. To save a workbook, refer to Microsoft Word notes.

Page 47 of 117
 Blue-chip Communication Ltd
Summary of Year 2006 Sales Report

Total Average
Month Nairobi Kisumu Mombasa Sales Sales
January 87350.00 65800.00 87000.00
February 78000.00 23000.00 67000.00
March 90000.00 28000.00 56000.00
April 67000.00 45000.00 56000.00
May 67000.00 28000.00 45000.00
June 89000.00 31000.00 45000.00

July 50000.00 45000.00 78000.00

August 45000.00 42000.00 54000.00
September 67500.00 43000.00 56700.00
October 79000.00 28000.00 65000.00
November 78000.00 56000.00 45000.00
December 120000.00 87000.00 97000.00

Yearly Sales
Minimum Sale
Average Sales

Table 2.6.1: Blue-chip Communication Ltd

2.6.8 Editing a Workbook/Worksheet

 This involves making changes to data entered in to a cell and the layout of the worksheet

 To edit the contents of a cell,

 Either click the cell

 click on the formula bar to type new cell contents or double click the cell and type
in the new cell contents

Page 48 of 117
 To adjust column width;
 Point at the row border. The mouse pointer changes to a cross.

 Hold down the left mouse button and drag downwards to increase the height or
upwards to decrease the height or double click the border to auto fit contents in the
column width

Take note that you can use the same steps to adjust row height

 To insert a column;
 Click on the column left of which to insert a new column

 Click on the drop down arrow below the Insert option in the Cells group

 Click on Insert Sheets Columns from the drop down list

Take note that to insert a row or a sheet, you follow the same steps.

 To delete a column or row or a sheet;

 Click on the column or row or sheet to delete

 Click on the drop down arrow below the Delete option in the Cells group

 Click on what you want to delete.

How would you reverse unwanted changes made in a worksheet?

Page 49 of 117
2.6.9 Formatting a Workbook/Worksheet

 You can format a worksheet to improve its appearance just as in Microsoft word.

 To change font of data in a worksheet;

 Highlight the data to format

 Click on the home tab

 Click on the format options to apply from the Font group.

 For more Font options, click on the arrow next to the Font.

 To change alignment of data in a cell,

 Highlight the data to format

 Click on the home tab

 Click on the alignment format options to apply from the Alignment group. For more
alignment options, click on the arrow next to the Number group to display the
format cells dialog box.

 To apply number formats in a cell,

 Different numeric data can be formatted to show different quantities in a
worksheet;

 Highlight the data to format

 Click on the home tab

 Click on the number format options to apply from the Number group.

 For more number formatting options, click on the arrow next to the Number group
to display the format cells dialog box.

Page 50 of 117
 2 Activity 2.6.3
Open the Workbook created in activity 2.6.2. Format the currency of all Sales
Values to Kenya Shillings with a thousandth separator so as to appear as Ksh.
87,350.00.

 To format border formatting:

 The grids in a worksheet are non-printable until one formats the borders. To format
the borders;

 Select the cell range to format the borders

 Click on Home tab then click on the drop down arrow below the Format
option in the Cells group

 Click on Format Cells from the drop down list. The Format cells dialog box
below appears;

 Click on border tab

 Select the line style, color and border type to apply then click ok

3 Activity 2.6.4
Apply some shading and patterns on some cells in your worksheet. Outline the
steps followed.

2.6.10 Cell Referencing

a) This is the process of addressing or identifying cells in a worksheet

b) Different methods used include.

Page 51 of 117
  Single cell reference – in this the identity of a cell is done by using the column letter
and the row number e.g. A1, B78

 Relative cell referencing – in this, a cell reference changes relative to the position of the
formula. E.g. Consider the formula =A1+B1 entered in C1. What happens when it is
copied into B2 through B10?

 Absolute cell referencing - when a formula is copied to other cells, the cell references
remain unchanged. A dollar sign is placed before the column letter and the row number
by either typing it or pressing F4 e.g. $B$20.

 Mixed cell referencing - either the column or the row is absolutely referenced but not
both e.g. $B20, B$20

2.6.11 Performing Calculations using formulae and functions

a) Using a Formulae

 When constructing a formula, it is important to note that;

 The formula is typed after clicking on the cell where the result is to appear

 Every formula starts with an equal sign (=)

 Cell references are used in the formula other than the actual values

 Math's operators are used depending on the operation being carried out e.g. +
(addition), - (subtraction), / (division, * (multiplication), ^ (exponentiation)

 Parenthesis ( brackets) can be used to supersede the order of evaluation of the

operators

 Example of a formula: = B3 * B5

4 Activity 2.6.5
Open the Workbook created in activity 2.6.2. Use a formula to calculate Total

Page 52 of 117
 sales and Average sales for Nairobi, Kisumu and Mombasa for the months of
January to December.

b) Using Functions

 Functions are in-built formulas and therefore they are inserted using the function wizard that
guides one through the process.

 There are different categories of functions that include;

a) Math and trigonometry e.g. sum() etc.

b) Statistical e.g. average(), count(), rank() etc.

c) Logical e.g. the IF function
d) Financial e.g. pmt(), ppmt() etc.
e) Date and time e.g. now(), today() etc.
 To insert a function;

 Click on the cell where the result should appear

 Click on Formulas tab. The different categories of Microsoft Excel functions are
displayed in the Function Library group

 Choose the function to use by clicking on the drop down triangle below the function
category

 Specify the function arguments from the function argument dialog box e.g. the range
containing values to be summed like A2:B2 as shown below then click OK.

Page 53 of 117
 5 Activity 2.6.6
Open the Workbook created in activity 2.6.2. Use functions to calculate Total
Sales, Average Sales, Yearly Sales, Minimum Sales and Average Sales for
Nairobi, Kisumu and Mombasa for the months of January to December.

c) Copying a formula

 You do not have to type formula in all cells containing calculated values that use the same
formula. You need just to do type one correct formula and copy it to all other cells. To do so,
you can use the Copy and Paste commands as used to copy data or you can use the drag and
fill method.

 To use the drag and fill method;

 Click on the cell containing the formula to copy

 Point and click on the handle on the bottom right of a the cell selector as shown below;

Figure 2-29: The cell selector and using the cell selector

 Drag outwards to fill the formula or inwards to clear. The cell references change as you
copy the formula – remember Relative cell referencing covered in 2.6.2.4 above.

Page 54 of 117
2.6.12 Data Management

Sorting
 This means to arrange data in a particular order which could be in either ascending or
descending order e.g. sorting a list of names of students alphabetically or marks in
descending order from the highest to the lowest. To sort data in Microsoft Excel 2011;

 Highlight or click on the data to sort

 Click on the Data tab then click on Sort option from the Sort & Filter group

 Click on the checkbox labeled My Data Has Headers as shown below;

Figure 2-30: Sort dialog box

 Select column or header name by which to sort the data by in the sort by box

 Specify the sort order then click OK.

Take note that to filter data; you follow the same steps but click on
Filter option.

Page 55 of 117
 6 Activity 2.6.7
Open the Workbook created in section 2.6.2.1. Filter the data to show only Total
Sales greater than or equal to Ksh. 175,000.00 for all towns.

1. Differentiate between Auto Filter and Advanced Filter

2. Explain the use of Data Forms in Microsoft Excel
3. Explain the following tools used in data management in spreadsheets;
a) Goal seek
b) What-If-Analysis
c) Consolidation
d) Data validation
e) Subtotal
4. Outline the procedure using the above data management tools

2.6.13 Charts

 A chart is a graphical representation of the worksheet data to shows the relationships between
values. The choice of the chart depends very much on the kind of data you are trying to chart
and how you want to present the data. E.g. Line, pie, column etc.

 To insert a chart in Microsoft Excel 2010;

 Click/Select the data to present in a chart

 Click on Insert Tab then click on the drop down triangle below the type of chart to
insert from the Charts group

 Click on the Chart subtype from the drop down list. The chart is inserted as an Object
in, in the current worksheet containing the data.

Page 56 of 117
 Take note that to chart Tools tab appears at the top of the ribbon when
the chart is inserted or when the chart is selected. You can use these
chart tools to manipulate the inserted chart for example by changing the
chart type, the location of the chart, add more data etc. For more
options on chart type and subtypes, click on the arrow next to the
Charts group.

7 Activity 2.6.8
Open the Workbook created in activity 2.6.2. Insert a chart to compare the
Average Sales for the moths of January to June. Label the chart axis
accordingly. Insert a chart legend on the right. Move the chart to a new
worksheet and label the worksheet as Average Sales Chart. Save the changes
made in the workbook.

2.6.14 Protecting a workbook and a worksheet using passwords

 Click on the File button

 Point at Info from the pull down menu

 Click on Protect Workbook drop down triangle.

 Choose the type of protection to apply e.g. Encrypt with Password, Protect Workbook
Structure etc.

 Enter the password and click OK then reenter the password and click OK again

2.6.15 Workbook and Worksheet Printing

 To produce hardcopies of data created in Microsoft Excel, you need to print it following the
steps below;

Page 57 of 117
  Open the Workbook/worksheet to print its data

 Click on the File button then click on Print from the pull down menu

 Set the print options as desired e.g. printer, print range, number of copies and other
options from the side list.

 Click on the Print button on the top of the side list.

8 Activity 2.6.9
Open the Workbook created in activity 2.6.2. Set page setup to fit all the data in
an A4 sized printing papers. Print a copy to bring it with you in the next face to
face session.

2.6.16 Application of Electronic Spreadsheets in Education

 Electronic Spreadsheets can be used in Educational Institutions to replace the paper-based

ledger sheets used in various aspects of managing educational data. Some of the practical
applications of electronic spreadsheets include;

 Time tabling and event scheduling

 Analysis and presentation of examination results

 Financial management e.g. maintaining electronic ledger books, balance sheets etc.

 As a subject to be taught and examined.

9 Activity 2.6.10
Open the Workbook created in activity 2.6.2. Insert a chart to compare the
Average Sales for the moths of January to June. Label the chart axis
accordingly. Insert a chart legend on the right. Move the chart to a new
worksheet in the same workbook and label the worksheet as Average Sales

Page 58 of 117
Chart. Save the changes made in the workbook.

10 Activity 2.6.11
Open the Workbook created in activity 2.6.2. Assuming you are a class teacher,
in a different worksheet in this workbook, create a class merit list consisting of
the following columns; AdmNo, Name, Maths, Eng, Kisw, Bio, Phy, Chem,
Geo, Total, Average, Grade, Rank. Enter data for 50 students and perform the
following tasks;

a) Calculate the;

i) Total marks for each student

ii) The average marks for each student

iii) The highest and lowest score for each subject at the bottom of the
worksheet

iv) The number of student who sat for each subject at the bottom of the
worksheet

v) Use the advanced IF function to grade the students using the grading
scale below;

AVERAGE MARK GRADE

>=70 A

>=60 B

>=50 C

>=40 D

Page 59 of 117
 <40 E

b) Rank the students depending on their average marks

c) Sort the merit list by the average marks

d) Use advanced filter to show only those students with grade A below the
main work sheet

e) Create a column chart to compare the performance of English against

each subject for the first five students. Place the chart in a new
worksheet.

f) Insert the name of your School and the Class in the first two rows of the
worksheet. Merge and centre these titles.

g) Format your worksheet to appear as much attractive and official as

possible

h) Send this as an attachment to your EMIS lecturer through email

2.6.17 Summary

 In this lesson you have learnt that a spreadsheet, manual or electronic is a

ledger sheet that enables the user to enter, edit and manipulate numeric data.
Electronic spreadsheet applications include Microsoft Excel, Quattro Pro,
Lotus 1-2-3 and VisiCalc.

 You have learnt that electronic spreadsheets consists of a workbook,

worksheet and cells which hold information

 You have learnt that one can use formulas and functions to perform
calculations in electronic spreadsheets. Electronic spreadsheets provide
various data management and analysis tools like Sort, filter, What-If-

Page 60 of 117
 Analysis, Goal seek, data consolidation, data validation, data forms etc

 Also learnt was that electronic spreadsheets also provide chart facility that
enables one to generate different charts/graphs such as line, bar, column
charts etc

 This lesson also covered the various areas where electronic spreadsheets can
be used in managing educational data such as time tabling and event
scheduling, analysis and presentation of examination results, financial
management for example maintaining electronic ledger books, balance sheets
etc. or even as a subject to be taught and examined.

2.6.18 Review Questions

1. Define the following terms;

i) Spreadsheet ii) Cell iii) Chart

2. Differentiate between;

i) Workbook and worksheet

ii) Formula and function

iii) Sort and filter

3. Explain the methods used in cell referencing

4. State the use of the following function

Sum( ), If( ), Rank( ), Count( ) and Countif( )

5. Outline the procedure of inserting a bar chart in Microsoft Excel

6. State the areas of application of electronic spreadsheets in education institute

7. Explain the challenges that hinder the use of electronic spreadsheets in

Page 61 of 117
 education institutions in Kenya

8. Describe the following Spreadsheet tools; What-If-Analysis, Goal seek,

Subtotal, Data Consolidation, data validation, Pivot Tables and
Advanced filter

2.6.19 References

1. French, T 2010, Basic Excel 2010 Spreadsheet Tutorial,

http://www.about.com/, accessed on 10/10/2011

2. Excel 2010 Essential Training, http://www.lynda.com/Excel-2010-

tutorials/essential-training/61219-2.html, accessed on 10/10/2011

3. Excel 2010 Quick Notes, http://msdn.microsoft.com/en-

us/library/gg607247.aspx accessed on 10/10/2011

4. Microsoft Excel 2010, http://www.excel-2010.com, accessed on

10/10/2011

5. Goodwin College, 2010, Microsoft Excel 2010 Tutorial,

http://www.goodwin.edu/computer_resources/pdfs/excel_2010_tutori
al.pdf accessed on 6/10/2011

Page 62 of 117
 2.7 Database Management System
 Database is a collection of related items which are linked and structured so that the
data can be accessed in a number of ways. A database is used to store, sort, search
and retrieve records.

 Database Management System is computer software for design and implementation

of a database. Relational database structures data in the form of tables. Each table
contains information relevant to a particular feature, and is linked to other tables by a
common value. Database Management System (DBMS) provides the software tools
for linking the tables together and do searchers of the data. Each user has different
view of the data base with restricted data only accessible to those with authority. An
example of a relational database is Microsoft access, Microsoft sql server, oracle
database, MYSQL etc. The figure below shows data grouped into tables in a
relational database

Figure 2-31: Sort dialog box

2.7.1 Definition of terms

 Data – raw facts and figures with no meaning

 Information – processed data that makes sense

 Record – data held in tables

Page 63 of 117
 Database - shared collection of electronic data designed to meet the information needs of
an organization

 Relationship – logical link between table columns. Emphasis is on relationships and

behaviors between data elements too. In relational database data resided in tables called
relations.

2.7.2 Components of a database

• Database – This is the data.

• Hardware – secondary storage on which the database physically resides.

• Software – the DBMS – helps users to create, manipulate, retrieve records from the
database.

• Users – They design, develop and implement any database system.

2.7.3 Database user

• Application Programmer - writes programs that use the database

• Database Designers - designs conceptual and logical database

• Database Administrator (DBA)

• Data Administrator (DA)

• End - user - interacts with the system from an on-line terminal by using Query
Languages etc.

Page 64 of 117
 2.7.4 Data and database administration

• Data Administrator – a business manager responsible for controlling the overall corporate
data resources

• Database Administrator (DBA) - a technical person responsible for development of the

total system

2.7.5 Functions of a database management system

i. data storage - a database in a computer is made to hold information or data

ii. data searching – often data stored in a computer is very large and it would take a long
time for one to search through this information. Database provides facilities for searching
using keywords or search terms. a computer takes a user request and searches a match in
a database

iii. Sorting data – being able to sort data is a very important function of a database package.
data can be sorted in ascending or descending order, alphabetically, chronologically etc

iv. data security – a database management system has facilities/features that can be used to
control access. Examples are username and password that can be used to ensure that only
authorized users access the data. This minimizes chances of data loss or destruction

2.7.6 Microsoft Access Database Tutorials

Microsoft Access is one of the components of Microsoft Office Suite. It is one of the
simplest and powerful database management software to learn and use. It is classified as an
object relational DBMS. This section takes a learner through step by step Microsoft access
2010 tutorial. The tutorial covers the following areas:

Page 65 of 117
 Creating tables

 Creating relationships from tables and adding look-up fields on related columns

 Creating data entry forms

 Creating queries and reports

2.7.6.1 Launching access and creating a new database

A user can use this process on the Start menu to get to Access 2010:
1. Start All Programs Microsoft Office Microsoft Access 2010

Figure 2-32: Starting Microsoft Access 2010

2. Creating a new database in access 2010. File New blank database.

Choose the location where the database is to be stored

Page 66 of 117
 Figure 2-33: Creating a new database in access 2010

3. General layout of MS Access 2010 - use is to create a database table, access query, data
entry forms and reports in an access database

Figure 2-34: General layout of MS Access 2010

2.7.6.2 Working with tables

A table is a collection of data records arranged in tabular form. In relational databases, a

single table will often store data about a particular data entity e.g. A table for the entity
Student will store student records. Using a separate table for each entity means that you store
that data only once. This results in a more efficient database and fewer data-entry errors.

a. To create a blank (empty) table for entering your own data, you can:

Page 67 of 117
b. Use the Table Wizard. This helps you to choose from a variety of predefined tables.

c. Create a table in Design view, where you can add fields, define how each field
appears or handles data, and create a primary key.

d. Enter data directly into a blank datasheet. When you save the new datasheet,
Microsoft Access will analyze your data and automatically assign the appropriate data
type and format for each field.

e. use the data type property to specify the type of data stored in a table field. Each
field can store data consisting of only a single data type Setting

o Text - Text or combinations of text and numbers

o Memo - Lengthy text or combinations of text and numbers

o Number - Numeric data used in mathematical calculations

o Date and time values for the years 100 through 9999. 8 bytes

o Currency values and numeric data used in mathematical calculations

involving data with one to four decimal places

o AutoNumber - A unique sequential (incremented by 1) number or random

number assigned by Microsoft Access whenever a new record is added to
a table

o Yes and No values and fields that contain only one of two values (Yes/No,
True/False, or On/Off)

o OLE Object - An object (such as a Microsoft Excel spreadsheet, a

Microsoft Word document, graphics, sounds, or other binary data) linked
to or embedded in a Microsoft Access table

o Hyperlink - Text or combinations of text and numbers stored as text and

used as a hyperlink address

Page 68 of 117
Steps 1 to 5 below describes table creation process in Microsoft access
2010

1. Creating a table. . Create table design

Figure 2-35: Creating a table

2. Table design view with field name and data type column

Figure 2-36: Table design view grid

3. Creating table fields and data types

Page 69 of 117
 Figure 2-37: Adding Field and datatypes

4. Selecting Table primary key/unique field

Figure 2-37: Selecting primary Key

5. Saving and naming table

Page 70 of 117
 Figure 2-38: Saving a table

2.7.6.3 Creating relationships

Relationships are logical links between table columns sharing common data items. When a
column that is defined as primary key is used in a different table, it is called a foreign key and
the data type should be a look-up field with a link to the primary key table column. Steps 1 to 3
below explain how to create relationships among 3 tables in a database

1. Creating relationship. Create relationship

Page 71 of 117
 Figure 2-39: Defining table relationships

2. Adding tables to a relationship – select the table and click add button

Figure 2-40: The show table dialog box

Page 72 of 117
 3. Creating links between related table columns – drag the primary key field to
foreign key e.g. coursecode field in course table to coursecode field in student
table

Figure 2-41: Creating links between related table columns

2.7.6.4 Creating data entry forms

A Form is used to add records in a table. Steps 1 to 6 explain how to create a form

1. Create forms

Figure 2-42: Creating data entry forms

Page 73 of 117
2. Select appropriate table/query

Figure 2-43: Selecting Form Table or Query

3. Once the table/query is selected, move the fields and click next

Figure 2-44: Selecting Form Table/Query Fields to add in the form

Page 74 of 117
4. Choose the layout and click next – this determines the arrangement of fields in
the form

Figure 2-45: Choosing form layout

5. Immediate product is data entry for shown below. Repeat step 1 to 5 for all
tables/queries

Figure 2-46: Data entry form

6. Entering data via forms – key in data and press enter on the KB

Page 75 of 117
 Figure 2-47: Entering data via forms

2.7.6.5 Creating queries

Queries are used for data/records manipulation. Records can be displayed based on
particular criteria. Steps 1 to 6 explain how to create a query to select fields and display
records from more than one table

1. Create query

Figure 2-48: Creating Query

Page 76 of 117
2. Choose query format

Figure 2-49: Creating Query

3. Select tables and fields to appear in the query then click next

Figure 2-50: Selecting Query table and fields

4. Select relevant fields from each table then choose next. Take note tables must
have relationships

Page 77 of 117
 Figure 2-51: Simple Query Wizard

5. Select relevant format then click next

Figure 2-52: Selecting Query Format

6. Click finish and enter query name to display query results as shown

Page 78 of 117
 Figure 2-52: Displaying Query Results

2.7.6.6 Creating reports.

Reports are used to display highly summarized and formatted records. Reports can be generated
from queries or tables. Steps 1 to 6 explain how to generate a report using Microsoft access 2010

1. Create report ( choose report or report design or report wizard)

Figure 2-53: Creating a report

2. Select table or query to create report from

Page 79 of 117
 Figure 2-54: Creating a report

3. Select fields to include in the report and click next button

Figure 2-55: The report wizard

4. Choose appropriate report layout and click next button

Page 80 of 117
 Figure 2-56: Choosing report layout

5. Type report title and click next button

Figure 2-57: Entering report title

6. Display the report by clicking finish

Page 81 of 117
 Figure 2-58: Displaying a report

2.7.7 Application of database management system in education

a. Integration of educational data. Records from different sources like students,

parents, government can be centrally stored

b. Reducing the duplication of data - record items of data in a standard format to

ensure uniformity throughout the pupil and personnel databases used by school.

c. Information sharing – records can be easily accessed by different people in the

educational department

d. Records management - current and new information can be easily updated

Page 82 of 117
2.8.2 Introduction to Electronic Presentation
A presentation program is a computer software package used to display information, normally
in the form of a slide show. It typically includes three major functions: an editor that allows text
to be inserted and formatted, a method for inserting and manipulating graphic images and a slide-
show system to display the content (http://wikipedia.org).

It enables its users to create and edit presentations and templates for producing slide shows to use
in meetings, seminars as well as web pages and online demos. This tutorial takes learners
through step by step PowerPoint 2010 tutorials (http: //learning.com)

To start PowerPoint

Start All Programs Microsoft Office Microsoft Power Point 2010

Figure 2-59: Starting Microsoft PowerPoint 2010

2.8.2.1 Creating a presentation

Once you have opened a new Power Point 2010 presentation and want to create a slide
show you should first start with adding the title and the text that you want to have in your
Power Point 2010 presentation. You should then be able to add a new slide to an existing
PPT presentation and here is how you can do it.

Page 83 of 117
 1. To insert a new slide – right click then choose new slide

Figure 2-60: Inserting a New Slide

2. Or choose insert – new slide or CTRL+M on the keyboard

Figure 2-61: New Slide

2.8.2.3 Working with design tab

They enable the produced document to be made visually appealing and attractive
to the end users. There are many different ready templates that can be used or one
can simply create their own theme to use within the Power Point 2010

Page 84 of 117
 Figure 2-62: Working with design tab

2.8.2.4 Working with transitions

Transitions tab of Power Point 2010 has groups called Preview, Transition to this slide and
Timing which enable users of Power Point 2010 to add transition effects to slides and to adjust
the timing between transitions from one slide to another. Along with these one can also add some
sounds to their Power Point 2010 slide shows to make them a lot better. Below is a screenshot to
show how the Transition tab and its groups look like in office Microsoft 2010

Figure 2-63: Working with transitions

2.8.2.5 Working with animations

With Power Point 2010, once you have seen them all you have to do is to select the area you
want to apply the animation to and click on the animation. Since the main aim of Power Point
2010 is to enable its users to manage amazing presentations with great tools, you can make use
of it as you wish and Power Point 2010 enables you to save time, effort and it simplifies your
work

Page 85 of 117
 Figure 2-64: Working with animations

2.8.2.6 Working with animation group

The Animations in 2010 Microsoft Office PowerPoint tab has a group called Animation which
consists of a wide range of animation options. Those who are using Power Point 2010 to create
professional slide shows, presentations and so on, all that one has to do is to click on Animations
and then click on the drop down button of Animation group. With Power Point 2010 you can use
many different animations and set the time according to your preferences.

Figure 2-65: Working with animation group

Page 86 of 117
2.8.2.7 Inserting pictures
To add a picture to your Power Point 2010 presentation, all you have to do is to click on Insert
tab and then click on Picture. There you will have a new window coming up and you will have to
select a picture and click on insert and the picture will be inserted into Power Point 2010
document.

The route to follow in order to insert a picture to Power Point 2010

insert (select the picture) Insert Picture Window (click on the picture) Insert

Figure 2-66: Inserting Pictures

2.8.2.8 Editing pictures with PowerPoint

Once you have added a picture to your MS Office PowerPoint 2010 documents, if you need to
format the picture, such as crop it or add a frame, you can do it on PowerPoint 2010 without
having to use some other software. All you have to do is to click on the picture you have inserted
into PowerPoint 2010 documents and then you will see a new tab appearing which is called
Picture Tools Format. This feature is special to Microsoft PowerPoint 2010 and once you click
on the tab you will see groups called Adjust, Picture Styles, Arrange and Size.

Page 87 of 117
 Figure 2-67: Editing pictures with PowerPoint

2.8.2.9 Create an Album Using Power Point 2010

Power Point 2010 enables its users to easily create photo album with much ease. Here is the
route to follow to create a Photo Album on Power Point 2010.

Insert Photo Album New Photo Album

Figure 2-68: Create an Album Using Power Point 2010

Once the window shown in the above screenshot is opened all that is required to do is to click on
File/Disk and then select the pictures to be included in the Photo Album. You can also add a
Text Box and your Photo Album is done. However for those who wants to make their Power
Point 2010 Photo Album more professional, you can simply click on the pictures you have
inserted and format them through the Picture Tools button which is one of the best features of
Power Point 2010.
Page 88 of 117
2.8.3 Capabilities of presentation software in education

 A presentation program helps the speaker to express ideas and the audience with visual
information which complements the talk

 Presentation software can be used in giving lectures with full motion video and audio. They
supplement traditional visual aids such as Pamphlets, handouts, chalkboards, flip charts,
posters, slides and overhead transparencies

 Narrated voice-over screen capture videos using PowerPoint presentations - from Slide
Show, Narration, one can record a lecture speaking into an external or internal microphone.
The program records the voice narration along with slide timings. An advantage of this
approach is that the narrations are automatically saved with the slide show rather than in
separate files. Slide shows with narrations can be saved as self-launching PowerPoint
presentations or as regular PowerPoint files and can be stored on an LMS or course web page
(Frances. A, 2006)
 Presentation software allows the teacher to combine pictures, sound, videos, and the written
word to deliver instructional content to students with a variety of learning characteristics and
styles
 Zooming in and out present richer detail of content, and to give a better overview and
understanding of complex visual messages and relations during a learning session.
 Lecturing by PowerPoint slides were more effective in terms of student retention than the
other two formats: lecture with overhead transparencies or lecture without visual aids
(Kulwadee, et.al, 2008).
 Presentation Software can be used to simply concepts to facilitate teaching students wit
intellectual disabilities (Mary B and Michael F, 2009)

2.8.4 Presentation software in education

This section presents ways presentation software especially PowerPoint can be used in the
classroom as well school administration. Online technology learning center
(http://www.online.tusc.k12.al.us) presents some interesting ways PowerPoint can be used in the

Page 89 of 117
classroom. These include: using recycled presentations, presentations for parents, presentations
for instruction, and creative presentation ideas.

a. Presentations for Parents

School management can create a PowerPoint presentation to inform parents and remind
students of classroom expectations, policies, and other important information. Presentations
may include a student slide show that includes digital pictures of each student with notes to
their parents.

b. Presentations for Instruction

Presentations can be used to enhance the effectiveness of classroom instruction in many ways
in every subject area. Main points can be emphasized and the presentation itself can be
enhanced by using graphics, animation, or sound. Presentations can be used to make lessons
more organized and flexible. Student interest can be stimulated through the use of graphics
and cartoons.

c. Creative Presentation Ideas

 Flash Cards - Create Flashcard presentations for individual and group reinforcement.
You can create a template and choose whether you or your students will insert the
words or phrases. Topics may include: reinforcing math concepts; practicing parts of
speech; practicing spelling; reinforcing story problems; and reinforcing numbers,
letters, or colors.
 Field Trip Slide Shows - Develop field trip slide shows to review and apply
knowledge learned on a field trip. Students can work together to make a slide show
that presents what they saw, as well as what they learned.
 Autobiographical Stories - Students can create short autobiographical stories about
themselves. Scanned photos can be inserted for interest. Once the slides are complete,
you can put them together in a presentation to show an audience, such as an open
house or parent night.

Page 90 of 117
 Interactive Book Reports - Have students create a PowerPoint presentation about
books they read.
 Music Class Recitals - For music teachers, PowerPoint is a useful tool for creating
slide shows of student recitals. During a recital, take pictures of the students while
they are performing and record a small portion of their music. On slides, include both
each student's picture and music.
 Group Slide Shows - Give your students a topic (such as zoo animals) and tell them
to choose parts of the topic to focus on (such as specific zoo animals). Have students
research their assigned portions of the topic and develop slides to serve as a part of a
group presentation about the topic.
 Poetry Readings - Students can create slides exhibiting their personal poetry along
with a voice recording.
 Science Presentations - Use PowerPoint to teach processes and how things work.
Teachers or students can add additional items to a diagram to illustrate how a process
grows and changes. Science principles work well using this format.
 Student Portfolios - PowerPoint can be used to create portfolios of student work.
 Class Yearbook-Type Presentations - Collect photos; information about special
events; examples of class and student projects, etc. throughout the year and create a
year-in-review presentation.

Page 91 of 117
2.8.5 References

1 Frances A. Kelley(2006) Multimedia Presentation Software Solutions for Internet-

Based Courses
2 Mary B and Michael F, (2009) Making Presentation
3 Software Accessible to High School Students with Intellectual Disabilities.
Special education by design. TEACHING EXCEPTIONAL CHILDREN.
JAN/FEB 2009 31
4 Kulwadee, A ,Cleborne Maddux & Suzanne Aberasturi (et.al, 2008). The Effect
of Presentation Software on Classroom Verbal Interaction and on Student
Retention of Higher Education Lecture Content. Axtell, K., Maddux, C., &
Aberasturi, S. (2008). The effect of presentation software on classroom verbal
interaction and on student retention of higher education lecture content.
International Journal of Technology in Teaching and Learning, 4(1), 21–33.
5 Online technology learning center. Using PowerPoint in the classroom.
http://www.online.tusc.k12.al.us/tutorials/pptclass/pptclass.htm

Page 92 of 117
2.9 Internet and email
2.9.1 Definition of terms
 Computer network - set of computers connected to one another using a modem and other
communication links for the purpose of sharing resources which include hardware, software,
data and information

 Internet - a world-wide computer network linking countless thousands of computer

networks, through a mixture of private and public data and telephone lines

 Email – internet facility for sending and receiving of electronic letters and documents

2.9.2 Introduction to communication and computer networks

Have you ever imagined how people used to communicate some years
ago before the advent of computer networks and mobile phones?
How would you rate the methods of communication in those days
and the modern world? What has contributed to the development of
the old methods of communication to the modern methods ones?

 Some years ago, information was sent via messengers, using drums, smoke, screaming,
ringing bells etc.

 Today more efficient methods of communication have come up such as through electronic
and print media, using landline and cellular phones, Internet etc.

 These efficient methods of communication have been enhanced by networking computers in

different areas of the world.

 A computer network refers to a set of computers connected to one another using a modem
and other communication links for the purpose of sharing resources which include hardware,

Page 93 of 117
 software, data and information. The network operating system/network software contains
instructions that enable the hardware to work as a network.

 Computer networks can be classified into different categories. E.g. according to geographical
coverage, ownership etc.

2.9.3 Classification of computer networks according to geographical coverage

 In this case, computer networks can be classified in to:

Local Area Network (LAN) - Defined as a communication network that provides

interconnection of a variety of data communication devices within a small area e.g. same
office, on the same floor or in the same building. LANs are typically owned by small
organizations, companies, schools etc.

Metropolitan Area Network (MAN) - This covers a slightly a large area e.g. an entire city.

Wide Area Network (WAN) - This is a network that covers a very large area e.g. a several
countries, a whole country, a continent or several continents. It involves interconnection of
LANS and MANS to cover a wide range of distance. An example of WAN is the Internet.

2.9.4 The Internet

2.9.4.1 Definition
 The term Internet is an acronym that stands for International Network.

 It is defined as a world-wide computer network linking countless thousands of computer

networks, through a mixture of private and public data and telephone lines.

 Internet is just like a wide highway in a cyber space (space of electronic movement of data)
that moves data and information. Therefore, the terms Cyber Space and Information Super
Highway are frequently used to refer to Internet.

Page 94 of 117
2.9.4.2 Administration of Internet

Who owns Internet?

 The technical management of internet protocol is carried out by an Internet Society and the
International Standards for Organization (ISO). Internet has no political borders or
boundaries on the exchange of data and information.

 The concept of the Internet can well be understood by looking at the diagram below;

Figure 2-69: The Internet

It is good to note that no single person is in charge of the Internet. Each

company or organization manages its own network/s but there are
agreed rules/protocols for connecting the networks e.g. the TCP/IP
protocol.

Page 95 of 117
2.9.4.3 Internet Connectivity
 To access and use Internet you must get connected.

What are the requirements for one to get connected to the Internet?

 A computer, a PDA or WAP enabled mobile phones) – It is worthwhile to note that with the
dynamic growth of telephone and wireless technologies, it is now possible to use cellular
phones and Personal Digital Assistance (PDAs) to access information on Internet just as you
would use a computer.

 Transmission media – This is a physical (telephone line) or wireless (radio e.g. GPRS –
General Package Radio Service) pathway used to the medium for transferring
data/information from one computer to another.

 Internet Service Provider - These are licensed commercial or non-commercial organizations

that provide access to internet. Examples are Access Kenya, Swift Kenya, Nairobi net, Africa
online, Wananchi, Celtel, Safaricom etc.

What are the factors to consider when choosing an ISP?

 MODEM (Modular-Demodulator) - Transforms digital data signals from a computer into

analog data signals (a form that can travel over the transmission media) and vise versa.

 Software – The main categories of internet software are:

 Browser Software - This lets you access the Internet resources examples are Internet
explorer, Netscape Navigator, Opera, Monzila FireFox, Mosaic etc.

Page 96 of 117
 Email Software enables you to receive, compose and send emails e.g. Outlook Express,
Eudora Light, Pegasus Mail, Yahoo mail etc.

 Search Engines - These are search agent programs that enable one to quickly search and
access internet resources. They provide a catalogue of all information available over the
internet for quick access. They all provide a search form where one types key words of the
information he/she wants to access. Examples are: Yahoo, Google, Inforseek, Alta Vista,
Lycos etc.

2.9.4.4 Internet Connection Types

 There are two principal ways of connecting to the Internet, that is; Direct and Dial-up
connection

Direct
 In this, the user has a fixed or dedicated link (physical line/wireless)to the ISP.

 Direct connections provide continuous, “always on” access to the Internet.

 A direct connection can be obtained in many ways e.g. Local Area Network (LAN) – A LAN
can be connected to the Internet through a special hardware component called a router which
is connected to another router at the ISP by a high-speed line.

Advantages:
 High speed connection
 You do not need a modem but a router
 It is convenient as one does not have to keep on dialing up.

Disadvantages:
 It is expensive to maintain the connection
 Only economical for large corporation/organizations.

Dial-up
 In this you connect your computer by use of a modem and/or phone line/wireless only when
you want to use Internet.

Page 97 of 117
 The user gains Internet access when he/she contact the ISP and the ISP transfers him/her to
Internet. When he/she finishes, they disconnect from the ISP. The speed with which you can
access the Internet is determined primarily by the speed of your modem.

 To gain faster dial-up connections, you can install an Integrated Service Digital Network
(ISDN) line which is a digital line provided by the local phone company.

Advantage:
 Initial connection fee is less as compared to direct connection
 Cost can be controlled by reducing connection time

 Connection done only when there is a need

Disadvantages:

 May be disappointing in case of resource contention/traffic jam during dial up process as one
has to keep on dialing up.

2.9.4.5 Internet Services

 Some of the most common uses of Internet are:

 World Wide Web (WWW) – This is a vast virtual space of the internet where information
pages called web pages are installed. A collection of web pages stored as a file in a special
type of a computer called web server is called a Website. Every website is accessed using
Uniform Resource Locator (URL) e.g. University of Nairobi’s Website:
http://www.uonbi.ac.ke

 Communication - You can exchange information with your family and friends anywhere in
the world through e-mails, chat rooms and newsgroups ETC

 E-commerce – Today you can access cyber shops for online purchasing, window-shopping
and pay for the services through electronic funds transfer (EFT), cheque and credit cards

 Research - Researchers and scholars use Internet to access digital (virtual) libraries for the
latest information and archives

Page 98 of 117
 Entertainment - You can watch Web TVs, online videos and play games, in Internet you
will almost get anything you need to keep you entertained.

 E-learning – Academic materials for all levels of education are readily available on the
Internet

 Telnet – Logging into remote computer & work on it as your local computer

 FTP – Transferring files to a remote computer or from remote comp. to a local comp.

2.9.4.6 Benefits of Internet in Education

 E-learning - this has led to development of ‘Universities without walls’ and people can
acquire degrees from foreign universities without travelling to where they are.

 Research - researchers/students/teachers/lecturers can acquire any information they want in

their areas of study through the Internet.

 Communication - educational managers can communicate with students/staff and their

seniors in head offices e.g. Ministry of Education headquarters without having to travel there.

 Exchange of knowledge/information - educational portals enables students to blog and

share a lot of knowledge in their areas of study.

 E-commerce - Educational managers can do online shopping for educational materials and
carry out transactions online.

Note that generally, all services available via Internet are equally
important in educational institutions to students, teachers/lecturers,
administrators/managers and other stakeholders as they are important
to the business world.

2.9.4.7 The World Wide Web (WWW)

Page 99 of 117
 WWW: This refers to the interconnected set of hypertext and hypermedia documents
available via the internet. It is viewed as a vast virtual space on the Internet where
information pages called web pages are installed.

 Hypertext - This refers to text documents that contain links to other text documents liked
together forming a spider like web. Hypertext is basically the same as regular text that can be
stored, read, searched or edited.

 Hypermedia - It is interconnected documents which contain links to not only text documents
but also linked to multimedia documents e.g. audio, movies/video, images/graphics etc.

 Web Pages - This refers to hypertext and hypermedia documents containing information
about an individual or organization. A web page can be seen as a single screen of information
which may contain text, images, animation, sound, movies/video etc. Web pages are created
using a programming language called Hypertext Mark-UP Language (HTML) and viewed by
use of web browser programs e.g. Internet explorer.

 Website - A collection of web pages containing related information about an individual

organization or institution stored as a file in special computer referred to as a Web Server.

 These web pages are linked together by use of hyperlinks

 Hyperlink - A hyperlink refers to part of the web page (either text or graphic/picture) that
when clicked causes another web page to open. The web page opened could be one of the
web pages in the same web site or in a different web site. A hyperlink is usually underlined,
blue in color and when pointed using the mouse pointer, it causes the mouse pointer to
change to a palm/hand.

 All WWW resources or website have a unique address known as the Uniform Resource
Locator (URL). URL is a standard way of referencing WWW resources e.g. web pages.

2.9.4.8 Structure of URL Address

 Consists of two parts;

 A portion that specify the method of file access

Page 100 of
117
 A portion that specify the Internet location of the file to be accessed;

 E.g. http://www.uonbi.ac.ke - gives the address of the computer/host in the Internet

containing the website and the directory of the location of the file in the computer

http:// - this part tells the type of file access that is permitted from the Internet. HTTP stands
for Hypertext Transfer Protocol – a protocol/rule that tell how the information in www is to
be transmitted.

 Other protocols are FTP://, GOPHER:// etc. e.g. ftp://watchman.uonbi.ac.ke

2.9.4.9 Accessing the Internet

 Accessing Internet the is done through browsing the net/web

 Browsing/surfing refers to the process of accessing Internet resources from the WWW
websites.

 This can be done basically in three ways:

 Typing a website URL address in the address bar on a browser window.

 Clicking on a hyperlink in an opened webpage to connect to another web page.

 Using a search engine agent program to quickly search for any information on the web/net.
 In our case, we will use the Internet Explorer 8 (IE) browser window.

Page 101 of 117

2.9.4.10 Loading IE Browser Window

Activity 2.9.1:
 Double click the Internet Explorer shortcut icon from the desktop

Or

 Click on start menu from the desktop

 Point at programs from the pull up menu

 Click on Internet Explorer from the sidekick menu. The Internet Explorer
(IE) browser window is displayed.

 Internet Explorer Browser Window Features are;

1. Title Bar - Shows the title of the visited website

2. Menu Bar - Provides menu options for manipulating the browser window and the web
page contents

3. Navigation Bar - Provides commands for navigating the website

4. Address Bar - Where the URL address of a website is typed

5. Hyperlinks - When clicked, a hyperlink causes another web page to open

6. Status Bar - Shows the opening progress of a web page

7. Task Bar - Shows other programs running in your computer

 See figure 2-70 below

Page 102 of 117

 1
2 3 4

6
7
Figure 2-70: IE Browser Window Features

Are there any other browser programs you are familiar with?
Other than Internet Explorer, have you ever used any other browser
program?

Page 103 of 117

2.9.4.11 Loading a Website Using the URL Address

Activity 2.9.2:
 Click in Address bar. Type the URL address of the website to visit e.g. For
the Ministry of Education website type the following URL address in the
address bar: www.education.go.ke

 Press Enter key from the keyboard or click on the ‘Go’ command from the
Navigation Bar.

 Wait as the home page is loaded. Look for the connection progress from
the status bar. See figure 9.2.3 below;

Take note that one must know the correct URL address to successfully load the
intended website

Figure 2-71: Kenya Ministry of education Website home page accessed on 10/10/2011

2.9.1.12 Using Hyperlinks While Browsing/Surfing

 From the home page of a loaded website, one can access more information through
hyperlink that connects to the web page containing the required information.

Page 104 of 117

 Activity 2.9.3:
 Point at an hyperlink - Mouse pointer changes to a hand/palm

 Click and wait as the web page is displayed. In the status bar, see the
loading progress e.g. to read about the ICT Trust from the Ministry of
Education website point & click on the ‘ICT Trust’ hyperlink from the
home page & wait as the webpage is being displayed

2.4.9.12 Using Search Engines to Search for Information from the Web/Net
 Searching for information from the web may be tedious, frustrating and time wasting if
one does not know the techniques for quick search.

Activity 2.9.4:
 Type URL address of the Search Engine in the address bar. Press enter key
from the keyboard or click on ‘Go’ from the navigation toolbar e.g.
www.google.co.ke for Google search engine.

 Type the keyword on the search form text box on the homepage and then
click on search/find. See window 1 on below.

 Click the hyperlink that closely describes information you want from the
list displayed. See window 2 below.

Page 105 of 117

 2
1

Figure 2-72: Google search results

2.4.9.13 Search Tips

 By default the search engine tries to locate pages which have exact matches for all of the
words entered in your search form. If that fails, it then tries to locate pages which contain any
words in your search query. If that happens a short message is displayed at the top of the
search results indicating this has been done.

 In addition, there are several ways to modify the default search behavior.

a) Phrase Search: The search engine supports three types of phrase search.

 To match an exact phrase, use quotes around the phrase

Example: "free search engine“

 To match a near (within a couple of words) phrase, use square brackets [around the
words] Example: [free search engine]

 To match a far (within several words) phrase, use braces { around the words }
Example: {free search engine}

 + and – qualifiers: If you precede a word with + that word is required to be on the page. If
you precede a word with - that word is required to not be on the page.
Example: +always, - never

Page 106 of 117

  * Wildcard: If the word typed ends with a * all words on a page which start the same
way as that form word will match. Example: gift*

 ? Wildcard: If the word typed contains a ? any character will match that position.
Example: b?g

 Boolean search: You can use the following Boolean operators in your search: AND, OR,
NOT. These operators MUST be in capital letters.
Example: (contact AND us) OR (about AND us)

 All of these techniques can be combined: +alway* -ne??r*

Activity 2.9.5:
 Load Google search engine by typing http://www.google.co.ke.

 Search for “Kenya National Examination Council”.

 From the search results Identify URL for KNEC and use it to access
KNEC home page.

What Examination information can you get from the KNEC website?

2.4.9.14 Downloading/Saving Web Contents

 Downloading refers to the process of transferring information from a remote computer to a
local storage in your computer. This helps you to save the information for future retrieval.

 To download & save a web content, follow the steps below:

 Right click the hyperlink to the file

 Click on ‘Save Target AS’ command from the shortcut menu that appears
 Save as dialog box is displayed. Specify the folder/drive where to save the contents and
type a unique file name in the name box.

Page 107 of 117

  Click on ‘Save’ command button. The download progress dialog box appears & prompts
you when through with the contents are fully downloaded.
 The download process may take longer than expected depending on some factors like; the
internet download speed (band width) at that time, size of the document downloaded, your
computer’s specifications, internet ‘traffic jam’ etc.

 Downloaded web contents will require some application programs to have been installed in
your computer e.g. PDF files will require programs like Acrobat Reader to be installed in
your computer for you to read their contents.

Diagrams 1 – 4 show the download process downloading Transfer Form from the TSC
website

1 2

3 4

Figure 2-73: Document download-procedure

Page 108 of 117

2.9.4.16 Printing Web contents
 To print web contents, open the file/web page and then send it for printing. Your computer
must be connected to a working printer.

 To Print, click on file menu then click on print from the pull down menu

 Choose printer and specify the number of copies to print from the print dialog box that
appears then click on print command button.

2.9.5 Electronic Mail (email)

 Electronic Mail refers to the sending and receiving of electronic letters and documents over a
computer network for example over the Internet.

What are the advantages of electronic mail over the traditional “snail mail”?

2.9.5.10 E-mail Address

 For one to send and receive an email, he/she must have an email address.

 Email address directs the computers on the Internet on where to deliver the email message.

 A typical email address has this format: Username@host-computer.domain e.g.

pekyalo@yahoo.com i.e. the email parts are:

 Pekyalo – This is the user name that identifies the owner of the email address.
 @ - Separates the username from the rest of the address parts
 Yahoo – The name of the host computer on the Internet in to which the email account
is hosted.
 The period (.) – read as dot. Separates different parts of the email address.
 Com – The domain. Identifies the type of Institution that owns the host computer.
 Some of the commonly used first level domains are;

 .com – commercial organizations

Page 109 of 117

  .co – company/commercial organization
 .org – NGOs
 .go – government
 .edu – educational institution
 .ac – academic/educational institution etc
 Country Domains are used as second level domain to show the country of oring of
the owner of the organization are, e.g.
.ke - Kenya .tz – Tanzania

.uk - United Kingdom .ug - Uganda

Activity 2.9.6:
 Create an email account to acquire email address using any email service
providers such as e.g. Yahoo (www.mail.yahoo.com) or Gmail
(www.google.co.ke).

 Exchange your email address with your colleagues in order to be able to

exchange emails.

2.9.5.11 LOG ON/SIGN IN

 For one to read/receive or send an email, he or she must log in or sign to the mail server
through an email application/software.

Activity 2.9.7:
 Load the e-mail program that you are using for example, for gmail account
holders, type www.gmail.com in address bar of your browser to load the
mail program or for Yahoo mail type www.mail.yahoo.com

 In the username text box, type your user name .e.g. pkmulwa

Page 110 of 117

  In the password text box, type the password. The password appears
encrypted for security reasons

 Click on Sign in command button and wait as your mails window is

opened

Figure 2-74: Email log on/Sign in

2.9.5.12 Composing and Sending Email

Steps:
 Load email application program/Email Editor

 Log in/Sign in if required by typing your user name and password.

 Click on compose command button – mail editor window appears as shown on the left.

 Type email address of the recipient in the TO: text box.

 To send Carbon Copies (Cc) & Blind Carbon Copies (Bcc) type the addresses in the Cc: & Bcc:
textboxes respectively. Separate two or more addresses by commas. Bcc recipients don’t see the
identity of other recipients.

 Type the subject/title of your message in the Subject: text box.

 Type the message and format it as you want in the message text area.

Page 111 of 117

 Click on send command button to send mail.

 Your will get a confirmation once the mail is send successfully.

Figure 2-75: Yahoo Email Compose Window

Activity 2.9.8:
 Compose an email message about the challenges that hinder Internet
connectivity to Educational Institutions in Kenya. Send it to your class
representative. Copy the mail to five members of your class.

2.9.5.13 File Attachment

 Steps:

 Load email application program/Email Editor and Log on or sign in as expected to access your
account by supplying your username and password.

Page 112 of 117

 Compose your mail as usual.

 Click on Attach Files command button.

 From the dialog box that appears, browse to specify the file/s to attach from your computer.

 Click on Open command button from the ‘Choose file’ dialog box after choosing the file to
attach.

 The attachment progress bar appears. Wait as the file/s is/are attached to you mail.

 An attachment bar is inserted in the mail window with the name of the attached file.

 Click on send command to send the mail.

Figure 2-76: Email attachment window

Activity 2.9.9:
 Create a Microsoft Word document and key in your proposal on how the
Government can overcome the challenges highlighted on activity 2.9.8.

Page 113 of 117

 Compose an email message at attach the Microsoft word document created
above. Send it to your class representative. Copy the mail to five members.

2.9.5.14 Receiving/Replying/Forwarding Mail

 Steps:

 Load email application program/Email Editor

 Log/sign in if required to access your email account by supplying your username and password.

 Click on ‘check mail’ command button

 Click on Inbox to view the mails received as shown on the left.

 To read a mail, click on its subject/title from the list of received mails. To read an attachment,
click on the attachment icon & follow the instructions that follow.

 To reply the mail, simply click on Reply tab/command and type the reply message then click on
send command to send it.

 To forward the mail, click on ‘Forward’ tab, type the address of the person whom you want to
forward the mail to, click on send

Page 114 of 117

 Figure 2-76: Replying email messages

Activity 2.9.10:
 Reply to all messages you have received from your colleagues

 Forward the messages received to your colleagues who had not received
the mails

2.9.5.15 Saving an E-mail

 With the mail window opened, click on file menu

 Click on save as from the pull down menu

 Select the location to save the mail and type the file name

 Click on save

2.9.5.16 Deleting and Spamming mails

 Steps

 From the inbox window, select the mail to delete or spam

 Click on the delete or spam command button to delete or spam the mail

NB: For deleting, confirm the deletion

2.9.5.17 Printing Mails

 Steps

 Open the mail that you want to print

 Click on the file menu

 Click on print from the pull down menu

 Specify the printer and the number of copies

Page 115 of 117
  Click on print.

2.9.5.18 Sign Out/Log Off

 Once you have read your mail, it is advisable to sign out or log off to ensure that
unauthorized users do not read the mail.

 To sign out or log off, click on the sign out or log off command button.

Activity 2.9.11:
 Log into the Public Service Commission website and download the public
service vacancy application forms 2a and 2b and print them. NB: PSC
URL address is www.publicservice.go.ke

 From the Internet, search for a tutorial on your area of specialization and
save it in your flash disk

 TAP 503 Course has come to an end. The Chairperson, department of

Education Administration and Planning has requested you to prepare a
brief report on the course and make some recommendations of improving
the course. Prepare such a brief report and send it through email to your
lecturer. Send a CC to your email account. Attach a Microsoft word
document file containing your personal proposal on the way forward to
embracing ICT and EMIS for efficient and effective management of
Educational Institutions and content delivery

Page 116 of 117

2.9.6 Summary

 In this lesson, Internet and email was covered. You have learnt that
Internet is a world-wide computer network linking countless thousands of
computer networks, through a mixture of private and public data and
telephone lines while Email is an internet facility for sending and receiving
of electronic letters and documents

 You learnt that for one to get connected to the Internet requires a
computer/PDA/WAP enabled phone, Modem, Service Provider,
transmission medium and software like browsers and search engines. One
can connect to Internet through dial up as it is with use of the Safaricom
Modems or have direct connectivity to the service provider

 Internet services explained in this lesson are World Wide Web (WWW),
Communication, E-commerce, Research, Entertainment, E-learning, Telnet
and FTP

 In this lesson you have learnt that for one to access a website he or she must
have the URL address for the website to visit. Likewise, for one to send and
receive an email he or she must have an email address as it is with the
person to exchange the mails with.

 You have also learnt that information from the Internet can be downloaded
and saved in your local computer for printing or future reference. Likewise,
document created and saved in your computer can also be send to other
recipients as email attachments.

Page 117 of 117

 2.9.7: Review Questions
1. Define the following terms; Computer Network, Internet, Email and URL
2. Describe THREE types of computer networks according to geographical
coverage
3. Explain FIVE Internet services that an Education Institution can benefit
from
4. Describe FIVE requirements for an education institution to get connected to
the Internet
5. Highlight the benefits of email to an education institution
6. Explain how Internet connectivity in an Education Institution can aid in;
a) Learning
b) Teaching
c) Management & service delivery
7. “Internet has contributed immensely to moral degradation among our
youth”. Discuss.

2.9.8: References:

1. Stallings, W 2000, Data and Computer Communications (6th edition),

Prentice-Hall, India.
2. Comer, D 2001, Computer Networks and Internets, with Internet
Applications (3rd Edition), Prentice Hall, India.
3. The Internet

Page 118 of 117