The Practical Guide to Computer Practice Intro N4 Office 2010

COMPUTER PRACTICE

Microsoft Windows 7Microsoft Office 2010

Word & Excel

THE

PRACTICAL

GUIDE TO

INTRO

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, ortransmitted, in any form, or by any means, electronic, mechanical, photocopying, recording orotherwise, without the prior written permission from the publisher or the authors.

First Edition (Windows® 7, Microsoft® Office 2010) 2012Published in the Republic of South Africa, Cape Town.

ISBN 978-1-77581-047-6

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

i Contents

CONTENTS

PAGE

MODULE 1Introduction to computers 1-7

1. 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 32Types 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

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 2010 53-100

List of manuscript signs 54

Chapter 1: Using the application 55The concepts word processing and text manipulation 55

Open Microsoft Word 55

Moving temporarily to the desktop; return to the Word program 56

Close (exit) Microsoft Word; Switching off the computer 56

Word 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 62

Enter text into a document 62

Mouse shapes in Word 63

Clearing the screen without saving the document 64

Saving documents 65

Close a document 66

Open/retrieve an existing document 67

Insert symbols or special characters 68

Non-breaking spaces 69

Quick movement keys 71

Use available Help functions 72

Hyphens 73

Chapter 3: Check and print 75Spell check 75

Quick method to print a document 76

Preview a document before printing 77

To print the document 78

Chapter 4: Editing functions 79Select/highlight text 79

Edit text; UNDO and REDO command; To create (split) or merge paragraphs 80

Formatting text (character formatting): Bold and underline 81

Centring headings or text 81

Apply case changes to text 82

Chapter 5: Page layout 89Page breaks; Page combine 89

Changing the left and right margins 89

Page numbering: Quick method to number all pages at the top or the bottom 90

To cancel page numbers 91

iii Contents

Chapter 6: Paragraph formatting 93Line spacing 93

Alignment of paragraphs 93

Tab key using default tab stops 94

Indent paragraphs: 96

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

To indent the first line of a paragraph 96

Quick method to number paragraphs 97

Copying formatting 98

MODULE 8Spreadsheet manipulation: Microsoft Excel 2010 101-147

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

When is a spreadsheet used? 102

Open Microsoft Excel 102

Close Microsoft Excel; switching off the computer 102

Excel window and screen elements 103

Using the ribbons and menus 105

Mouse shapes in Excel 106

Managing workbooks and worksheets 107

Moving around between worksheets 107

Inserting a new worksheet 107

Deleting, renaming a worksheet 108

Moving around in a spreadsheet 108

Selecting cells 108

Entering data 109

Data types 110

Placing data in a cell (alignment/orientation) 111

Correcting mistakes: edit cell content, modify existing cell content 112

Use the undo and redo command 112

Clearing the screen without saving the workbook; to open a new workbook 113

The Help function 114

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

Saving and closing of workbooks 116

To close a workbook and create a new workbook 118

Opening/loading an existing workbook or workbooks 118

Resize rows and columns 119

Making row heights wider or narrower 119

Inserting and deleting columns and rows 119

Copy cell contents 120

Add horizontal lines to a cell or cell range 121

Formatting text 121

Chapter 3: Formulas and functions 123Arithmetic formulas 123

Methods of entering arithmetic formulas 124

Cell ranges and cell references in formulas 124

Using AutoSum to add numbers 125

Contents iv

Functions: SUM 125

Methods of entering functions in formulas 125

Trouble shooting 126

Displaying formulas on the screen instead of the result 128

Formatting numbers 128

Chapter 4: Printing a worksheet 130Quick method to print a small worksheet 130

Changing the Page Setup 130

Chapter 6: Practical tasks 133Tasks 133

MODULE 1

Introduction toComputers

MODULE 1: Introduction to Computers

2 Copyright © Du Toit & Van der Merwe

Introduction to computers

1. 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.


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 thepurposes 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. Mobilephones connect to a wireless communications network through radio wave or satellite transmissions. Mobilephones 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 ofa program that can be executed by a microcomputer.Examples of word processing programs: 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 2010 and Lotus for Windows.



Design and drawingSpecial programs are used by architects and engineers, for example for designing buildings. Example: CAD(Computer Aided Design).

Desktop Publishing (DTP)Special programs are available to be used in the printing industry for professional printing. Examples of DTPprograms: Ventura, Aldus Pagemaker, Corel Draw.

AccountancyAccounting programs can be used to do the bookkeeping of a company. Financial statements can be printedwhen needed. Example of a bookkeeping program: Pastel Accounting.

Electronic mailElectronic mail software allows users to send messages to and receive message from other computer users.Each e-mail user has a mailbox and an address to which the mail can be sent.Example of an electronic mail program: MS Outlook 2010.

5. The components of a computer system

The following are the hardware components of a personal computer:

Central Processing Unit The CPU is the "brain" of the computer: data and instructions are stored here; the functioning of the computer and

sequence of processing are controlledhere.

Memory Computer memory consists of ROM(Read-only Memory) and RAM (RandomAccess Memory). RAM memory istemporary and any unsaved informationin this memory will be lost should youhave a power failure or interruptions.Information should be saved to disk forpermanent storage.

A monitor(output device)

Data entered via the keyboard, isdisplayed on-screen. The monitor lookslike a television screen to provide youwith visual information.

A keyboard(input device)

The keyboard is the input peripheralthrough which one normallycommunicates with the computer. Youuse the keyboard to enter data into thecomputer. The computer reacts to this bydisplaying the data on-screen.

A mouse(input device)

The mouse is a device that fits into yourhand; it is rolled on the surface next tothe computer. It is a pointing device thatcan be used instead of the keyboard tomove the cursor, activate icons andapplications and to choose and selectcommands.



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 notremoved 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; and the 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 controls the input and output devices, the loading and storage of data to and from the memory and the 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:

Input

To 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.



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 ofsoftware 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 wordprocessing 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 checkSoftware 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 formeanings of words.

Communication: electronic mail (e-mail)Electronic mail, e-mail is a method of communication used globally, between friends, colleagues and businesspartners. 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.



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 computertechnology 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 trainingSoftware 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), and when power failures occur.

OutdatedComputer hardware and programs become outdated very quickly and must be updated regularly to keep up withthe latest technology.

MODULE 1: TASK 1

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

10. Name and discuss four advantages of computers.