1. INTRODUCTION TO MICROCOMPUTERS
COMPUTER: Is an electronic device used to store, input, retrieve and output
(printing) information. It works under given instructions from the
person controlling it.
INPUT: To key in or scan data and feed it into the computer.
STORE: To make data permanent in the computer memory.
RETRIEVE: Make data accessible on the screen.
OUTPUT: Get/obtain a printout or soft copy (screen) of the information fed
into the computer.
DATA: Any raw facts that can be typed or input in the computer, it can be
numbers, text or graphics.
ADVANTAGES OF COMPUTERS
1. SPEED: - Computers work at a very high speed processing information compared to
manual methods
2. VOLUME: - It can handle very large volumes of data in a small space
simultaneously without becoming tired as long as it is properly programmed.
3. COMPLEXITY: - It can handle very complex arithmetic calculations within a very
short time as opposed to manual calculations.
4. ACCURACY: -Are very accurate so long as the person controlling gives proper
instructions. (hence the saying garbage in garbage out)
5. SECRECY: - Information is fairly protected by use of a password.
6. CONSISTENCY: - Gives the same results given the same data and instructions.
DISADVANTAGES:
1. COST/PRICE: - Computers are very expensive and cannot be afforded by many
companies and individuals.
2. COMPUTER BREAKDOWN: - Like any other machine, computers do breakdown
forcing the users to turn to manual methods that are slow hence time wasting.
3. HEALTH HAZARD: - Pose great risks especially to eyesight, affected due to
prolonged use if the screen is not properly regulated.
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2. 4. REDUCTION OF LABOUR FORCE: - Many people have been misplaced by
computers leading to unemployment.
COMPONENTS/PARTS OF A COMPUTER
1. SCREEN:
Also known as monitor/visual Display Unit VDU. Viewing of data is done on the
screen when it’s being typed.
2. SYSTEM UNIT:
It houses the C.P.U also known as the brain (heart) of the computer – it is where
the processing of data is done. It is also the place where diskettes are inserted and
other delicate component e.g. the hard disk.
3. KEYBOARD:
The data to be fed into the computer is typed on the keyboard. Characters will be
displayed on the screen. Basic keys on the keyboard: -
(i) Typing keyboard: - contain Alphabets, numerals and a number of
punctuation marks.
(ii) Special keys: Include control, alternate key, shift keys, caps lock,
space bar, Backspace and Tab key.
(iii) Additional keys: Include the page up, page down, delete home key,
print screen, scroll lock, pause, End, Insert. They are input because
they help when it comes to editing and formatting text.
(iv) Functions Keys: From F1 to F12. These have different functions as
far as a computer is programmed.
(v) Numeric key pad: Is positioned on the extreme right of the keyboard,
it contains +Addition, Enter-Equal sign, * multiplication sign, /used
for division, -used for subtraction.
(vi) Arrow keys: They facilitate horizontal and vertical movement during
text editing.
4. MOUSE: (movement of user selected entry)
Is the alternative to the keyboard, although it can be used for typing but it can be used
for opening files in windows based programs.
5. PRINTER:
This is a hardware piece used for copy production. It is necessary because it produces
whatever is displayed on the screen in written form (hard copy)
NB We have many other hardware components that can be connected on a computer.
ELEMENTS OF A COMPUTER/REQUIREMENTS
1. HARDWARE
The physical/touchable components of a computer necessary to make the
Computer function. They include - Keyboard, system unit, Monitor, and
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3. Printer e.t.c.
2. SOFTWARE
Set of instructions designed to perform a particular task. Without the
computer software the computer cannot work because it depends entirely on
software instructions.
3. PEOPLE/ HUMAN WARE:
Constitute the most important requirements of a computer system. Their main
work is to operate the computer whenever necessary. Generally the computer
has operators:
(i) Computer operators: - People who have done some of the computer
software packages and they know how they operate but not in details.
(ii) Computer programmers: Write programs and take to the computer to
see how best they can work.
(iii) Computer Analyst/System designer: - Perform the task overseeing that
the computer output is at its best. Their jobs are detailed and they also
carry out installation of packages apart from doing maintenance work.
SWITCHING ON A COMPUTER
The act of putting on a computer is termed as booting.
There are two types of booting:
1. Cold booting
(i) Switch on the main switch
(ii) Switch on the power button on the CPU
(iii) Switch on the power button on the screen
(iv) Follow the commands from the computer
2. Warm booting
By use of either the reset button on the system unit or by use of a combination of
keys ctrl+alt+Del
SWITCHING OFF A COMPUTER
(i) Close the program first
(ii) Click start button on the screen
(iii) Move to shut down and click
(iv) From the dialog box which appear on the screen select shut down then ok/yes
(v) Wait until the computer tells you its now safe to turn off your computer
(vi) Switch off the power button on the screen
(vii) Switch off the power button on the system unit.
(viii) Switch off the main switch.
CLASSIFICATION OF COMPUTERS
We can classify computers using different criteria e.g.
1. Size
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4. 2. Age
3. Type of data they accept/process
4. Purpose
BY SIZE
- Super computers
- Main-frame computers
- Mini-computers
- Micro-computers
- Laptops and notepads
SUPER COMPUTERS
E.G CRAY XTICS
(a) Have a big storage capacity
(b) They recognize a word as long as 64 or more bits long.
(c) They are used in scientific applications such as processing of geological data etc
MAINFRAME COMPUTERS
(a) Very powerful
(b) Have a big storage capacity
(c) Many users even more than 1000 can log on the machine simultaneously
(d) They are multitasking in nature i.e. several people doing different tasks.
Areas of application
- Police stations used to store fingerprints
- In banks
MINI COMPUTERS
(a) Are smaller in size and less costly than super and mini
computers
(b) Their memory storage can be expanded by adding external
storage media e.g. tape disks
(c) They recognize 16 and 32 bits of word
(d) They are also multitasking i.e. several users can log into them
doing different tasks
(e) They are well adopted for accounting processing database
applications and management.
MICRO COMPUTERS
(a) They are small in size and are normally referred to as P.C
(personal Computers)
(b) They are well suited for small organizations and individual
purposes.
LAPTOPS
(a) Small and well suited for outdoor work
(b) They consume very little power
(c) They are designed for individual use for out office work
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5. CLASSIFICATION BY AGE
1ST GENERATION
The key electronic device of this computer was a vacuum tubes
Xtics
-They were very large in size
- Produce a lot of heat
- They used magnetic drums to store data
- They used punched cards as the input device
- Break down chances were so high
- They required experts to run them e.g. UNIVAC (Universal Automated
Computers) of 1950 – 1959.
- Speed was 40,000 operation/seconds
2nd GENERATION
The key electronic device was a transistor
- Were more reliable than 1st generation computer
- Were small in size than 1st generation computer
- The internal memory was in form of magnetic care.
- Their speed was 200,000-operational/sec magnetic tape.
- E.g. ATLAS, IBM 7000
3RD GENERATION
The key feature was the integrated circuit (IC)
An IC is a metric of an electronic channels and related components which enables
processors with a relatively small physical size to be produced.
- They used magnetic tapes for output
- Their processing speed was about 1,000,000
- They had higher internal storage capacity
- They had multitasking capacities
- E.g. IBM and Compaq.
4TH GENERATION
The key feature is very large scale IC
- They are smaller in size e.g. laptops
- They have a high level of multitasking
- Have a high processing speed.
- Have a high internal storage.
- E.g. Toshiba, Amstrad etc
5TH GENERATION
They are feature computers e.g. mobile phones
- They are predicted to have human capacities
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6. - Their key feature will be artificial intelligence i.e. performing tasks that
require them to think
- They will also accept voice input/output
- The input will also be from remote devices
CLASSIFICATION BY TYPE OF DATA
1. DIGITAL COMPUTERS
They process data input in digital form (0,1)
2. ANOLOG COMPUTERS
They process data in physical quantities.
Voltages: Their input is in form of smooth graph in which information can be read
e.g. Thermometer, Voltmeter e.t.c.
3. HI BREED COMPUTERS
They have combined features of analogical and digital computers.
CLASSIFICATION BY PURPOSE
1. Special purpose computers
They are ment for a particular job e.g. in weapon guidance, operation purposes in
hospital, petrol pump e.t.c.
2. Embedded computers
This is a computer with some other devices that cannot be assessed directly e.g.
cameras, video recorders, security systems e.t.c.
3. General purpose computers
They are designed to solve a wider variety of problems. They can be adopted in any
of the various applications comfortably by means of special written programs.
DATA PROCESSING
Processed data is referred to as information. Data processing can be done in two ways:
(i) Online processing: Data is processed right away within that very day or after
a few minutes e.g. typing short documents like letters.
(ii) Batch processing: A situation whereby data is accumulated on large quantities
and they can be processed after some time e.g. after days, weeks, months e.t.c
e.g. payroll system.
The processed data has to be stored. Reason for storing of information/data are:
(i) Future reference
(ii) Updating purposes i.e. adding, deleting etc
(iii) Learning purposes
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7. TYPES OF COMPUTER MEMORIES
1. Primary storage. It is a type of memory whose contents are not
permanent i.e. if power is switched off then the contents are lost thus it is
called a volatile memory e.g. SIMMS DIMMS They are commonly
referred to as RAM (Random Access Memory)
2. Secondary storage. It is a kind of memory whose content are permanently
stored i.e. even if power is switched off data is not lost, thus it’s said to be
non-volatile. It’s commonly referred to as ROM (Read Only Memory)
UNITS OF DATA
BITS
A bit is a smallest logical unit a computer can understand. The bit might be a high or a
low (1,0)
BYTE
A byte is a group of eight (8) bits.
A WORD
A word is a group 16 bit. It can also consist of 32 bits or 64 bits.
KILOBYTE
A group of 1000 bytes.
MEGABYTE
A group of 1000 000 bytes.
GIGABYTE
A group of 1000 000 000 bytes.
THE FLOPPY DISKETTE
It’s a thin plastic made of miller used to store data. It’s the principle secondary storage
media in most microcomputers.
TYPES OF DISKETTES
1. 8 Inch Diskettes
2. 51/4 Inch Diskettes
3. 31/2 Inch Diskettes
Parts of a 3.5 diskette
Data access
hub
Spindle hole
Index hole
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Write protect notch

8. THE HARD DISK
A hard disk is mounted inside the system unit
Advantages of using the hard disk over diskette
1. It’s secure where as a diskette can be spoilt if it falls in water or fire.
2. It stores voluminous amount of data compared to a diskette.
3. To retrieve data from the hard disk is faster compared to a diskette
PROCESSING HARDWARE
Takes place in CPU. CPU is referred to as the brain of the computer. There are four
elements in CPU.
 Register
 Microprocessor
 Central Unit
 Control Unit
Register: A temporary storage location of data in the CPU. Its main purpose is to
quickly accept data.
Microprocessor: To speed up the processing data that might have been very slow
without it. It is made up of silicon and chip. It is a good conductor of electricity.
Central Unit: Integrated circuit that is capable of performing arithmetic calculations.
Can be referred to as arithmetic logic unit. (ALU).
Control Unit: The center of circulatory system that responds and coordinate to all action
that takes place in the computer system.
Register
Input units A.L.U Output units
e.g. Control e.g. printer
keyboard unit and monitor
Back up Basic storage
storage e.g. i.e. the hard
floppy disks disk
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9. KEY
Data flow
Timing and control signals
SPEED OF ACOMPUTER
Speed of processing depends on
(i) Addressing scheme
(ii) Register capacity
(iii) Data bus capacity
(iv) The clock speed
(v) The instruction set
OUTPUT HARDWARE:
In computing we get output from either the screen (soft copy) or from the printer.
PRINTERS
There are four types of printer when classified by quality of output:
1. Dot Matrix Printer
Characteristics
 It is very noise
 Very slow
 It’s the cheapest printer in terms of cost
 The print out quality is not very clear
 It cannot produce pictures
2. Daisy Wheel Printer
Characteristics
 Its noisy though not as Dot Matrix
 Its slightly expensive that Dot Matrix
 The printout quality is a bit better than Dot matrix although not as good as laser
and ink jet
 It’s slow in printing.
3. Inkjet/Desk jet printer
Characteristics
 Its fast in printing though not as fast as the laser printer
 The printout quality is good though not as in laser
 Its expensive though not as laser printer
 It can print text and pictures in colored form.
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10. 4. Laser Printer
Characteristics
 It is the fastest and the speed can be compared to that of a photocopier
 The most expensive printer in term of cost.
 Makes minimal noise
 Has the best printout quality
APPLICATION SOFTWARE OR SOFTWARE PACKAGES
Definition: A collection of related programs that are used to perform various jobs/tasks.
These are computer programs designed to perform a specific task
There are 5 major applications software packages:
(i) Word processing
(ii) Electronic spreadsheets
(iii) Database Management System
(iv) Graphics Software
(v)
(vi) Desktop Publishing software’s.
WORD PROCESSING SOFTWARE:
This is a program used to type, edit and format texts the way one would like it to appear.
It is a useful skill required by almost everyone in a company including secretaries,
managers, etc.
Examples: Word Perfect
Ms word
WordStar.
ELECTRONIC SPREADSHEETS
Used in mathematical and statistical statements.
Figures are arranged into rows and columns
Produce personalized reports, financial, mathematical and statistics.
Examples: SuperCalc
Lotus 123
Ms Excel
DATA BASE MANAGEMENT SYSTEM.
This is the kind of software adopted to handle large related files. Are applied in telephone
directory, payroll system, electricity billing, water billing etc.
 Used to maintain information in form of organized files and records.
 One can update, delete or add records.
Examples: D base
F FoxPro
Access
Oracle
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11. SQL 2000
GRAPHICS SOFTWARE
Used to produce high quality graphics and can also add texts on these graphics.
Mostly used by architectures and designers
Examples: Harvard Graphics
Corel Draw
CAD
Auto CAD
Auto shop
DESKTOP PUBLISHING SOFTWARE
Used to produce high quality professional looking publication e.g. wedding cards,
calendar, business cards etc
Refers to the use of computers in type setting documents for publication.
It has a variety of sizes and combines both texts and graphics together
Example: PageMaker
PowerPoint
Publisher
COMPUTER PROGRAMMING
This is the writing of programs (software) that perform varies or intended tasks. The
professions concerned are called programmers. In programming they use special codes
called programming languages.
Examples
FORTRAN
Formula translation – the earliest language developed in 1954
 Most of its command are written in scientific form
 Its not much in use nowadays
COBOL
Common Business Oriented
 Long developed in 1961 with most of its command written in English form.
 Mostly used in business organizations for programs writing
BASIC
Beginners, all purpose symbolic instruction code.
 Was developed in 1965 with most of its commands written in scientific form.
 It’s very easy to learn and interpret and highly recommended for those who want
to start programming.
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12. C-LANGUAGE
An advancement of Fortran and the Basic.
 Most of its commands are written in scientific form
 It’s the most common and popular programming language used nowadays.
VIRUS
(Vital information Resources under siege)
This is a small program written to corrupt or damage the information stored in the
computer system. It also duplicates itself from one computer to another. A virus needs
some kind of executable programs such as .EXE .SYS .COM to be active to infect a
system and to spread. Based on its working and spreading methods virus can be divided
into the following types.
WORM
Does not do much harm but keeps multiplying to occupy free space in memory.
Symptom – Insufficient memory.
TRUJAN
They hide in useful programs e.g. in music while you are listening to music the virus is
formatting your hardware. They attack themselves to files like EXE .COM etc
BOMB
They run for some specific event or time to be active e.g. dates, a game time on particular
date.
MBR INFECTOR (Master boot record)
They are activated every time a machine boots from the hard disk.
DBR INFECTOR (DOS BOOT RECORD)
Infects DBR in diskettes
MULTIPARTITE VIRUS
It has all the above effects. I.e. it affects MBR, DBR and programs.
STEALTH VIRUS
Are special viruses, which affect memory. They cannot be defected by a virus scanner
because they keep changing their codes.
POLYMORPHIC VIRUS
They change their appearance by using encryption. They are hard to detect.
HOW VIRUSES SPREAD
 Through network
 Through infected hardware e.g. memory and diskettes
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13. PREVENTION OF VIRUS
 Never download information from internet un protected sites
 Never access a diskette that you are not sure of the machine that it was used in
 Avoid pirated software
 Always write protect your diskettes if you are not sure of the machine you are
about to use to access your diskette.
REMEDY FOR VIRUS
 Install an anti virus in your computer
 Always scan diskettes before Accessing them in your computer
WHAT TO DO WITH THE INFECTED FILES
 Remove the virus from the file and restore the file to its original location
 Erase the file completely
 Quarantine the file and mail it to experts
EXAMPLES OF ANTIVIRUS PROGRAM
 Norton anti virus
 Macfee anti virus
 Doctor Solomon
MICROSOFT DISK OPERATING SYSTEM (MSDOS)
We have various DOS programs developed by different corporations’ e.g. IBM,
MACINTOSH etc; but our case study will be on Ms-dos developed by the Microsoft
Corporation.
In MS-DOS we use commands to carry out various tasks. Commands are just keyboard
characters or symbols that tell the computer what to do. These commands should be
issued at a set format for the computer to understand. The correct format of issuing a
command for the computer to understand is referred to as syntax.
There are two categories of Ms-dos commands
* Internal commands
* External commands
INTERNAL COMMANDS
These commands are based in the computer primary memory and reside there until the
computer is shut down.
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14. When the computer is booted, they are loaded into the primary memory (RAM). They
also referred to as memory based commands.
This command includes: -
DATE - this command displays the system date and gives a chance to change the date.
TIME - this command displays the system time and gives a chance to change the time.
CLS - (clear the screen) used to clear the screen
VER - (version) this command displays the version of Microsoft dos installed in your
computer.
VOL - (volume) This command displays the volume, label and serial number of a drive.
DIR - (display) This command displays the contents of a drive, directory and
subdirectory (that is all files and directories)
Note that when you use the command the directories will be denoted at the end with the
<DIR>.
SWITCHES TO BE USED WITH THE DIR COMMAND
A switch is just a character that you can insert after a command to manipulate how the
command is carried out.
Switch P (pause mode) Used to display the content of a drive while pausing every screen-
full.
Syntax DIR/P
Switch B (bare format mode) Used to display the contents of a drive on the left side of
the screen.
Syntax - DIR/B
Switch W (wide format mode) Displays the contents of a drive a cross the screen.
Syntax - DIR/W
Switch L (Lower case)- displays the content of a drive in lower case that is small letters
Syntax - DIR/L
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15. Switch O (sort order). - It Displays the content of a drive alphabetically
Syntax DIR/O
For the order command to work properly, you must specify to DOS which mode to
follow in sorting
E.g. we use switch N to sort the files in order of name alphabetically from A - Z.
Syntax DIR/O:N
Syntax DIR/O:-N will display the file alphabetically arranged from Z - A.
Syntax DIR/O:E will arrange the file extensions alphabetically
Syntax DIR/O:-E will arrange the extensions from Z - A.
Syntax DIR/O:D displays the directories or files alphabetically as per date of their
making
WILD CARDS
These are symbols that denote other characters in DOS
They are mainly two:
The asterik (*) denotes many characters
The question mark (?) denotes one character
ASTERIK
It has two functions:
1. Displays files with specific extensions e.g. dir *.Txt displays files with extensions txt
no matter the number of characters in the suffix (main name)
2. Displays files, which start with specific characters e.g. dir C*.* displays files that
start with letter C.
QUESTION MARK
Used to display files that have certain number of characters. Each question mark
represents a
character. E.g. dir ????? Displays files that have maximum characters of five.
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16. N/B wild cards can be used along other DOS commands
FORMATING
To format is to prepare your storage media for data inputting. During formatting tracks
and sectors are drawn on your storage media. The command should be issued at a
different drive from the one you intend to format.
Syntax c:>format a:
PARAMETERS ASSOCIATED WITH FORMAT COMMAND
We can use switches to manipulate the computer to format our drive as per our choices
e.g. Syntax c:>format A:/S - Used to transfer system files to the formatted disk. The
system files transferred are:
1. Input, output system (io.sys)
2. Ms-dos system (MsDos.sys)
3. Commands.com.
Syntax format A:/B - Used for creating a blank space for the system files.
Syntax c:>format A:/C - used to check clusters that are currently marked bad.
Syntax c:>format A:/V - Used for giving volume label automatically at a command line
e.g.
C:>format a:/v: name (here type the volume label)
Syntax c:>format A:/U This is called unconditional format, it destroys all the existing
Data and prevents you from using the unformat command.
Syntax c:>format A:/F When this switch 'F' is used you must specify the size of the drive
you are formatting e.g. c:>format A:/F:1.44mb.
Syntax C:>format A:/q this switch is used to carry out a quick format. Mostly used to
delete the content of your diskette
The other variant of the format command is the unformat. This external command
restores what was lost when formatting.
TREE
This is a way of arranging related data in DOS. The data is arrange in root directories,
directories, sub-directories, and files.
The commands used in tree formation are:
i. MD (make directory) used to remind the computer there's a directory waiting to be
created.
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17. ii. CD (change directory) Used to change from one working directory into another so as
to put a sub-directory or a file.
iii. CD.. Used to take us one step behind.
iv. CD Takes us straight to the root directory.
iv RD used to get rid of a directory. You must fulfill the following conditions:
-The directory must be empty
-You must be one step behind it i.e. it should not have a subdirectory or files.
-You must type the correct name of the directory you want to delete.
v. Deltree This command is used to get rid of the entire tree structure.
Files
A file is a collection of related data. The name of a file comprises of 11characters, eight
characters in the main name (prefix) and an extension of 3 characters (suffix) e.g.
caro.txt. A file name can contain both alphabets and numerals. Such a file name is called
alphanumeric file name.
Also we have valid characters and invalid characters when naming files.
Invalid characters Valid characters
Comma ` @ at sign
Question mark? % Sign
Semi-colon; $ dollar sign
Full colon: ! Exclamation mark
Greater than > # number sign etc
Less than sign < Any alphabetical character
Plus sign + etc Any numeral number
*
Space
NB: Never give your files names or extensions similar to those used or given to the
Programme/system files e.g. exe, COM, and sys.
CATEGORIES OF FILES
SYSTEM FILES: They are denoted by the extension (SYS).
They contain the hardware instructions which the computer uses to manage and
Work with a particular hardware device e.g. of a system files Himem .sys.
This file enables the computer to manage the extended memory.
BATCH FILES: They are denoted by extension (BAT) They contain commands that are
carried off or executed as a set e.g. of a batch file - Autoexec.bat this contains commands
such as date, time etc
PROGRAMME FILES: They are denote by extension (.com or .exe) They contain
Programme files, which enables the computer to run an application e.g.
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18. Keyb.exe - it contains a program that tell the computer how to utilize the keyboard
SPECIALIZED DATA FILES: These have a wide range of extensions. They result as a
user works with an application. E.g. txt for text, dbf for database...
WORKING WITH FILES.
COPY CON - This is used in creating of files
Syntax copy con (file name)
N/B You must be at the point in a directory that you want to contain that file.
Type - Used to display the content of a file
Syntax at the location of a file issue the command
Syntax: type (file name)
COPY - This command has two functions:
a). Used to transfer files from one location to another.
Syntax [be sure you are at the location of the file] copy (file name)
Specify where the file has to be taken starting with the root director
E.g. A:copy Ann C:windows
b). It is also used for combining files
N/B Be sure you are where the files are located
Syntax A: copy Ann+Joy (new file name)
REN - (rename) this command is used for changing a file name
Syntax A:REN (current file name) (new file name)
EDIT Used to modify the content of a file
Syntax [at the location of a file] type edit [name of the file]
This takes you to a window with file editing features
Use the alt key to activate the various menus and press the highlighted
Letter to select a desired function
EXTERNAL COMMANDS
They are commands, which reside on high-speed disk e.g. the hard disk or floppy disk.
They are also called utility commands or disk based commands.
Functions: -
 Used for disk preparation e.g. fdisk, format, label
 General disk maintenance e.g. scandisk, defrag
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19.  Sorting and merging files with high speed e.g. append
 Transferring of files e.g. move, xcopy, diskcopy.
 Attributes:- they are characteristics given to a files
Read-Only:- when the Read Only Attribute is assigned to a file you cannot make any
changes to that file.
Archive: - this attribute will not allow anybody to copy or modify a file, the file is
usually hidden.
Hide: - it hides the files specified NB-you can not display the files using the Dir
command.
WINDOWS
(operating system)
It’s a graphical user interface operating system. A graphical user interface (GUI)
communicates with the user through pictures (icons) thus the mouse becomes an essential
input device.
Functions of an operating system
1. Job control-e.g. loading of programs into the main memory, facilitating continuous
processing, and passing control from one job to another.
2. Configure hardware-The OS controls the operation of input and output devices such
that they can accept input data and instructions as well as output information in an
efficient manner. It also protects Hardware from electrical abnomalities
3. Configure system utilities e.g. date and time.
4. Work as a platform for application programs.
5. Supports multiprogramming-The Os schedules and contrls the running of several
programs at the once.
6. Keep details of recourse use- e.g number of files stored, space occupied and the
available free space remaining.
7. Detect and report errors- During operation the OS checks the process of operation and
if an error is detected it is reported to the operator.
Versions of windows
1. Windows 3.1, 3.5
2. Windows 95
3. Windows 98
4. Windows 2000, 2000 profession and 2000 advanced server
5. Windows millennium edition (Me)
6. Windows XP
7. Windows NT
8. Windows.net
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20. The desktop
This is the concept available in the development of windows
It is the default window in which a computer running windows ends on booting.
Parts of a desktop
 Task bar: it has the start button, system date and time. It also displays the activities
currently happening in the computer.
 Icons: they are pictorial representation of some features on a computer e.g.
Commands, files, folders, My computer, Recycle bin etc
 Start button: - It initializes most operations in the computer. It lies on the task bar.
 Wall Paper: - This is the background color that appears on the desktop.
Dialog Box
This is an electric form through which the user inputs data and instructions for the
computer to complete a task.
Parts of a Dialog box
1. Title Bar:- contains the title
2. Menu Bar:- Contains options from where you can choose any.
3. Selection tabs
4. List Box
5. Text box-plain box containing text
6. Preview window-where the results of a procedure can be previewed.
7. Command buttons:- Find now, Stop, New Search.
8. Option Buttons:-the white circular buttons
9. Check Box:- small squares where you can select an option
10. Status Bar:- gives us a report on a procedure.
11. Close button:- used to close or cancel a dialog box.
SETTINGS
This is the process of configuring windows appearance and the its response to both input
and output devices.
Under settings we shall configure the following:
Mouse
Keyboard
Date/Time
Display
THE MOUSE
20

21. It’s a pointing device used to issue commands by pointing and clicking. It makes issuing
of commands very easy in a G.U.I environment.
Terms used with the mouse
1. A click: used to select a utility or an icon.
2. Double click: used to open a utility.
3. Right click: used to bring up a menu about an icon.
4. Dragging and dropping:- used to arrange icons and copying of icons.
Configuration Of The Mouse
In normal circumstances the mouse is configured to be used by the right-handed people
whereby the left button is used in ordinary working conditions and the right button is
given special functions e.g. Retrieving of menus, creating shortcuts.
For the left-handed people the mouse is configured in reverse.
How to configure the mouse
 Click on the start button
 Choose settings
 Click on the control panel icon
 Double click the mouse icon
 Complete the dialog box that appears
 Click the apply button
 Click on ok
Or
 Double click My Computer icon
 Double click the control panel icon
 Double click the mouse icon
 Make the desired adjustments
 Click on apply button
 Click on ok
ADJUSTING THE DATE AND TIME
 Double click My Computer icon
 Double click the control panel icon
 Double click the date/time icon
 Make the desired adjustments in the window that appears
 Click apply button
 Click on ok
21

22. Or
 Right click the system clock on the task bar, a menu comes up.
 Click on adjust date/time
 Make the desired adjustments in the window that appears
 Click on the apply button
 Click on ok
CUSTOMIZING THE DISPLAY
Under Display we can change:
Background, Screen saver, Appearance and settings
Changing Background
 Double click my computer icon
 Double click the control panel icon
 Double click display icon
 Click on background tab in the window that appears
 Choose the desired background at the wallpaper option
 Specify if you want it tiled or center
 Click apply button
 Click on ok
Or
 Right click any empty area on the Desktop
 From the menu displayed click on properties
 Click on background
 Choose the desired wall paper
 Click apply button
 Click on ok
Screen saver
It’s an animation of text or graphic that appears automatically on the screen when a
computer lies idle for a set period of time. It used to protect the screen against electrical
burn
Procedure
 Double click My Computer icon
 Double click the control panel
 Double click display icon
 Click the screen saver menu
 Select the desired screen saver at the screen saver option
 Set the time duration at the wait option
 Click on apply button
 Click on ok
22

23. To set text as the screen saver
 Double click My Computer icon
 Double click the control panel
 Double click display icon
 Click the screen saver menu
 Select scrolling marquee or 3D text at the screen saver option
 Click on settings
 Type the desired text at the text option
 Click on ok
 Set the time at the wait option
 Click on apply button
 Click on ok
Appearance
You can change the color or size of icons in your computer.
Steps:
In the control panel double click on display
Click on the appearance tab
Under scheme option select the scheme color you want
Select the color you want for the icons
Click on apply
Click Ok
Keyboard
Under Keyboard we can change:
Speed
Language
Cursor blinking rate
Adjusting speed
In the control panel double click on the keyboard icon
Click on the speed tab and set the desirable repeat rate delay and cursor blinking rate
Language
Select language tab while in keyboard settings dialogue box
Select the new language and choose apply.
NB: It only works when the dictionary for that language is installed.
23

24. FOLDERS
They are equivalent to directories in MS-DOS. A folder is a storage location, a division
of a folder is called a subfolder.
CREATING FOLDERS
At the desktop
 Right click any empty area on the desktop
 Choose new then click on folder.
 Type the name to be given to the folder
 Press the enter key
To make a subfolder in the above folder
 Double click the folder to open
 Click on file menu
 Choose new
 Click on folder
 Type the name of the folder
 Press the enter key
Creating a folder in drive c (hard disk)
 Double click My Computer icon
 Double click drive C
 Click on file menu
 Choose new
 Click on folder
 Type the name of the new folder
 Press the enter key
To create a subfolder in the above folder
 Double click the folder to open
 Click on file menu
 Choose new
 Click on folder
 Type the name of the folder
 Press the enter key
Creating a folder in drive A (floppy diskettee)
 Double click My Computer icon
24

25.  Double click floppy icon
 Click on file menu
 Choose new
 Click on folder
 Type the name of the folder
 Press the enter key
To create a subfolder in the above folder
 Double click the folder to open
 Click on file menu
 Choose new
 Click on folder
 Type the name of the folder
 Press enter key
Renaming of folders and subfolders
a) on the desktop
 Right click on the folder, a menu comes up
 Click on rename
 Type the new name
 Press the enter key
To rename the subfolder
 Double click the folder to open
 Click on the folder once to select
 Click on file menu
 Click on rename
 Type the new name
 Press enter key
b) To rename a folder in drive C or A
 Locate the folder
 Click on it once to select
 Click on file menu
 Click on rename
 Type the new name
 Press enter key
25

26. Deleting of folders and subfolders
a) On the desktop
 Right click on the folder a menu comes up
 Click on delete
 Confirm the deletion
Or
 Click on the folder to select
 Press the delete key on the keyboard
 Confirm the deletion
b) In drive A and C
 Locate the folder to be deleted
 Click on it once to select
 Click on file menu
 Click on delete
 Confirm the deletion
N/B deleted files and folders are stored temporally in the recycle bin but those deleted in
drive A are deleted once and for all.
THE RECYCLE BIN
Its icon is located on the desktop. To go to the recycle bin, double click the icon on the
desktop.
To restore a deleted file
 Double click the icon of the recycle bin on the desktop
 Locate the file and click on it once to select
 Click on file menu
 Click on restore
If you feel that you want to get rid of the file completely
 Double click the recycle bin
 Locate the file and click on it to select
 Click on file menu
 Click on delete
 Confirm the deletion
N/B Once a file has been cleared from the recycle bin it cannot be recovered.
26

27. Using the Cut Copy and Paste Commands
Cut command is used to move items from one position to another
Copy command is used to duplicate items
Paste is used to transfer the copied or cut item to the required position
To move a folder from the desktop to drive A/C
 Right click on the folder
 From the menu displayed click on cut
 Double click My Computer icon
 Double click A/C
 Click on edit menu
 Click on paste
To copy a folder from the desktop to A/C
 Right click on the folder
 Click on copy
 Double click My Computer icon
 Double click A/C
 Click on edit menu
 Click on paste
To move a folder from C to A
 Double click My Computer icon
 Double click drive C
 Locate the folder and click on it to select
 Click on edit menu
 Click on cut
 Close drive C and double click A to open
 Click on edit menu
 Click on paste
To copy a folder from C to A
 Double click My Computer icon
 Double click C
 Locate the file and click on it to select
 Click on edit menu
 Click on copy
 Close C and double click on A to open
 Click on edit menu
27

28.  Click on paste
Working with windows programs
(To Load a Program e.g. WordPad)
 Click on the start button
 Choose programs
 Point on accessories
 Click either Notepad or WordPad
PARTS OF A WINDOW
A window is the kind of display you get from the computer. It also represent the working
area of an application program currently active in memory e.g. Ms word window. It’s
termed “windows” because of different displays.
 Title bar: It describes the name of the program running and it’s the topmost part of a
window usually blue in color. It has three buttons; minimize button, maximize/restore
button and close button.
 Menu Bar: - It has options or commands that are used when the working on the
program e.g. file edit format etc.
 Standard toolbar:- It represents commands inform of icons, e.g. save icon, print icon,
font icon e.t.c.
 Formatting Bar: - It has options that can be used to change the appearance of text.
 Ruler: - We have the horizontal and vertical rulers which are used to set the page
margins.
 Typing Area:- This is the area where all manner of typing is done.
 Scroll bars: We have the horizontal and vertical scroll bars which are used to navigate
in your document.
 Status bar: it shows how your working space has been utilized and displays the name
of the program running.
 Minimize button: - Used to reduce the size of a window to the taskbar
 Restore button: - It returns the window to the previous size.
 Maximize button:- It enlarges the size of the window to occupy the whole screen.
WORKING WITH FILES IN WINDOWS
When you use a program and save your work you are creating a file.
In windows we shall create our files using the programs WordPad and Notepad
Creating a file
 Open the source program eg Word pad
 Enter data into the file
28

29. To save the file
 Click on file menu while you are in the file making program
 Click on save as
 Type the name of the file at the file name box in the dialogue box that appears
 Choose the location or folder to save the file at the save in box.
 Click on save button.
To save again after making changes
 Click on file menu
 Click on save
Opening a file
Use any of these ways to open a file
1)
 Open the source program
 Click on the file menu
 Click on open
 In the open dialogue box specify the location of the file
 Select the file and click on open
2) Using Find/Search
 Click on start button
 Choose find/search
 Click on files or folders
 Type the name of the file at the named option in the window that appears
 Select where you saved the file at the look in option
 Click on find now button
 A list of files with near names will be displayed
 Locate the file and double click on it to open
COPYING OF FILES
 Locate the file you want to move or copy
 Click once on its icon to select
 Click on edit menu
 Click on copy
 Move to where you want to copy the file
 Click on edit menu
 Click on paste
Moving of a file
 Locate the file you want to move
29

30.  Click on its icon once to select
 Click on edit menu
 Click on cut
 Move to where you want to move the file
 Click on edit menu
 Click on paste
Renaming of a file
 Locate the file and click on it once to select
 Click on file menu
 Click on rename
 Type the new name press the enter key
Or if the file is on the desktop
 Right click on the file
 Click on rename
 Type the new name and press enter
PAINT
It’s used for designing and drawing of graphics.
To load paint
 Click on the start button
 Choose programs
 Choose accessories
 Click on paint
To draw you click on a utility e.g. pencil then hold down the left button of the mouse to
draw.
THE CALCULATOR
It works like an ordinary calculator
 Click on the start button
 Choose programs
 Choose accessories
 Click on calculator
To switch between standard and scientific calculator
 Click on view menu
 Click on standard or scientific
System Tools
a) Scandisk
Used to check for errors on your drives
b) Disk defragmenter
30

31. Used to re-arrange files and file pads in the memory
FORMATING OF A DISKETTE
Formatting is preparing of your storage media device for data input
Reasons to why we format a disk
 To quickly delete the entire contents of a disk
 Unformatted disk cannot store information
 When you format the disk becomes as good as new.
Steps
 Double click on My Computer icon
 Click on the floppy A once to select it
 Click on the file menu
 Click on format
 Specify the kind of format i.e full format or quick format
 Type the volume label
 Click on start
 A summary of the format will be displayed
 Click on close
Copying the Content of One Diskette to Another (Disk copy)
 Double click My Computer
 Click on floppy A once to select it
 Click on file menu
 Click on copy disk
 Follow the instructions
Working with windows Explorer
It enables one to be able to view all the contents of a computer. Files and folders can be
viewed in a hierarchical manner. To load the explorer:
-Click on the start button,
-Point to programs and click on Windows Explorer.
The following operations can be done in the explorer:
 Creating of folders and subfolders
 Renaming of folders and files
 Deleting of folders and files
 Copying and moving of folders
 Viewing of properties of a file or folder.
Creating Shortcuts of Files on the Desktop
 Click on the start button
 Click on find or search
31

32.  Click on files or folders
 Type the name of the file at the named option
 Click on find now or search
 When the file is displayed click on it once to select it
 Point at it and hold down the right button and drag it to any empty area on the screen
and drop it
 A menu comes up click on create shortcut here and close the find window
Working with many programs
(Multitasking)
This is the ability of windows to run more than one program at the same time.
To start the second program click at the start button point to programs and locate the
program you want.
Arranging active programs on the Taskbar (commands of the Taskbar)
Running programs can be arranged in different ways on the taskbar.
-Cascade
-Tile Horizontally
-Tile Vertically
Steps
 Right click any empty area on the task bar
 From the menu displayed arrange as desired i.e. Cascade, Horizontal or Vertically.
TYPES OF WINDOWS
a) Active window- it is a window you can make changes to. It usually has a brighter title
bar
b) Inactive window- it’s a window that is active in memory but changes cannot be made
on it. Its title bar is dull colored
c) Minimized window-it’s a window that is active in memory but hidden on the task bar
d) Maximized window- it’s a window that is occupying the entire area of the screen.
e) Restored window- it’s a window that is occupying only part of the screen area
SCANNING FOR VIRUSES
 Click on the start button
 Choose programs
 Choose the Antivirus program
 Select the drive to scan
 Click on scan for virus
32

33. MICROSOFT WORD
This is an application program that falls under word processor. A word processor is a
program that manipulates text in the fastest and most accurate way possible. It is highly
specialized in text handling (creating, formatting and editing of documents)
Examples of Word processors include:
Word Perfect
Word Star
BENEFITS OF MS WORD
-You can type a document once i.e. all additions deletions changes and corrections are
accomplished by editing.
-You can produce repetitive form letters by merging.
LOADING MICROSOFT WORD
Point at the start button and click
Point to programs and locate Micro soft word
OR
Click on start
Point and click on run
Type the path to the program you want to run
Click ok
Creating a new document
Steps: -
 When you start word a blank document appears ready for you to start typing.
 If you do not have one click on file menu
 Point to new and click
 Select blank document
 Click ok
 Enter data into the document
Saving a document
We save a document in order to use it at a later time or date
Steps:
 Click on file menu
 Select save as
33

34.  In the save as dialogue box specify the name and the location (folder, drive) for your
file.
 Click on save
Opening a saved document
Steps
 When Microsoft Word is open click on file menu
 Point and click on open
 Specify the drive or folder for your file
 Select the name of the file
 Click on open
Closing a document
Steps:
 Click on file menu
 Select close
Or
 Click on the close button on the extreme right of the menu bar
Exiting word
Steps:
 Point and click on file menu
 Click on exit
Editing text
We can select text using the following methods:
 Point at the beginning of your selection hold down the left mouse button and drag to
the end of the selection
 Click at the beginning of the selection hold down shift key and move using the arrow
keys
 Click at the beginning of the selection hold down shift and click at the end of the
selection.
 To select one word double click on it
 To select a paragraph triple click on it
 To select a whole document click on edit and choose select all or press ctrl+A
Formatting Text
Formatting evolves changing the appearance of text. Under formatting we can change
the following:
 Font size
 Font face
 Font style
34

35.  Font color
 Position
 Animation
Steps:
 Select the text to be affected
 Click on format menu and choose font
 From the font dialogue box format as desired
 Click Ok
 Unselect the text to see the effect
Formatting paragraphs
Alignment
Steps:
 Select the text you want to align
 From format menu choose paragraph
 Chose the alignment you want
 Click ok

Indentation
This is positioning a paragraph from the margin
Steps
 Select the paragraph to be affected
 From format menu click on paragraph
 Set the indentation as desired
 Click ok
Line spacing
Space between lines is called leader and between characters is called track.
Steps:
 Select the text you want to affect
 From format menu choose paragraph
 Set the line spacing
 Click ok
Bullets and Numbering
We use bullets and numbering to mark ordered and unordered list
Steps:
 Select the text you want to add bullets or numbers
 From format menu click on bullets and numbering
35

36.  Click on bullet or number tab
 Select the style or symbol you want
 Click on ok
NB: You can customize bullet symbols or number styles by clicking on customize button.
Change Case command
 Select the text to be affected
 From format menu click on change case
 Choose the case you want from the options displayed
 Click on Ok
Borders and Shading
Steps:
 Select the text you want to add borders or shading
 From format menu select borders and shading
 Select the border style, color, line and shading you want
 Click ok
To add a border to a page
 Choose the page border selection tab
 Choose the style and color
 Click ok
Columns
We use this command to partition our text into columns.
Steps
 Position the cursor where you want to begin typing the columns
 From format menu click on columns
 Specify the number of columns and style you want
 Click ok
 Type normally
To move from one column to another
Steps
 From insert menu click on break
 Specify column break
 Click Ok
 Type normally
36

37. Data transfer and replication
We do this using the copy, cut and paste commands
Steps
 Select the text you want to copy or cut
 From edit menu choose copy or cut
 Position the cursor where you want the data to appear
 From edit menu
 Choose paste
Using find and replace
Steps:
 From edit menu click on find or replace
 Type in the word you want to find in the find what box
 Click on find next
Replace command
 If you want to replace a word
 Type the word in the find box
 Type the word you want to use for the replacement in the replace with box
 Click on replace
 Click on close
Using the undo command
We use this command to quickly reverse changes that we make on our document and
realize that they were a mistake
Steps
 To quickly reverse
 Click on Edit menu and choose Undo or Redo
Using the view menu (kinds of display in word)
We use this menu to change the appearance of our document on the screen
We are able to change the layout and the available tools by this command
Normal view
Under this view we are only able to see the text and not the drawing
It is useful for quick editing
37

38. Page layout
It displays all the characters in the document, as they would appear on the print out
Outline layout
It displays the document text in their classification
It is used to re arrange the document
Print Preview
It displays how you document will appear on the page when printed.
 Click on file menu
 Click on print preview
 Make changes on your document using the preview toolbar
 Click on close button to exit the preview
Headers/Footers
Header is text that appears at the top of every page in a document.
Footer is text that appears at the bottom of every page in a document
Steps:
 From view menu click on header and footer
 In the header area type text you want to appear at the top of every page.
 In the footer area type text that will appear at the bottom of every page
 Click close button on the header and footer toolbar.
NB: You can u
se the header and footer toolbar to insert header or footer
Footnote
They are used to describe words in the document
 Position the cursor after the word in the document
 Click on insert menu
 Click on footnote
 Click on the kind of numbering you want
 Click on Ok.
Zooming
We use the zoom command to adjust the image size on the screen
Steps:
 From view menu click on zoom
 Adjust the percentage size
 Click ok
Background formatting
 Click on format
38

39.  Point to background and select the color you want
 To remove color click on no fill
Page setup
This command is used to design the document layout in the following areas:
(a) Margins
(b) Paper size
(c) Layout
(d) Paper source
Steps:
 Click on file menu
 Click on page setup
 Select on each of the selection tabs and adjust your settings
 Click ok
Inserting a Page Break
Steps
 Position the insertion point where you want the page break to appear
 From insert menu click on break
 Specify you want a page break
 Click ok
 To delete a manual page break change to normal view
 Double click on the page break and press the delete key
Date and Time
 Place the cursor where you want to insert date or time
 Click on insert menu
 Select date and time
 Choose the format you want
 Click ok
Text box
It is found on insert menu and is used to type text at places where other normal
means could not be used.
 Click on insert menu and choose text box
 Move the pointer to the position you want the text to be
 Hold down the left button and drag to draw the box
 Type in your text
To format the Text Box
 Select the text box
 Click on it using the right mouse button
 Click on format text box
39

40.  Make the desired changes
 Click on Ok
Inserting Symbols
 Type the text
 Position the cursor where you want the symbol to appear
 Click on insert menu
 Click on symbol
 Select the symbol you want
 Click on insert
 Click on close.
Superscript and Subscript
 Select the text to affect
 From format menu click on font
 Under effects select superscript or subscript
Inserting a Picture
Steps
 Click on insert menu
 Point on picture and click on clipart
 From the clipart gallery select the picture to insert
 Click on insert
Formatting the Background of a picture
 Select the picture
 From format menu click on picture
 Select the borders and shading tab
 Select the style and color of the border
 Click Ok
Inserting WordArt
Steps:
 Point and click where you want the text to appear
 From insert menu point on picture and click on WordArt
 Select the Wordart style you want
 Click Ok
NB use the WordArt toolbar to format the WordArt text
Page numbering
40

41. Steps
 Click on insert menu
 Click on page numbers
 Select the position and the alignment of the page number
 Click on format to specify the number style you want
 Click on Ok
NB Specify if want the page number to appear on first page or not.
Drop cap
We use this command to create a dropped capital letter at the beginning of a paragraph.
Steps
 Select the paragraph
 Click on format menu and choose drop cap
 Select the style of dropcap and number of lines to drop
 Click Ok
To remove the drop cap:
 Select the character dropped
 From format choose drop cap
 Select none
 Click ok
Spelling and grammar
We use this command to check and correct spelling and grammer mistakes in a
document.
Steps
 From tools menu click on spelling and grammar
 Select a word from the suggestion box and click on change to replace the mispelt
word
 Complete the dialogue box till the computer report that the spell check is complete.
Using the print preview
Before you print your work it is good practice to make sure that it will come out the way
you want it to by using the preview.
Steps
 Click on file menu and choose print preview
 Make changes using the preview toolbar
 Click close to go back to your document
41

42. Tabs
 Position the cursor where you want to start typing
 From format menu select tabs
 Specify the tab stop position
 Choose the leader if necessary
 Click on set
 Click on Ok.
Tables
The following are some activities that we can perform on a table:
(a) Inserting and deleting of cells
(b) Merge cells
(c) Split cells
(d) Autoformat
(e) Sort
(f) Calculation
Steps for inserting a table
 Click on table menu and choose insert table
 Specify the number of rows and columns
 Click Ok
Deleting cells
 Select the number of rows or columns you want to delete
 From table menu choose delete row or delete columns
Inserting cells
 Select the number of cells you want to insert
 From table menu choose insert row or column
Merging cells
 Select the cells you want to merge
 From table menu choose merge cells
Splitting cells
 Select the cells you want to split
42

43.  From table menu choose split cells
Sorting
 Select the table
 From table menu choose sort
 Specify the column to sort by and the sort order
 Click ok
Calculations
Steps:
 Position the cursor in the cell where you want the answer to appear
 From table menu choose formulae
 Edit the formulae accordingly e.g. =sum (A2:A5)
 Click Ok
Table Autoformat
Steps
 Select the table to format
 From table menu choose table autoformat
 Select the style and design you want
 Click ok
Alternatively we can use the borders and shading command to add borders to a table
Mail Merge
This is a procedure for combining data base records into a document so as to produce as
many documents as the number of records.
It is particularly helpful in producing several copies of the same letter but addressed to
different shareholders or addresses.
Steps
 Create a new document and type your main document (standard letter)
 From tools menu select mail merge
 Under the main document click on create button
 Choose form letters
 Select active window button
Step two
43

44.  Click on get data and choose create data source
 Specify all the field names you want in your data source
 To remove a field, select it and click on remove field name button
 To add a field, type it in the field name box and click on add field name button
 When done click on ok
 Save your data source
 Click on edit data source button
 Enter all your records in the data source table and choose ok
 Use the insert merge field button to type the main document
 To merge the main document to the data source click on merge from tools menu
 Click on merge again
MICROSOFT EXCEL
Its an electronic spreadsheet that allows you to enter data, perform calculations, make
decisions, organize data in charts and develop professional reports.
ADVANTAGES OF SPREADSHEETS.
1. It is faster compared to manual method.
2. It is easier to use after learning the commands.
3. It makes arithmetic calculations to become easier.
4. It save time compared to manual methods.
DISADVANTAGES
1. A wrong formulae will give a wrong answer.
2. In case an error occurs then the whole worksheet will be wrong.
3. If the worksheet is too large, then it cannot be viewed all at once.
OTHER SPREADSHEET PROGRAMS ARE: -
1. Lotus 123
2. VisCalc
3. Quatro Pro
4. Multiplan
5. Supercalc
EXAMPLES OF AREAS WHERE SPREADSHEET ARE APPLICABLE.
1. Budgeting
44

45. 2. Financial analysis
3. Database management
4. Charting and Graphing
Features in the excel window are the same as those in word except for the following:
 Work book title
 Work sheet tab
 Row headers
 Column headers
 Formulae bar
The intersection between a row and a column is called a cell
The cells are referred to using the column and the row labels
The labels given to cells are referred as cell addresses i.e. A1
The thick line around the current cell is the cell selector
The square of a cell at the right hand corner is called AutoFill handle
The thick white pointer, which is seen over the worksheet or cells, is called cell pointer.
Navigating through the worksheet
We can use: -
Arrow keys
We use this to move to the direction of the arrow by one cell
Mouse
Click on any particular cell where you want to move to and cell sector will be shifted to it
Ctrl+ Home
Takes you to the first cell in the worksheet
Ctrl+End
Takes you to the last edited cell in the range
Ctrl+Arrow Right
Takes you to the last column in the worksheet
45

46. Ctrl + Down Arrow
Takes you to the last row in the worksheet
Making selection
a) Click and hold down the left mouse button and drag the pointer over the range of cells
b) Click on the first cell in the range then hold down the shift key and click the last cell
in the range
c) Click on the 1st cell in the range hold down shift and move through the range of cells
using the arrow keys
d) Click on the row header to select the row
e) Click on the column header to select a column
f) Click on the junction of row and column to select the whole worksheet
g) To make non-continuos selection hold down ctrl key and click to select the cells you
want
Creating a new Workbook
A workbook is a tool that is used for maintaining predominantly numeric data in a tabular
form simplifying numerous calculations and presenting numerical data graphically.
Areas where it is used:
a) Company sales report showing the sales for each item over the year
b) Employees payroll to calculate employees salaries for each month
c) Students progress to store information on students marks
d) Personal expenses to maintain your budget for monthly expenses
Steps:
a) From file menu click on new
b) Select the workbook icon and click on ok
c) To enter data point and click in the cell where you want the data
d) Type in the data using the keyboard
e) Press enter
To edit data in a worksheet
a) Double click on the cell containing the data
b) Use the arrow keys to move the cursor to the area of correction
Saving a worksheet
Steps:
a) From file menu click on save as
b) Specify the name and the location for your file
c) Click on save
46

47. Opening a saved worksheet
Steps:
 From file menu click on open
 Specify the location and name for your file
 Click on open
Closing a work sheet
 From file menu click on close or use the close button
Exit Excel
From file menu select exit or press Alt f4 simultaneously
Re-naming a worksheet
 Double click on its sheet tab and type the new name
To copy/move a worksheet
 Select the sheet you want to copy or move
 From edit menu select move/copy
 Indicate the new location for the sheet
 Click ok
Inserting a worksheet
 From insert menu click on worksheet
Deleting a worksheet
 From edit menu choose delete sheet
NB The command is not reversible
Copying/moving data
 Select the cells containing the data you want to copy or move
 From edit menu click on cut or copy
 Point and click at the beginning of the cell where you want the data
47

48.  From edit menu select paste
Changing cell addressing system
 From tools menu choose option
 Select the general tab
 Put on or off the check box with the words RICI reference style
Data entry
There are 3 main categories of data that you can enter in a worksheet:
-Labels e.g. name
-Values e.g. 40
-Formulae e.g. =sum (C1:C2)
Other types of entries include:
Pictures
 From insert menu point on picture and click on clipart
 Select the source and the name of the picture you want
 Click on insert
Comments
Comments are hidden details within a cell and can only be seen when the cell is selected
or pointed at.
 Click on insert menu and select comment
 Type in the comment you want
 Click outside the comment box
NB: To view the comment point at the triangle on the top right corner of the cell.
Hyperlink
This is an address which when clicked on will lead to the opening of the indicated
location in the network or memory.
Steps
 Select the cell where you want the link to appear
 From insert menu click on link
48

49.  Type the address or path to data you want to link
 Click ok
To activate hyperlink point on the address till your pointer becomes a hand then click
Adding and removing worksheet parts
 To insert a column select the number of columns you want to insert
 From insert menu click on columns
 To insert a row select insert row from insert menu
 To insert a cell click on insert then cells then specify the direction of cells
 Click ok
Deleting rows or columns
 Select the number of rows or columns you want to delete
 From edit menu click on delete
Adding and removing toolbars
 From view menu point to toolbars
 Point and click on the toolbar you want to add or remove
Hiding and unheeding rows and columns
 Select the row or column you want to hide
 From format menu click on hide row or column
To unhide a row or column go to format point and click on unhide row or column
Adjusting row and column width
 Point between the row or column header till the pointer becomes a resize pointer hold
down the mouse and drag to increase or reduce
Formatting cells in a worksheet
Under cell formatting we can format the following
-Number
49

50. -Alignment
-Font
-Borders and pattern
Number
 Select the numbers you wan to format
 From format menu select cells
 Click on number tab
 Under category specify the number format and style you want
 Click ok
Alignment
 Select the text you want to align
 Click on alignment tab
 Align as desired
 Click ok
Font
 Select the text you want to affect
 Select the font tab
 Complete the dialogue box
 Click on ok
Borders
 Select the cells you want to add borders
 Complete the dialogue box
 Choose ok
Pattern
 Select the cells to add pattern and color shade
 Click on pattern tab
 Select the pattern and color shade you want
 Click ok
Inserting functions In Excel (formulas)
This command is found on the standard toolbar and in the insert menu.
It is used to insert formulae for analysis.
Under formulae we can work out the following functions:
50

51. -Total
-Average
-Product
-Minimum
-Maximum
-Count
-Date/Today
Steps:
a) Select the cell where you want your answer to appear
b) Click on insert menu and select function
c) Select the function to insert eg Sum
d) Complete the dialogue box and click ok
Or
Type in the formulae on the keyboard using the correct syntax
=(Function)(Range)
I.e. =Sum (A1: A6)
=Max (A1: A6)
=Average (B2:B6)
Symbols used in a formulae
= It acts as a prompt or indicator for the beginning of a calculation
* It is used as multiplication sign
, It is used as a list separator and sometimes stands for the word ‘and’
: It acts as a range indicator
/ Used as a division sign
- Used for subtraction
Using the If function
Simple IF
Is used to test for only two conditions
 Select the cell to contain the answer
 From insert menu click on function
 Select the If function
 Click Ok
 Type in the argument of your formulae
 Click Ok
E.g =If(logical test, value if true, if logical test value if false)
= If(B2>=80,”Good”,”Fail”) i.e IF function will return one value as good or Fail.
51

52. Complex IF
It is used to test for up to seven condition (six if’s).
 Position the cursor in the cell to contain the results
 Type the formula directly e.g. type in cell f3
=if(e3>=90,”A”,if(e3>=80,”B”,if(e3>=70,”C”,”F”))) to issue the various grades.
 Press the enter key and copy the formula downwards.
N/B you must close the brackets as many times as you have opened. Note also that its not
necessary to open the bracket for the last condition since the computer will test for the
given conditions but will resort to use the last value if all the other are found to be false.
Auto filling a series
 Make the first entry in the series i.e. 5,10, or Mon, Tue
 Select the entries
 Auto-Fill in the desired direction
To Validate Data in a cell or Column
 Select the range of cells to be affected
 Click on data menu
 Click on validation
 Specify the condition under allow
 Click on Ok.
Auditing
This command is found under the tools menu. It is used to trace precedents (what came
before) and dependants.
Precedents are entries used in a calculation or formulae
Dependants are results, which are obtained after using certain entries
I.e.
=Sum (A1: A2) = 16
(Precedents) (Dependant)
To trace precedents or dependant
a) Click on tools menu
 Point to auditing
 Click on precedents or dependants
52

53. Database Operations
Sorting
This command is found under data menu and it is used to arrange entries in ascending or
descending order
 Click on data menu and select sort
 Select the column to sort by and indicate the sort order
 Click ok
Filtering
This command is found in data menu and is used to select particular records from the
database
 Click on data
 Point to filter and click on auto-filter
 Click on the filter button next to the fied you want to filter by
 Click on custom
 Complete the dialogue box
 Click ok
Find and Replace
Steps
 Click on edit menu and select find or replace
 In the find what box type the word you want to find
 Click on find first
 In the replace with box type the word you want to use for replacement
 Click on replace button
Freezing panels
This command is found under window menu and is used to anchor titles to keep them
stagnant while other data is scrolled.
 Position the cell selector after the row or column to freeze
 From window menu choose freeze panes
 Scroll to see the effect
53

54. Format painter
a) It is used to copy the format of a cell to the other cells in the worksheet
b) Select the cell containing the format you want to copy
c) Click on format painter on the standard toolbar
d) Pointer on the cell and old do the left mouse button
e) Drag to the cells you want the format to be applied.
Reference:
Relative reference
This is a method of indicating cell addresses in a formulae such that the cell address can
change freely during auto-filling
E.g.
=Sum (A1: A4)
When this particular formulae is Auto Filled across columns it becomes
=Sum: (B1: B4)
=Sum: (C1:C4)
Absolute Reference
This is a method for indicating a cell reference or addresses that are not meant to change
during auto filling
Such entries are called costants, we use dollar sign $activate this function
Eg
$C$8*D5
When autofilled through colunms it will become
$C$8*D6
Inserting Charts
This command is found in the insert menu and is used to convert the tabulated data into a
chart
54

55.  Select the table leaving out the title
 From insert menu click on chart
 Answer the questions in the wizard from step one to four
 Clik on finish to insert the chart
NB To format the chart use the chart toolbar
MICROSOFT ACCESS
It’s a data base management system. Data base management system is a programmed
used to maintain a variety of related files, it might be used to run an entire payroll system,
school records, registration information they are basically 2 type of data bases
 Small scale data base e.g Access, Dbase, FoxPro e.t.c
 Cooperate databases e.g Oracle and SQL 2000, which is the fastest of all.
Microsoft Access Window is divided into two:
The Application Window comprising of the following:
-Application title
-Menu bar
-Tool bars
-Status bar
Database Window comprising of:
-Objects i.e. tables
-Selection tabs
-Command buttons
-Control buttons
-Scroll bars
Designing a Database
A database is a collection of data and objects about a specific topic or purpose. A
Database contains six objects (tables, queries, forms, reports, macros and modules).
During Database designing one should consider the following factors:
-Data integrity
-Relationships between fields
-Data/field duplication
-Object size
55

56. Creating a New Database
Steps:
a) Open Microsoft Access
b) In the dialogue box choose blank database
c) Click ok
d) Indicate the name and the location for your database
e) Click on create
Tables
A table is a collection of data about a specific topic e.g. a table can contain data about
customers’ records. Tables organize data into columns and rows
Definitions in a table
Record-A record is a complete detail about an entry and is normally entered in a row
E.g. name, date of birth country of origin etc. It is a collection of data about a person a
place an event or some other item. A record is represented in a row in the datasheet view
of a table, query or form.
Field- This is a cross of information in a record or database normally entered in a column
It is an element of a table that contains a specific item of information such as last name
A field is represented by a column or a cell in the datasheet view.
Steps in designing a table
-List and group your fields
-Decide on the data type
-Give relevant names to the various groups of fields.
The following are available fields (data type)
-Text – these are label entries e.g. Eric
-Number- these are values e.g. 20, 30, 40
-Date/Time- chronological entries
-Memo- for long text entries
-Auto number- for automatic listing ordering
-Currency- it is used to present currency values
Creating a table
There are three ways of creating tables
1. Design view
2. Data sheet view
3. Table wizard
56

57. DESIGN VIEW
 Click on table once in a data base window
 Click on new
 Choose design view
 Click on Ok
 Enter the fields data type description and the field properties
 When done save the table
 Switch to the datasheet view of the table to make entries

Primary Key
This is a unique field, which gives records their identity
One or more fields whose value or values uniquely identify each record in a table. In a
relationship a primary key is used to refer to specific records in one table from another
table. A primary key is called a foreign key when it is referred to from another table
To set up a primary key
 Select the table
 Click on view menu
 Click on design view
 Locate the column which contains the field to make the primary key and right click
on it
 Click on primary key
DATA SHEET VIEW
 Click on table
 Click on new
 Click on data sheet view
 Click on o.k.
 Right click on column heading a menu comes up click on rename to rename them
 Close the design window and save the changes
TABLE WIZARD
 Click on table
 Click on new
 Choose table wizard then click on Ok then answer the given question appropriately
57

58. Determining field properties
We can specify the field characteristics so as to limit control entries.
-We can determine the following:
-Field length size
-Default value
-Require or not required
-Validation rule
-Format i.e. uppercase or lower case for a field
To determine field properties
 Change to the table design view
 Complete the field properties section which appears at the bottom of the design view
 Switch back to datasheet view to see the effect
Getting External Data
Importing a table from Access database to Access
 While the database window is open click on table selection tab
 Point and click on new button
 Click on import table
 Select the source (folder or drive)
 Select the file or database containing the required table
 Click on import
 From the list of tables displayed select the ones to import
 Click ok
Importing from a different application Software i.e. Ms Excel
 When the database window is open click on table selection tab
 Click on the new button
 Click on import table
 In the dialogue box indicate the source (folder or drive)
 Indicate the application which was used to make the file (files of type)
 Select the file
 Click on import
58

59.  Answer the questions in the wizard clicking on next after completing every stage
 Click on finish
N/B
Remember to specify:
-Whether or not the table has column headers
-Whether Access should automatically insert a primary key for you
-Whether you are importing it as a new table or into an existing table
-The new name by which to call your imported table
Importing a table leads to the creating of a separate copy, which is then imported to the
current database
In case memory is limited creating of such copies may lead to lack of space, in search
instances the user can use the link option instead of the import option
The link option provides a way of opening a table, which would otherwise be imported
when the user is in the current database.
Linking
 Click on tables selection tab
 Click on new button
 Click on link tables
 Select the source
 Select the file to link
 Click on link
 Select the table to be linked
 Click ok
Sorting records
 In the datasheet view of the table
 Position the cursor in the field, which you want to sort by
 From records menu point on sort
 Click on the sort order you want
Renaming objects
 In the database window right click on the objects name
 Type the new name
 Press enter
59

60. Inserting new fields into a table
 Change to design view of the table
 Insert the row where you want the field
 Type in the field data type and field properties
NB: Inserting and deleting of rows and columns remain as in Ms Excel
Adjusting row height and column width
 In the datasheet view of the table point to the column or row header junction until the
pointer turns to a resize pointer
 Hold down the mouse button and drag
Or
 Select the column or row
 From format menu select column width or row height
 Enter the new values
 Click ok
Copy cut paste and paste append
These commands work similarly as in Excel and Word
Paste append is different in that by clicking this command the copy record will be
inserted as a new record
Steps:
 Select the records
 From edit menu click on copy
 Click on edit and choose paste append
Finding and replacing
We use the find command to trace particular entries e.g. a person name in the name field
 Position the cursor to the field you want to search by
 Click on edit
 Click on find
 Enter the data to search for
 Click on find first
 Click on find next to find any other entries of the same type
60

61. Finding using wild cards
We can use a combination of characters to definitions of the same word entries
(Everyone, Everywhere, Everyhome)
We use the Asterix
E.g.
Every*
Everyone
Everywhere
Everybody
*Ful Wonderful
Merciful
Faithful
? EEN Keen
Seen
Been
QUERIES
These are electronic questionnaires that can be used to:
--Update records (calculations)
--Select and display particular records (filtering)
--Arrange or sort records
Queries are named according to their uses e.g.
-Update queries change data to required information
-Delete queries delete selected data
-Append queries transfer selected data
Designing a Query
Ensure that your tables are having a primary key
 In the database window click on queries tab
 Click on New button
 Click on design view
 Select the tables you want and choose add
 Click on close
 Select the fields using the list boxes provided
 Set the criteria
61

62.  Click on run button to view the result
Setting criteria
Decide on which records you want to show and the field you want to use as a determining
factor
Type in the function, which will filter only the records of interest. E.g. you may need to
display the list of people who earn more than Ksh 30,000. In this case the field to filter
by is salary and the function >30,000. Other function criteria are:
= Equal
>= Equals/Greater than
< Less than
<> Not equal to
<= Equal to/less than
Relationships
This is a way of linking up tables to enable data to be easily shared among tables.
Relationships are normally created to curb the duplication of records especially when a
query is created using more than one table.
A relationship can either be created in:
Tools menu
Relationship command
OR
Query design screen
Before a relationship is created ensure there are fields sharing the same data type or else
no relationship can be created
There are three types of relationships:
One-One
One-Many
Many-Many
Steps:
 Click on tools menu
 Select relationships
 Add all the tables you want to link and close
 Click drag and drop field from one table to the other. Ensure that the link is abided to
i.e. field name with common data type. A join line appears to show that a
relationship has been created.
 Close and save the link layout
62

63. To delete a relationship point and click on the join line till it becomes a thick line
Press the delete key on the keyboard
FORMS
Forms are Microsoft Access objects used for the following:
-Displaying records
-Edit records
-Adding new records
Creating a form
You can create a form using any of the following
Design view
Form wizard
Autoform: Columnar
Autoform: Tabular
Autoform: Datasheet
DESIGN VIEW
 Click on form
 Click on new
 Click on design view
 Choose table or query to use
 Click on Ok
 Pick label and draw a rectangle in which to type the name of none changing fields e.g.
column headings.
 Pick a text box and draw rectangle in which to type fields that will change to actual
fields.
 Align the labels and text box properly then close and save the form
Incase you want to make changes to the form
 Click on view menu
 Click on design view
 Make changes and close the design view and save the changes
FORM WIZARD
 Click on form
 Click on new
63

64.  Click on form wizard
 Select the table or query to use
 Click on ok
 Select the fields to be shown in the form
 Click on next
 Select the layout you would like and click on next
 Select the style you would like then click on next
 Type the name of the form then click on finish.
Some important symbols in the form wizard
> Picks the highlighted field
>> Picks all the fields in the table
< Removes the selected field from those which will be included on the form
<< Removes all the fields
AUTOFORM: COLUMNAR/TABULAR/DATASHEET
 Click on form
 Click on new
 Click on either of the methods i.e. Autoform columnar/datasheet/tabular
 Choose the table or query to use
 Click on ok
 Close and save the form
REPORTS
These are Ms Access objects used for:
-Print previewing
-Reorganizing and grouping of data and records
-Calculations (analysis)
Creating a Report
IN DESIGN VIEW
 Click on report
 Click on new
 Click on design view
 Choose table or query from which the data comes from
 Click on ok
 Use a label to draw rectangle in which to type none changing fields e.g. column
headings
 Use text box to draw rectangles in which to type fields that will change to actual
fields
64

65.  Position your labels and text boxes properly and then close the design view and save
the changes
To modify the report
 Click on view menu
 Click on design view
 Make the changes and close the design view then save the changes.
REPORT WIZARD
 Click on report
 Click on new
 Click on report wizard
 Choose the table or query from which the data will be taken from
 Click on ok
 Select the fields to be shown in the report then click on next
 Click on next
 Select the field with which to sort your report in ascending or descending and click on
next
 Choose the desired layout and orientation and click on next
 Choose the style you would like and click on next
 Type the name of the report and click on finish.
AUTOREPORT: COLUMNAR/TABULAR
 Click on report
 Click on new
 Choose either of the two i.e. AutoReport: columnar or AutoReport: tabular
 Choose the table or query from which the data comes and click on ok
 Close the report and save it.
65

66. MICROSOFT POWERPOINT
This is a presentation program. It is one of the application software used for:
-Presentation
-Slides
-Power point has two windows:
Application Window
Presentation window
Creating a new presentation
We can create a new presentation using two methods:
 Click on start point to programs and click on power point
 From the window displayed select the design option “blank, template,
AutoContent”
 Click ok
 Select the slide layout
 Enter your data
Or
 Click on file menu when PowerPoint is open
 Point to new and click
 Select the design option ”general presentation design”
 Click ok
 Select the slide layout
 Enter data
To add a new slide/page to your presentation
 From insert menu click on new slide
 Select the layout of the slide
 Click ok
Deleting a slide
 While in slide sorter view select the slide to delete
 From edit menu click on delete slide
Changing slide layout
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67.  From format menu click on slide layout
 Select the layout to change to
 Click on apply
Working with different layout
Presentation layout can be changed to allow modification and re arrangement of slides.
Slide layout
 Click on view menu
 Click on slide
This layout allows :
 Editing of text (cut copy paste)
 Inserting graphics
 Formatting text
Outline layout
 click on view menu
 click on layout
This allows:
Promoting and Demoting of slides
select the data
click on the button to promote or demote from the outline toolbar
Collapsing and Expanding
this allows for viewing detailed and summary data
click on the slide to expand or collapse
Rearranging slides
click on the slide to be moved
click on the move up or down button to move the slide
Slide sorter view
This view enables:
rearranging of slides
click the slide hold down the left button and drag it to the position you want
applying transition effects is done in this view
changing slide background
Notes page layout
it is used to prepare handouts with notes
click on view then notes page view
edit the notes section
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68. modifying a presentation
Applying design template
Design templates are formats which act as background to presentation slides
From format menu click on apply design
Select the design template you want
Click on apply
Removing and adding color
Click on view menu
Select black and white or visevarsa
Adding Background
When in slide sorter view select the slide
From format menu click on background
Select the color you want
Click on apply
Adding color scheme
From format menu lick on color scheme
Select the color you want
Click on apply
Slide maniture
It is used to activate or inactive slide maniture
Click on view menu then slide manirture
Formatting fonts
Select the text to format
Click on format then font
Complete the dialogue box
Click ok
Spell check
This is used to check and correct spelling errors
-Click on tools then spelling
-Check if the error is genuine
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69. -Find out if any of the offered suggestion is correct.
-Pick on suggestion and click change else edit the text on the box and click change.
Incase where the observed error is genuine click ignore.
Repeat the above routine until the computer reports that the spell check is complete.
Transition
This is a process of setting a link between one slide and another with predetermined
characteristics.
The set event bridges the gape between one slide the proceeding sli0de
(a) On the view slide, click slide show
(b) Click slide transition from slide show
(c) Select from the list the required characteristics (no transition)
(d) Select the speed (slow, media or faster)
(e) From no transition menu, select horizontal bars, random e.t.c
(f) Click OK
Building In Effects.
This are preset behavior on the text, graphic or object, which appears on the
screen
(a) On view slide select text, select slide show, command. Go to custom animation
(b) On the dialog box, select effects e.g. spiral or fly from top.
(c) Select grouped one by word
(d) Click
Animation.
This gives the presentation a preset sound, which the text and object adapt.
This may be laser, camera and printer e.t.c
This effect can only be heard when using a multi media computer
(a) On view slide, select slide show command
(b) On the command menu, select (click preset animation)
Set Up Show
This allow the presenter to customize his mode of presentation e.g. in display, then screen
is supposed to loop continuously.
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70. a) On view slide, click slide show
b) On the dialog box sect loop continuously.
c) Select slide order from the lowest to the highest number.
d) Select timings.
Using a Master Template
Sometimes the presentation may require a constant data (text or graphic that should
appear on every slide e.g. company Logo, graphic or colour scheme.
a) Select the view command master slide (click)
b) Enter the logo or graphic required
c) Save as – select template, click save.
NB The above can be used severally as required to create various presentation with
the preset picture (attributes
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Introduction Introduction 120
to ca to computer
(720) application
27% Introduction 600
to operating
system
Ms word Word 120
(720) processing
27% Styles, 120
templates
and
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effects
Table of 240
content, list
of figures
and printing
Macros 240
emerging
trends
Ms excel Introduction 360
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46% spreadsheet
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Macros 120
Charts and 360
emerging
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74