The Practical Guide to Computer Practice Intro N4 Office 2007

7/23/2019 The Practical Guide to Computer Practice Intro N4 Office 2007

1/13

COMPUTERPRACTICE

Microsoft Windows 7Microsoft Office 2007

Word & Excel

CHRISTIN E D U TOIT &

SUZIE VAN DER MERWE

T H E

P R A C T I C A L

G U I D E T O

INTRO


2/13

Copyright 2012 Christine du Toit and Suzie van der Merwe

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form, or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written permission from the publisher or the authors.

First Edition (Windows

7, Microsoft

Office 2007) 2012Published in the Republic of South Africa, Cape Town.

ISBN 978-1-77581-052-0

Published by Future Managers (Pty) Ltd160 Sir Lowry Road, Buchanan Square, The Armoury, Woodstock, 7925Tel (021) 462 3572Fax (021) 462 3681E-mail: [email protected]: www.futuremanagers.net


3/13

i Contents

CONTENTS

PAGE

MODULE 1

Introduction to computers 1-71. Define the concept computer 22. How a computer functions 23. Different kinds of computer 24. Some fields of application for computers 35. Components of a computer system 46. The concept computer system and the input, processing and output cycle 57. Reasons for using computers 6

MODULE 2Keyboard skills 8-19

Standard Windows QWERTY keyboard layout 9Keyboard skills: touch typing 11Typing exercises 13

MODULE 3Micro computer: hardware and software 20-28

Hardware 211. The Central Processing Unit 212. Peripherals 22Software 26Copyright and software piracy 27Computer viruses 27

MODULE 4Storage media and files 29-35

Magnetic storage media 30Different kinds of magnetic storage media 30Storage capacity measurements: binary numbering system 31

Files and file names 32General rules for the naming of files 32

Types of files 33

MODULE 5Computer terminology 35-37

MODULE 6System software: Windows 7 38-52

What is an operating system? 39The electronic mouse 39Starting the computer (Cold boot/Hot boot) 40The desktop 41The Start menu 41Working with windows 42


4/13

Contents ii

Viewing the computer's basic information 45To check or change the system's date and time 46Check disks by using disk properties 46Managing your files using Computer 48

Viewing files 48Selecting and copying files 49To change an active drive 50Deleting files and using the Recycle Bin 51

MODULE 7Text manipulation/Word processing: Microsoft Word 2007 53-100

List of manuscript signs 54

Chapter 1: Using the application 55The concepts word processing and text manipulation 55Open Microsoft Word 55Moving temporarily to the desktop; return to the Word program 56Close (exit) Microsoft Word; Switching off the computer 56Word 2010 window and screen elements 57 Navigating the ribbon user interface 58

Chapter 2: Working with documents 62Create a new document based on the default template 62Enter text into a document 62Mouse shapes in Word 63Clearing the screen without saving the document 64Saving documents 65Close a document 66

Open/retrieve an existing document 67Insert symbols or special characters 68 Non-breaking spaces 69Quick movement keys 71Use available Help functions 72Hyphens 73

Chapter 3: Check and print 75Spell check 75Quick method to print a document 76Preview a document before printing 77

To print the document 78

Chapter 4: Editing functions 79Select/highlight text 79Edit text; UNDO and REDO command; To create (split) or merge paragraphs 80Formatting text (character formatting): Bold and underline 81Centring headings or text 81Apply case changes to text 82

Chapter 5: Page layout 89Page breaks; Page combine 89Changing the left and right margins 89Page numbering: Quick method to number all pages at the top or the bottom 90To cancel page numbers 91


5/13

iii Contents

Chapter 6: Paragraph formatting 93Line spacing 93Alignment of paragraphs 93Tab key using default tab stops 94Indent paragraphs: 96

To increase or decrease indent within a paragraph that is aligned to the left 96To indent the first line of a paragraph 96

Quick method to number paragraphs 97Copying formatting 98

MODULE 8Spreadsheet manipulation: Microsoft Excel 2007 101-147

Chapter 1: Working with spreadsheets 102What is Excel and what is a spreadsheet? 102When is a spreadsheet used? 102

Open Microsoft Excel 102Close Microsoft Excel; switching off the computer 102Excel window and screen elements 103Using the ribbons and menus 105Mouse shapes in Excel 106Managing workbooks and worksheets 107Moving around between worksheets 107Inserting a new worksheet 107Deleting, renaming a worksheet 108Moving around in a spreadsheet 108Selecting cells 108

Entering data 109Data types 110Placing data in a cell (alignment/orientation) 111Correcting mistakes: edit cell content, modify existing cell content 112Use the undo and redo command 112Clearing the screen without saving the workbook; to open a new workbook 113The Help function 114

Chapter 2: Basic workbook and worksheet skills 116Create a new workbook based on the default template 116Saving and closing of workbooks 116

To close a workbook and create a new workbook 118Opening/loading an existing workbook or workbooks 118Resize rows and columns 119Making row heights wider or narrower 119Inserting and deleting columns and rows 119Copy cell contents 120Add horizontal lines to a cell or cell range 121Formatting text 121

Chapter 3: Formulas and functions 123Arithmetic formulas 123

Methods of entering arithmetic formulas 124Cell ranges and cell references in formulas 124Using AutoSum to add numbers 125


6/13

Contents iv

Functions: SUM 125Methods of entering functions in formulas 125Trouble shooting 126Displaying formulas on the screen instead of the result 128Formatting numbers 128

Chapter 4: Printing a worksheet 130Quick method to print a small worksheet 130Changing the Page Setup 130

Chapter 6: Practical tasks 133Tasks 133


7/13

MODULE 1

Introduction toComputers


8/13

MODULE 1: Introduction to Computers

2 Copyright Du Toit & Van der Merwe

Introduction to computers1. Define the concept computer

A computer can be defined as an electronic machine that:

Receives data from an input device.Carries out arithmetic and logical processing according to a previously compiled set of instructions(computer program)Stores the processed data.Sends the processed data to an output device:

For further processing;OR To print the processed data, for example business documents, schedules and management controlreports.

Schematically, a computer can be represented as follows:

2. How a computer functions

The steps in data processing on a microcomputer can be represented as follows:

The main advantage of computers is the high speed at which these steps are carried out.

Three types of data, namely numeric, graphic and character, can be processed. Scientific and technicalapplications deal with the processing of numeric and graphic data; business applications can use all three; inword processing both text (character type) and graphics are used.

The computer can process only the data that is entered; if incorrect data is entered, incorrectinformation will be output. The well-known GIGO rule applies here: "Garbage in, garbageout".

3. Different kinds of computer

Mainframe computers

These are the larger commercial computers. They are able to process an enormous amount of data at a very highspeed. Mainframe computers are used by Governments, insurance companies, banks, building societies andhotel management.


9/13


Copyright Du Toit & Van der Merwe 3

Personal computers (desktop)

The microcomputer's popularity is still increasing because of its compactness,flexibility and power. The desktop computer fits on a desk.

Desktop computers are used by businesses, by educational institutions for the purposes of computer-based learning and by individuals for personal use.

Laptop (notebook) computers

Laptop and notebook computers are portable, lightweight microcomputers. Thesecomputers can run on batteries as well as mains power. They are small enough to fitinto an average sized briefcase. These types of computers are popular with professionalsand people who need to work both at home and the office or who travel extensively.

Tablet (PC)

It is a mobile computer, equipped with a touchscreen or graphics tablet which allows theuser to input data by touching the screen with a stylus or using the stylus to write directlyonto the screen. The main feature of a tablet PC is portability and it is used for out-of-office work. The Apple iPad3 and Microsoft Surface are examples of tablets.

Common handheld portable digital devices

A handheld portable digital device is a pocket-sized computing device, typically having a display screen withtouch input or a miniature keyboard.

Personal digital assistants (PDAs) are special-purpose palmtops that keep phone directories, electronic diaries,calendars and provide calculator abilities. Most handhelds can be used to send and receive faxes by e-mailusing an Internet fax service.

They have wireless capability to connect to the Internet, send e-mail, connect tooffice/home computer systems and use application software, such as word processing.PDAs can be divided into those that accept handwriting as input and those with smallkeyboards. The input and output are combined into a touch-screen interface.

Mobile phone

A mobile phone is a communication device, commonly referred to as a cellular phone or cellphone. Mobile phones connect to a wireless communications network through radio wave or satellite transmissions. Mobile phones use batteries and chargers for their power needs.

Smartphone

A smartphone, such as Apple's new iPhone 3G, is a mobile phone offering advanced capabilities beyond atypical mobile phone. Any mobile phone that combines voice services with PDA functions, such as e-mail, faxand Internet access is called a smartphone. A smartphone can send and receive text messages and can handle e-mail. Using 3G and Wi-Fi support, smartphones can access the Internet.

4. Some fields of application for computers

Word processingWord processing includes the design, creation, editing, manipulation, storage and printing of text with the aid of a program that can be executed by a microcomputer.Examples of word processing programs: Microsoft Word 2007 and Microsoft Word 2010.

SpreadsheetEletronic spreadsheets can be used to create tables in which calculations can be done automatically by usingformulas and functions.Examples of spreadsheet programs: Microsoft Excel 2007, Microsoft Excel 2010 and Lotus for Windows.


10/13


11/13



Disk drives and disks(storage media)

Enables you to store computer files in thesame way that you store your office filesin folders in filing cabinets. There arethree types of drives:

Hard disk drives are generally not

removed from the computer and canstore large amounts of information.

USB flash drives/disks are insertedinto the USB port; they areremovable and rewriteable storagemedia.

CD- and DVD drives are used to savefiles to CD or DVD.

Printers(output device)

The printer produces paper copies of theinformation (these are called hard copies).

6. The concept computer system and the input, processing and output cycle

Normally, a computer consists of at least one processing unit (CPU) and some form of memory. RAM(Random Access Memory) is the main working memory used by the computer:

data and instructions are stored here; andthe functioning of the computer and sequence of processing are controlled here.

The CPU is composed of the control unit and the arithmetic logic unit (ALU).

The control unit

The control unit controlsthe input and output devices,the loading and storage of data to and from the memory andthe flow of information between the main memory and the arithmetic logic unit.

Arithmetic logic unit (ALU)

Arithmetic calculations, i.e. addition, subtraction, multiplication and division are done here. Certain logicalcalculations, for example comparing two numbers to determine which is the greater, are also carried out here.

A computer's hardware and software performs a cycle of four basic activities:

InputTo use a computer effectively we need to be able to communicate with it. First the computer hasto be supplied with data and instructions to work on. Input consists of entering data into thecomputer system by means of the keyboard and the mouse or other input devices.

Process The computer then processes the data (CPU, memory).

OutputWhen the computer has completed the processing it has to submit the results and this is done bymeans of output devices such as the printer or the monitor. The computer outputs the results,either on-screen or to the printer.


12/13


6 Copyright Du Toit & Van der Merwe

Storage :While information is being processed, it is held in the temporary memory (RAM) until it is storedonto a disk or disk drive. Any information stored on a disk or disk drive can be retrieved again.

Software

Software is the set of instructions (also called a program) that guides the hardware to function. Applicationsoftware turns the computer into a tool for a specific use, for example to do word processing or spreadsheets.Programs are normally stored on the computer's hard disk. A program is activated and loaded into thecomputer's RAM (Random Access Memory) and can then be used for a specific task.

Software is a set of instructions (also called a program) that enable your personal computer to perform specifictasks.

There are two types of software:

Operating system software, such as Windows 7, is essential to run your computer. Consider this type of software as the "engine" of your computer. Briefly, one can say that the hardware cannot be used without anoperating system.

Application software (or programs) turns the computer into a tool for a specific use, for example to do word processing or spreadsheets. These are programs designed to meet specific needs.Examples: Microsoft Word 2010 is a word processing program.

Microsoft Excel 2010 is a spreadsheet program.

7. Reasons for using computers

Computers have affected every aspect of our day-to-day life, in terms of education, office work, accounting, business, communication, shopping, and data storage amongst others.

The advantages of computers

Professional documents: productivity and editingA computer allows the user to create documents, edit , print , and store them to be retrieved later. Typing ismuch faster than writing on a paper. Documents can be enhanced by adding graphics, using various fonts andfont sizes, adding lines, etc. Thus, professional printouts are obtained. Sentences or paragraphs can bereorganised by copying and moving them to the new location in the document.

Spelling and grammar check Software programs include built-in spelling and grammar checker, thesaurus and dictionary tools. Therefore, ittakes less time to proofread a written document and there is no need to open a dictionary book to look for meanings of words.

Communication: electronic mail (e-mail)Electronic mail, e-mail is a method of communication used globally, between friends, colleagues and business partners. The electronic mail is provided with a system of creating, storing, and forwarding mails.

Electronic bankingElectronic banking can be accomplished by sitting within the comfort zone of your home. With this, one nolonger needs to stand in the line to do payments or other transactions.


13/13



GovernmentsGovernments use computers to keep census record of the citizens, to process vehicle registration, income taxreturns and for electronic voting. In South Africa you can use e-filing to submit your tax return; you have toregister on the SARS Web site using a username and password.

E-learningComputers have proved to be excellent teachers. E-learning is a type of education where online computer technology is used as the medium of instruction; blogs and virtual classrooms can, for example, be used. E-learning can mean distance learning and flexible learning, but can also be face-to-face teaching.

Practical everyday usesIn addition, one can read current news, check weather conditions, plan vacations, and make hotel and travelreservations, find out about diseases and treatment methods, learn about specific countries and their cultures,seek jobs and many more, over the Internet.

Disadvantages of computers

Staff training

Software changes continuously and staff must be trained to use the latest versions of programs. Training isexpensive.

Expensive equipmentComputer equipment is expensive and must be upgraded regularly.

FallibilityThe computer is fallible and data can be lost, for example:

when a hard disk become unusable (damaged), andwhen power failures occur.

OutdatedComputer hardware and programs become outdated very quickly and must be updated regularly to keep up with

the latest technology.

MODULE 1: TASK 1Computer concepts

1. Define the concept computer system.

2. Name six main components of a computer system.

3. Name the main difference between a personal computer (desktop) and a laptop (notebook).

4. Name the four steps on how a computer functions.

5. Name one input and two output devices.

6. Name three fields of application for computers.

7. Give four situations where you might encounter computer-based systems in your everyday life.

8. What is meant by the term 'hardware'? Give some examples of items of hardware .9. The computer can process only data that is entered, if incorrect data is entered, incorrect information will

be output. What rule applies here: ROM, RAM, ALU or GIGO.

10. Name and discuss four advantages of computers.