Computing
Fundamentals
IC3 – Module A
Unit 1: Recognizing Computers
This unit includes the knowledge and skills required to identify
different types of computers, the components of a personal
computer (including internal components such as
microprocessors) and how these components work together. The
domain also includes the knowledge and skills relating to
computer storage as it applies to hardware components like floppy
and hard disks and performance as it applies to processor speed
and memory. It also includes the knowledge and skills required to
identify how software works, software categories such as
operating systems, applications and utilities, popular products in
each category, and which application is best suited for a specific
purpose.
© CCI LEARNING SOLUTIONS INC.
Lesson
Topic
1
Computers All Around Us
2
Looking at Networks
3
Elements of a Personal Computer
4
Understanding Memory
5
Identifying Input/Output Devices
6
Working with Storage Systems
7
Looking at Printers
8
Basic Troubleshooting Techniques
9
Buying a Computer
10
Looking at Software Applications
11
Using the Computer
COMPUTING FUNDAMENTALS 1101-0C
2
RECOGNIZING COMPUTERS
Lesson 1:
Computers All Around Us
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at different types of computers and how these types of computers are being used. On
completion, you should be comfortable with the following concepts:
!" Supercomputer
!" Personal Digital Assistant
!" Mainframe
!" Minicomputer
!" Personal Computer
!" Notebook or Laptop
!" Pocket PC
!" Cellular Phones
!" Other Electronic Computing Devices
How Computers Can Be Used
The personal computer (PC) is a very powerful tool. Not only can it perform calculations much more
quickly than a person can, it can also do many complex tasks simultaneously. This type of computer is
also called a microcomputer. Although it does not seem that small, less than 20 years ago a computer
with the same processing power would have filled an entire room. Today, as computers keep getting
smaller, power and speed are the main characteristics by which we can differentiate among various
types of computers. With increased power and speed, you can have more people accessing the same or
various information without sacrificing performance.
1.1.1
The following section describes the relationship of the PC (personal computer) or microcomputer with
other types or sizes of computers, such as mainframe computers, minicomputers, and notebooks or
laptops.
Large Systems
1.1.1
1.1.9
1.1.10
1.4.1
A supercomputer is considered to be
the fastest type of computer available.
It is very expensive due to the amount
of information that needs to be
processed on a daily basis. The first
supercomputer was created in 1958
with tremendous advancement in
technology over the past years.
Supercomputers
generally
have
specialized
software
programs
installed and are typically used for
scientific and engineering tasks such
as forecasting weather, nuclear energy
research, resource exploration, or animation. Supercomputers put all its power into running and
performing calculations on a few programs as quickly as it can. Typically, it can handle very large
databases and perform a huge number of calculations very quickly.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
3
RECOGNIZING COMPUTERS
Mainframe computers are large enough to fill an entire
room and require a large capital investment. They can
simultaneously handle hundreds of different programs
and users without sacrificing performance. They
process large volumes of data at an incredible speed.
These computers would need ten or more technicians
to maintain them. Mainframes are commonly found in
government agencies or large organizations, e.g.,
telephone companies, credit card companies, airlines,
or universities. Often, users include members of the
public who need access to this information. For instance, you access a mainframe computer whenever
you use your bankcard at an automated teller machine (ATM).
Mainframe computers can sometimes be called centralized systems as they
control the flow of data to and from computers or terminals. Many larger
companies that have been in business for a long
time still use their mainframes to store historical
data.
1.1.2
1.4.3
Minicomputers can fill part of a room, and often
cost tens of thousands of dollars. Typically, they
process data at a slower rate and in smaller volumes than the mainframe
computers. Several people can use a minicomputer simultaneously; but as the
number of users increases, each user would notice a reduction in speed.
Minicomputers are commonly found in medium-sized manufacturing
companies and legal or accounting firms. The point-of-sale terminals (cash
registers) in a department store or the scanners in a grocery store would link to
a minicomputer.
Personal Computers
Microcomputers sit on, beside or under a desk. They process
data quickly and are designed for one user. The cost is
relatively low, depending on the type, model and features.
These computers are found in small businesses, schools and
homes.
The advent of technology has greatly enhanced the
availability of these computers for the home or office. The
size of the components that can be used in or with a computer
have decreased significantly as well as becoming more cost
effective, thereby making these components much more
affordable for the end user. A desktop computer has
decreased in size and weight over the last few years, making
PC
them much easier to move around an office. They however
are still too big to be considered portable, in the same manner as notebooks.
While there are many different types of programs that can be used with a microcomputer, there are
generally two types of microcomputers: the PC (personal computer) based on the original IBM
machine, or the Macintosh designed by Apple.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
4
RECOGNIZING COMPUTERS
There are a variety of styles used for PCs and Apple
computers; the ones shown here are examples of traditional
styles. The computer you use will depend on what
requirements you or your company has in order to
accomplish specific tasks. Sometimes the choice is based on
preference. For example, Microsoft Office is available for
both the PC and Apple machines. For all intents, the
software works exactly the same on either machine.
Accordingly, a company who has had Apple machines for
their customized software may choose to stay with these
types to handle their daily documents using Microsoft Office
for the Macintosh.
Macintosh
Notebooks or Laptop Computers
Notebook/Laptop computers are portable microcomputers, and are similar to the desktop models in
speed, performance and usage. Laptops got their name from the fact that you could rest the computer
on top of your lap and work (e.g., during seminars, lecture sessions, etc.) where no desk was available
to rest the computer. One of the reasons they weren’t as popular, despite the portability, was the
weight of the computer as well as design elements such as cramped keyboard and the placement of
keys. The advent of technology greatly enhanced the ability to have smaller and lighter components
and reduce the size of the laptop to that of the size of a paper notebook, hence the name “notebook”.
Accessories such as expandable keyboards, notebook mouse, and docking stations, can be purchased
separately to enhance the enjoyment and experience of using a
notebook.
1.1.2
1.4.3
Traditionally, the majority of companies use PCs to handle
their work requirements. This may primarily be due to the wide variety of software programs available
to the PC machine and the relative lower cost of a PC as compared to an Apple machine. As well,
Apple machines have traditionally been the choice for many specialized industries such as graphics
design or publishing. As newer software programs were developed for the PC machines, the
differences between the PC and Apple machines decreased significantly. Many companies and schools
now have a mixture of PC and Apple machines.
Notebooks tend to cost the same or slightly more than a desktop
computer, but provide a great advantage to the users who want
portability. Notebooks are popular with sales people, real estate
agents, students and others whose work requires them to be on the
move constantly. Having a portable computer allows them to add,
search, and even print information from their computer whenever
they need, wherever they may be.
PC
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
5
RECOGNIZING COMPUTERS
The cost of notebooks is now relatively low in comparison
to when they were first introduced; hence the increase in
the number of users who now have a notebook as their
only computer. In the past, users may have bought a
personal computer to handle all their daily work and data
and a notebook for travel purposes; information would be
entered into the notebook and then be transferred from the
notebook to the personal computer or vice versa, as
needed. Generally, this was due to the limitations of the
notebook in the way of limited storage size, and the cost
of memory chips. With notebooks being as powerful as
desktop models, there is no longer a need to have to
transfer information from the notebook back to the desktop.
MAC
Notebooks work in a similar manner to desktop computers with software needing to be installed on the
notebook before you can perform any tasks. Information is input into the computer using the keyboard
or the mouse.
Tablets
These computers appear similar to a notebook but usually the
screen can be swiveled or folded over to allow the user to
write or select items using a special pen designed for the
tablet. All tablets have the touch screen capability installed for
easy data entry where you need only to touch the pen or stylo
device to the selected item on the screen to have the entry
recognized by the software. The stylo is similar in technology
to those used for PDAs or Pocket PCs. Alternatively, the
tablet also allows you to type the information using the builtin keyboard for any software that does not support or require
the touch screen technology, e.g., word processing, entering
budget figures, etc.
© CCI LEARNING SOLUTIONS INC.
Some areas that currently have tablets for data entry include
hospitals, home inspectors, engineers and salespeople. An example
of how this would work is a home inspector who has the specialized
software for his industry and as he completes certain aspects of the
inspection, he can click on appropriate check boxes using the stylo
pen. The stylo would also be used to click on any scroll bars or
next/previous page buttons in that software. Another example where
tablets can be used is for electronic/interactive books where you
subscribe to the company who has the book in electronic form, order
the “book” and download it to the tablet. Then using the software
that allows you to read the book, you can then move from page to
page with the stylo using the appropriates buttons on the screen, or
even write notes on specific pages of the book for reference.
COMPUTING FUNDAMENTALS 1101-0C
6
RECOGNIZING COMPUTERS
Personal Digital Assistants
1.1.2
Small palm-sized computers that are used as personal organizers are referred to as Personal Digital
Assistants (PDAs). These types of computers have software installed with features for making
appointments, contact lists and writing notes — similar to manual organizer systems like Day-Timer,
Franklin Covey, or Day Runner.
Monochrome PDA
Color PDA’s
In recent years, the PDA has become so popular for its portability that you can
purchase PDAs with a microprocessor chip that turns the PDA into a Pocket PC.
With a Pocket PC, you have software installed that allows you to create
documents in addition to having the organizer program that comes with all
PDAs (e.g., Microsoft Office Small Business). Some PDAs also have digital
cameras, video/audio, or Internet capabilities in addition to the office system and
personal organizer software provided.
Pocket PC with
Digital Camera
Newer cellular phones also include computer technology so you can access the
Internet as well as use the built-in software to create documents, listen to music,
take pictures or video, send text messages (similar to using an instant messaging
program such as MSN or ICQ), and send e-mail (similar to using a dedicated
e-mail program such as Microsoft Outlook, Outlook Express, Eudora).
The cost varies with the number of features and capabilities for each cellular phone, Pocket PC, or
PDA. Whether you purchase a Pocket PC with PDA and cellular phone services depends on your
needs and requirements. Additional services such as connection to the Internet, e-mail capability and
extra software would be a separate expense over and above the purchase price of the item.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
7
RECOGNIZING COMPUTERS
Workstations
1.1.2
A workstation is essentially any computer. It generally has been considered a computer that requires a
lot of power for processing files, such as drafting, desktop publishing, graphics design, video editing
and programming. Because of the high amount of resources needed, these workstations may not have
a disk drive and could be connected to a centralized system that has enough space and power to handle
the software and storage requirements. In general, the operating system used for these computers will
either be Unix or Windows NT.
Workstations can either be connected to a network where multiple users share the same software or
data files, or used by one person only.
Other Types of Computers
1.1.3
In addition to the aforementioned, you can find computer technology in a variety of devices, some of
which you may not fully recognize as being part of a computer. For instance, many of the newer
automobiles have computer technology built into the engine to help diagnose problems (or potential
problems) with the vehicle. Automated Teller Machines (ATMs) within a banking institution use a
specialized software that allows what you enter at the ATM to interact with the bank’s database or
network to verify and complete your transactions. ATM machines in locations other than a banking
institution have a special software that connects them to a network that recognizes the banking
institution you currently use and then connects to that institution’s network to verify your profile and
account details.
Computers can be found in many other industries such as manufacturing, not just for robotic
technology but the systems that control or run the production equipment. Many of the equipment in
the health industry are computerized or have customized software to help analyze the information
received into the machine.
Computers exist in devices used on a regular basis such as calculators. Many calculators use the same
type of chips found in computers in order to perform the calculations entered. The computer is really a
very large and advanced calculator that performs tasks based on the hexadecimal computations of 1 or
0 (zero).
Computers may be decreasing in size but in order for them to communicate with other systems, there
needs to be a network behind the scenes that connects everyone together in order to share the
information. The network can be anything from a minicomputer that diagnoses the automobile engine
to a satellite for a Global Position System used by PDAs, Pocket PCs, cellular phones, or automobiles
on the road.
Summary
In this lesson you looked at a different types of computers and how these types of computers are used.
You should now be comfortable with the following concepts:
!" Supercomputer
!" Mainframe
!" Minicomputer
!" Personal Computer
!" Notebook or Laptop
© CCI LEARNING SOLUTIONS INC.
!" Personal Digital Assistant
!" Pocket PC
!" Cellular Phones
!" Other Electronic Computing Devices
COMPUTING FUNDAMENTALS 1101-0C
8
RECOGNIZING COMPUTERS
Review Questions
1. Supercomputers can handle multiple software programs and users simultaneously in order to
process the information in as efficient manner as possible.
a.
True
b.
False
2. Mainframe computers are designed to handle multiple software programs or users simultaneously
without sacrificing speed.
a.
True
b.
False
3. An example of a minicomputer could be a cash register or an automated teller machine.
True
b.
False
a.
4. What are the two general types of microcomputers?
5. What would be an advantage of buying a notebook rather than a desktop computer?
a. Portability
d. All of the above
Size
Relative low cost
e.
Only a or b
b.
c.
6. Tablets are another type of notebook, where the keyboard is the only data entry method available.
True
b.
False
a.
7. Explain what a personal digital assistant is.
8. What’s the difference between a PDA and a Pocket PC?
a. Pocket PCs always have a digital c. Pocket PCs have additional software for
camera
creating documents or multimedia (i.e.,
video, pictures, music, etc.) files
b. PDAs are larger and more powerful
d. Nothing
9. Workstations are essentially any computer.
a.
True
b.
False
10. All computing devices need a means of communicating with each other, whether it is installed
with the device or via a network that connects the devices together to share information.
a.
True
COMPUTING FUNDAMENTALS 1101-0C
b.
False
© CCI LEARNING SOLUTIONS INC.
9
RECOGNIZING COMPUTERS
Lesson 2:
Looking at Networks
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at what a network is and how it allows computers to share information. On completion,
you will be familiar with the following concepts:
!" What a network is
!" Features and benefits of networks
!" Different types of networks
!" How computers connect and interact with a network
What is a Network?
1.1.10
Microcomputers are often linked together to form a network. This linkage allows many users to access
the same data. A network is a system that allows two or more computers to communicate and share
resources with each other.
Networks can sometimes be called centralized systems as all data flows to and from these computers.
The storage system on a network is generally quite large and designed to store software programs and
data files. Not all networks or centralized systems have PCs connected to them; some have a
combination of PCs, Macintosh machines, dumb terminals (monitor that displays information only),
smart terminals (monitor that displays information with formatting capabilities and has limited
processing capabilities), Unix systems, or Linux systems. You can also have portable devices such as a
tablet, PDA or cellular phone connected to a network for easy access to information or e-mail when
you are away from the office.
Types of Networks
A network can be small or large, depending on the company or user requirements.
LAN
WAN
MAN
A network connecting computers over long distances (i.e., between branches or offices in
different provinces or states) is called a Wide Area Network.
A network connecting computers in a metropolitan area is called a Metropolitan Area
Network.
A network connecting computers in a limited area such as a campus or military base is
called a Campus Area Network.
CAN
A network connecting a small to medium number of computers together in a confined
area is called a Local Area Network.
A network connecting computers in a home environment is called a Home Area Network.
HAN
Each computer requires a network interface card (NIC) and the appropriate cables to connect it to a
dedicated computer called the network server. The cost of setting up a network varies, depending on
the number of users and their requirements.
Mainframe computers generally store customized software applications
and large amounts of data needed by people using the computers
connected to them. In order for people spread across different locations
to have access to this data, networks need to be set up. In the past, people
who needed the information would generally have a computer with
access to and from the network connecting to the mainframe computer;
no actual information would be stored on the computer at their site. A
trend away from this is called client/server technology. A client/server
network has PCs connected that can function on their own as well as
connect to the server to access information. In this arena, the server
stores the data and the PC houses the application software.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
10
RECOGNIZING COMPUTERS
Features and Benefits
1.1.11
There are many benefits to being on a network, with the main one being the ability to share
information, for example, the company’s policies are maintained in the Personnel department. If these
policy documents were available for viewing on a computer, you could access them from a network
without having to leave your workstation. Another example could be the ability to print documents on
the printer two floors away. Some features and benefits of having a network include:
!" Larger storage capacity for company data that can be increased significantly more so than on
a standard desktop
!" Lower costs to upgrade the network only for larger storage, more memory, faster
connections, etc. versus buying new faster computers for every employee
copying files from individual workstations
!" Share resources such as data files, software programs, printers, internet connection
!" Organize data in a more effective manner for access by any user on the network versus
!" Maintain updates on programs from one location rather than each computer workstation
!" Administer and manage secure access to data and programs on the network through the
network software
and disaster purposes
!" Set up new users with the same computer configuration as existing workstations
!" Ability to back up (or restore) the company data on the network (central area) for security
!" Set up different and roaming profiles for users who share workstations (e.g., log into the
network from any workstation)
!" Secure remote access by users away on sales trips, or working at home, etc.
Connecting to a Network
In order to be connected to a network, you need to have a network interface card (NIC) installed on
your system and have it set up correctly to recognize the network. Regardless of whether you connect
to a network with a cable or a wireless connection, you still need to have a network card installed on
the computer. If you plan to connect to a network using wireless technology, you will need a router
that will be set up to connect to the network in addition to the NIC.
Once the network card is installed, the computer must then be
set up to recognize the network. In most cases this can be
accomplished by adding a new connection within Windows;
however, if you are using specialized network software such as
Novell or Banyan Vines, you will need to have the client
version of that network software installed on your system
before the network will recognize the computer and allow you
access to the files or programs on that network server.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
11
RECOGNIZING COMPUTERS
Interacting with Networks
1.1.11
When your computer has been set up to recognize the network (server), you can then log into the
network. This generally requires a valid user id (set up by the network administrator) and a password
(originally provided by the network administrator and then administered by the user). This process is
the same, regardless of whether the computer system is PC, Macintosh or Unix.
Depending on your requirements, the computer will then run a script (mini-program) that tells the
network what access rights you have on the computer. These could include which drives/volumes,
printers, modems, folders, etc., you can access. The number of files, programs, or drives available to
you will depend on your login id and what rights or privileges have been assigned to you by the
network administrator, as directed by your manager and/or company policies.
When connected, every time you need to use a program or access a file that is stored on the network,
you are sending a request to the network for that item. The speed at which you can access items will
depend on the speed of your network connection, the server microprocessor speed, the microprocessor
speed on your system, and the number of other requests being made on the network.
Summary
In this lesson you looked at what a network is and how it allows computers to share information. You
should now be familiar with the following concepts:
!" Features and benefits of networks
!" How computers connect and interact with a network
!" What a network is
!" Different types of networks
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
12
RECOGNIZING COMPUTERS
Review Questions
1. Explain what a network is.
2. Networks can sometimes be called centralized systems as all data flows to and from these
computers.
a.
True
b.
False
3. Identify each of the network types shown in the following:
a. MAN
d. LAN
WAN
HAN
e.
CAN
b.
c.
4. Which part of a network stores the data and which holds the application software?
a.
Server
b.
PC
5. List three features or benefits of being on a network.
1.
2.
3.
6. In order to be connected to a network, the computer system must have which hardware item(s)?
Cables
Network Interface Card
Router only
d.
e.
All of the above
Either b or c
a.
b.
c.
7. To access the network, you need to have a user login id and a password assigned to you.
a.
True
b.
False
8. Everyone who logs into a network has the same access to all files and programs.
a.
True
b.
False
9. The speed at which you can access items depends on what?
a.
b.
c.
d.
e.
The speed of your network connection
The server microprocessor speed
The microprocessor speed on your system
The number of other requests being made on the network
All of the above
10. When you log onto a network the computer will run a script that tells the network what access
rights you have on the network.
a.
True
COMPUTING FUNDAMENTALS 1101-0C
b.
False
© CCI LEARNING SOLUTIONS INC.
13
RECOGNIZING COMPUTERS
Lesson 3:
Elements of a Personal Computer
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at some of the elements that make up a personal computer. On successful completion,
you will be familiar with the following concepts:
!" What makes up a personal computer
!" The microprocessor chip
!" What a system unit is
!" What makes up a system unit
!" The motherboard
!" The power supply
!" Expansion slots
An Overview
1.1.3
There are four elements that make up a personal computer system. The user, software, hardware and
electricity all work together to form the whole system. Each element is as crucial as the others are.
The central element is the user who needs to perform a task. The nature of this task determines the
application program or software needed to accomplish the task. In turn, the software the user selects
will require certain hardware components to function properly.
The equipment itself (the computer, monitor, printer, etc.) is called HARDware because you can
physically touch the components. The programs are called SOFTware because they function only
while the computer is turned on. A software program is a coded set of instructions the computer uses.
By means of these instructions, the computer uses a series of on/off signals in order to carry out the
user’s task.
These on/off signals begin when you first turn on the computer. Without electricity the computer
cannot function. Therefore, you control the computer’s ability to function by a simple on/off switch.
Even internally, the computer works through a series of on/off signals, just as in earlier times the
telegraph functioned through a series of on/off signals.
For example, consider what happens when you, the user, create a letter. The first thing you do is turn
on the power for the computer. You then choose a word processing software program in order to write
the letter. You use a keyboard to type the letter, which appears on the monitor’s screen. When the
letter is finished, you tell the software to instruct the printer to print the letter. The software program
works with the hardware components (the keyboard, monitor and printer) to perform the functions that
you require. As explained, all four elements: the power, hardware, software and the user work together
to make up a personal computer system.
System Unit or Box
Monitor
Mouse
Keyboard
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
14
RECOGNIZING COMPUTERS
The previous picture shows an example of a personal computer system (PC). The system unit or box,
monitor, keyboard, and mouse are part of the system hardware. There are four major hardware
component parts on a system: the Central Processing Unit (CPU), Random Access Memory (RAM),
Input/Output (I/O) Devices, and Storage Devices.
These items can also be referenced as internal or external components. Essentially, an internal device
is something that can be installed inside the system unit, whereas an external device is something that
can be plugged into a connection on the computer, either at the front or the back of the system unit.
The following pages will describe some of the more popular items that can be installed and set up with
your computer. Whether you purchase an internal versus external device depends on your
requirements, e.g., amount of room on the desk, cost of the item (internal is usually less expensive
than an external), experience with installing devices, etc.
Also, take note that while this courseware addresses the elements and components for a PC, these
same elements and components can also be applied to an Apple system. The components will vary in
size or appearance, but the concept remains the same.
Tower Box
Desktop Box
1.1.4
1.2.2
The System Unit or Box is
often the most important and
expensive part of the
computer system. It comes as
either a Desktop box or a
Tower box. They both
provide
the
same
functionality.
Looking at the System Unit
Whether you choose a tower
or a desktop model depends
on your desk space. Some
system units give you the
ability to change the unit to
be either style to customize
for your work environment.
There essentially is no
difference
between
the
models.
Be cautious when turning a desktop unit into a tower as this may affect the component’s functionality,
e.g., the CD drive will not read CDs completely, the system may hang more often, etc. Always check
with your technical support before turning your desktop upright; they may need to set some switches
within the computer to recognize that it will be sitting vertically now.
Inside the box, there are many separate devices that perform specialized functions for the computer. If
one of these devices fails, it is usually a matter of replacing the defective part. The power supply,
which provides electricity to the devices, is also located inside the box. Descriptions of these
components follow.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
15
RECOGNIZING COMPUTERS
The Motherboard
1.1.4
1.1.4
1.2.2
1.1.5
The largest electronic circuit board in the computer is called the motherboard. It is the foundation of
the computer and consists of the CPU, RAM, and ROM BIOS.
The motherboard lies on the bottom of the box or the side of a tower, and smaller circuit boards are
plugged into prefabricated expansion slots. These smaller circuit boards are called daughterboards. An
example of a daughterboard would be a sound card that enables stereo-like sound quality.
AGP Slot
RAM Slots
CPU Slot
PCI Slots
Expansion Slots
These slots are designed so you can expand your computer by adding
items such as a graphics card, memory, etc.
PCI Slots
Peripheral Component Interconnect; these slots allow you to add new
components or cards in the computer, such as a modem or sound card.
PCI can also be used on newer Macintosh computers.
Expansion Slots
Accelerated Graphics Port; this slot is meant for a card that can handle
3-D graphics.
CPU Slot
Central Processing Unit; this slot will contain the microprocessor chip.
RAM Slots
Random Access Memory; these slots are designed for these types of
memory chips (covered later in this module).
AGP Slot
The Microprocessor Chip
The microprocessor chip is the “brain” of the
computer and is located on the motherboard. This can
also be referred to as the CPU or Central Processing
Unit. It is the component that receives and executes
instructions from the software programs and the user.
Each model or type of CPU processes information
and instructions at a different speed measured in
Megahertz (MHz) or Gigahertz (GHz). Try to imagine
the MHz rating as a Miles Per Hour (MPH) rating,
where it is the relative speed among the models.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
16
RECOGNIZING COMPUTERS
Examples of different microprocessor speeds include:
8088 (XT)
4 to 10 MHz
80286 (286 or AT)
8 to 16 MHz
80386SX/DX (386SX/DX)
16 to 33 MHz
80486 (486)
25 to 100 MHz
Pentium
60 to 200 MHz
6x86
120 to 166 MHz
Pentium (MMX)
166 to 200 MHz
Pentium PRO
150 to 200 MHz
Pentium II
200 to 400 MHz
Pentium III
500 MHz to 1.2 GHz
Pentium 4 or Pentium M
1.4 to 3.2+ GHz
Pentium 5
5 GHz to 7 GHz
The Power Supply
MMX refers to MultiMedia eXtension
technology, or the ability to play video or audio
files on a computer. This occurs due to additional
instructions provided by the processor that
enhances multimedia performance.
This technology was introduced in the Pentium II
processors, and continues today.
The Pentium M is a newer type of
microprocessor designed for notebooks. The M
stands for mobile and provides a number of
memory management tools for notebooks.
Every system box has a power supply that converts the AC (alternating current) coming from a wall
outlet to the DC (direct current) format needed
by a computer. A power supply for a computer
needs between 5v and 12v, with 5v needed for
the circuit boards and 12v for hard drives and
CD-ROMs. Newer computer systems generally
use lower voltages.
1.2.2
Even though a microprocessor speed may be
shown at a set Hz rate, this may not always be
indicative of the actual performance, depending
on how the computer was configured and
constructed.
MHz or GHz
Processor (CPU)
Expansion Slots
Expansion slots are the openings at the back of
a system unit that allow you to expand the components within the system box. A circuit board
containing the new device can then be added onto the motherboard. These circuit boards could be
anything from more memory chips, sound cards, video adapter cards or internal modems, as examples.
1.2.2
1.2.3
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
17
RECOGNIZING COMPUTERS
Video Card
Memory Chips
Sound Card
Expansion Slots
© CCI LEARNING SOLUTIONS INC.
Modem Card
COMPUTING FUNDAMENTALS 1101-0C
18
RECOGNIZING COMPUTERS
The previous pictures show the different types of slots on the motherboard for the component (card) to
be added. When you want to install a card, you need only to look at the bottom of the card and match
it to the same type of slot.
The aforementioned items are not a complete list of everything within a system unit. This lesson is meant
as an introduction to the elements that make up a personal computer. Further details on specific
components within the personal computer can be found later in the book.
Summary
In this lesson you looked at some of the elements that make up a personal computer. You should now
be familiar with the following concepts:
!" The microprocessor chip
!" The power supply
!" Expansion slots
!" What makes up a personal computer
!" What a system unit is
!" What makes up a system unit
!" The motherboard
Review Questions
1. What are the four elements that make up a personal computer?
2. The equipment that makes up the computer is called hardware because you can physically touch
it.
True
b.
False
a.
3. What are the four major hardware component parts on a system?
4. What’s the difference between an internal and external device?
5. A system unit can be either a tower or desktop box.
a.
True
b.
False
6. What is the foundation of the motherboard?
a. Memory (RAM and ROM BIOS)
b. CPU and RAM
c. CPU, RAM, and ROM Bios
d. Daughterboards
7. What does the microprocessor measure?
8. What does MMX refer to?
9. The power supply converts AC coming from a wall outlet to DC format, as needed by the
computer.
a.
True
b.
False
10. Provide some examples of how expansion slots can be added to the motherboard.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
19
RECOGNIZING COMPUTERS
Lesson 4:
Understanding Memory
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at how to measure memory and how it is used within a computer. On successful
completion, you will be familiar with the following concepts:
!" What is memory
!" RAM memory
!" How memory is measured
!" ROM memory
!" Cache memory
Looking at Memory
1.1.6
1.1.7
In order for a computer to be able to store information, either about its configuration or data files, the
computer needs to have memory chips installed. Memory is measured in bytes; in very simple terms,
one byte is equal to one character.
1 Kilobyte
=
1,028 Bytes
Officially, computers were developed using a numbering system of 1 s and 0s. These two unique
numbers are designed to represent the charged or uncharged nature of electricity. This is known as the
binary system. These two digits essentially make a bit and eight bits make one byte. With the
advancement of computer technology, the availability for storage capacity has grown:
or
1 Thousand Bytes
1,028,000,000 Bytes
or
1 Million Bytes
1 Gigabyte
=
1,028,000,000,000 Bytes
or
1 Gillion Bytes
1 Terabyte
=
1,028,000,000,000,000 Bytes
or
1 Trillion Bytes
1 Megabyte =
All data processed in a computer is made up of bytes, in various combinations as calculated by the
computer. Every file used in a software program by the computer has a specific file size, based on the
instruction for that feature. As you create or revise files, the size of the data file will increase or
decrease accordingly, based on the information stored within the file. Accordingly, you will need to
understand how memory works and which types might need to be increased in size in order to handle
both program and data files.
In essence, the larger the data file, the more memory you will need to process the information in the
file, and the larger the amount of space will be needed to store the file. For example, if a data file is
102Kb in size, this means that the file contains 102,000 characters (in simple terms). These characters
could be text characters but they could also refer to any instructional codes inserted by the software
program in order to perform a task when the file is opened or printed, e.g., changing the font style,
adding boldface or italics to text, insert a page break here, etc. A software program, (like Microsoft
Office), requires at least 64Mb in the RAM area in order to process your documents, e-mails, and
budgets at the same time. It also needs at least 400Mb in storage space for the software program,
which means you will need a storage device that is at least ten times that size for all possible data files
and other programs (e.g., Windows, Internet Explorer, etc.).
Even if a file is not being stored (printing the document only or creating an e-mail) on the computer, it
still requires memory to process it. For example, if you are creating a message to be sent via e-mail,
every piece of information you enter into the message form takes up one byte (in simple terms),
key to move the text from the left edge of the
including the code entered when you pressed the
message screen.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
20
RECOGNIZING COMPUTERS
Read Only Memory (ROM) BIOS
1.1.6
The Read Only Memory - Basic Input/Output System (ROM BIOS) is a group of integrated circuits
responsible for starting the computer, checking the RAM and loading the operating system. This
occurs only when the computer is first turned on or each time you have to restart (reboot) the
computer. This is the type of memory commonly found in calculators or printers as it reads the
information entered and processes it during the time it resides in the memory. When the information is
complete, it clears itself and waits for the next entry. It does not perform any tasks other than to read
the information and process it based on the device where it resides. For example, when you send a
document to print, the printer will read the document and process it for printing. When the printing is
complete, the printer stops processing until another print job is received.
Random Access Memory (RAM)
1.1.6
Random Access Memory (RAM) is a kind of
electronic pool of memory where the computer can
hold programs and data. It is located on the
motherboard with the CPU. The computer uses
RAM to temporarily hold the current software
program and the current data created by the user;
this may also be referred to as system RAM. RAM
is volatile — it only works when the computer is
turned on and the information “vanishes” when the
computer is turned off. Therefore, the actual
software programs must permanently reside on a
hard disk or CD-ROM. The computer can then load
the programs into memory and remove them from
memory as required by the user. It is important to remember that RAM is only a temporary,
changeable storage location. It is erased when you turn off the computer.
When discussing RAM, there are three different areas where RAM may be used: system, video/sound
cards, and cache.
The computer’s RAM is provided by an array of integrated circuits and memory chips. Newer, more
powerful computers or software programs need more RAM, and it is not uncommon to find computers
with 256 Mb of RAM or more.
Ranging from past to present, the following are examples of typical system configurations:
MHz / GHz
Typical RAM
8088 (XT)
4 to 10
640Kb
80286 (286 or AT)
8 to 16
1 to 2Mb
80386SX/DX (386SX/DX)
16 to 33
1 to 8Mb
80486 (486)
25 to 100
4 to 32Mb
Pentium
60 to 200
8Mb plus
6x86
120 to 166
16Mb plus
Pentium (MMX)
166 to 200
16 to 32Mb
Pentium PRO
150 to 200
32Mb plus
Pentium II
200 to 400
32Mb plus
Pentium III
500 to 1.2
64Mb plus
Pentium 4
1.4 to 2.2
128Mb plus
Pentium 5
5 to 7
256Mb plus
Processor (CPU)
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
21
RECOGNIZING COMPUTERS
SIMM – Stands for Single Inline
Memory Module
RAM can be purchased and installed in a computer in these formats:
DIMM – Stands for Dual Inline Memory
Modules
The number refers to the actual size of the memory chip and the number of connectors needed to
match the construction (architecture) on the motherboard.
RAM is measured in nano seconds (ns) or one billionth of a second, or the speed it takes from the time
the request is made until it is completed (also know as the access time). A nanosecond is extremely
fast; a computer can perform a large number of instructions in 10 nanoseconds.
Depending on the architecture of your computer, some of the RAM may be allocated for the video
display (how fast the picture appears on your monitor), sound cards, or as cache memory.
Cache Memory
Cache (pronounced as “cash”) memory helps to speed up the processor by storing frequently used
instructions and data in this area. There are two types of memory used for cache:
1.1.6
!" DRAM or Dynamic RAM constantly changes, using as much as it needs based on what
instructions are being performed. This RAM is constantly being “refreshed” based on what
the computer needs.
!" SRAM or Static RAM is a specific amount of RAM that never needs to be refreshed. This
RAM is traditionally faster and more reliable due to the fact that it never changes.
Cache generally has two levels:
!" Level 1 is known as primary or internal cache and is built right onto the processor chip. This
cache is usually very small, from 8Kb to 64Kb.
!" Level 2 is known as external cache and is made up of SRAM chips. The cache here is larger
(ranging from 64Kb to 2Mb) but is also slower due to the SRAM chips.
Cache helps speed up processing time as a result of storing frequently used instructions and data.
When the computer sends an instruction, it will go to Level 1 of cache, then Level 2, and then onto
RAM. Each level search results in a delay in processing time. If the instruction is not found in these
three areas, it then moves onto searching the hard drive or a CD-ROM drive.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
22
RECOGNIZING COMPUTERS
Summary
In this lesson you looked at how to measure memory and how it is used within a computer. You
should now be familiar with the following concepts:
!" What is memory
!" How memory is measured
!" ROM memory
!" RAM memory
!" Cache memory
Review Questions
1. Memory chips must be installed on the computer before it is able to store information.
True
b.
False
2. Fill out the measurement on the following (in simple terms):
1 Kb
1 Tb
1 Mb
1 Gb
a.
3. Every word, number, or e-mail text in a file takes up at least one byte of space.
a.
True
b.
False
a.
4. Read Only Memory occurs only when the computer is turned on or restarted.
True
b.
False
5. Why is RAM considered volatile?
6. Where can RAM be used?
7. What are the two different types of RAM that can be purchased?
8. How is the speed of RAM measured?
a. Nano seconds
c.
Megahertz
b. Megabytes
d.
None of the above
9. What’s the difference between DRAM and SRAM?
10. How does having cache memory help processing speeds?
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
23
RECOGNIZING COMPUTERS
Lesson 5:
Identifying Input/Output Devices
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at what input or output devices are and be able to identify some of these devices. On
successful completion, you will be familiar with the following concepts:
!" What are input/output devices
!" Speakers
!" Scanner
!" Joysticks
!" Digital cameras
!" Digital video cameras/converters
!" Environmental/scientific devices
What are Input/Output Devices?
A computer’s Input/Output (I/O) devices allow communication between the user and the computer.
There are actually three classifications of I/O devices you can use to:
!" send information to the computer, e.g., the keyboard, mouse, trackball or scanner
!" display/transmit information from the computer, e.g., monitor, printer, or speakers
1.2.1
1.2.2
1.2.4
2.1.1
!" Monitor
!" Video cards
!" Keyboard
!" Mouse
!" Microphones
All of these devices are commonly connected to the back of the system box. If a connection comes loose
while you are using the computer, DO NOT plug it back in without turning off the computer first.
Otherwise, you may damage the connection or the device.
!" communicate between computers, e.g., modems and networks
In simple terms, anything that can be used to enter information into a computer, regardless of the
format or type, is considered an input device. Anything that can be used to display the information in a
computer, regardless of the format, is considered an output device.
Looking at the Monitor
1.2.4
The Monitor is an output device, similar to a television set that allows you to view the information the
computer displays. The output from a monitor is considered soft copy while a printer’s output is
considered hard copy.
The monitor’s on/off power switch is usually found in the front, on the right side, or at the back of the
monitor. There are also brightness and contrast controls that can be used to sharpen the screen image.
These controls are located under the screen or on the sides.
Monitors come in a variety of sizes, resolution, and types. The larger the screen size, the larger the
image will be on the screen and the more expensive the monitor will be. Resolution (the monitor’s
ability to display images to particular mathematical levels of sharpness and clarity, usually measured
in dot pitch), is also a factor in determining selling price. Larger and higher resolution monitors are
used for working with graphics, pictures or desktop publishing projects.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
24
RECOGNIZING COMPUTERS
CRT Monitor
Flat Panel Monitor
The cost of monitors is relatively lower in today’s market than in the past and will continue to
decrease for the newer flat panel monitors as they become more popular. Flat screen monitors are
generally used whenever there is a touch screen program available, e.g., health information monitors at
the pharmacy, game schedule information at an arena, restaurant orders, etc. Touch screen technology
allows you to press an option on the screen using your finger instead of a mouse or keyboard. These
types of monitors are designed with a special microprocessor to recognize the touch as well as where it
was pressed in the specialized program.
Do not leave your monitor on with an image that does not change (i.e., the document you are working
on) if you plan to be away from the computer for a length of time. The image from the screen can
become permanently etched into the monitor and become visible when the monitor is turned off. You
can avoid this “screen etching” by turning down the brightness and contrast knobs to blank the screen
or turn the monitor off when not in use. Alternatively, use the screen saver feature that comes with
Windows (or another screen saver software program you can purchase or download) that provides
changing images when the computer is not in use.
Using Video Cards
1.2.1
1.2.4
In order for the monitor to display
information, it needs to be connected to a
video card. All computers come with a
standard video card for the configuration
purchased; however, you can purchase other
video cards with more memory to handle large
amounts of graphics, 3D graphics, or just to
be faster in general for displaying information. In fact you can also install a second video card to be
able to view information on two monitors if you are using Windows 98 or higher.
The type and cost of these video cards vary significantly; the rule of thumb is the more options you
want on a video card, the more it will cost.
Using the Keyboard
1.2.1
1.2.3
The Keyboard is an input device, similar to a typewriter, which allows you to send information to the
computer. It is the primary tool for inputting alphanumeric data. You can also use your keyboard to
instruct your computer via a series of keystrokes. The following section outlines the keyboard keys
you should become familiar with when using a computer.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
25
RECOGNIZING COMPUTERS
Escape Key
Function Keys
Alt Key
Numeric Keypad
Windows Key
Ctrl Key
Cursor Movement Keys
There are a variety of keyboards available for the computer; the above screen displays the traditional
keyboard. Some of the newer keyboards address issues such as ergonomics to reduce or prevent stress
on the wrists (i.e., carpal tunnel syndrome) or eyestrain. Many of the newer keyboards also contain
buttons to enhance the multimedia experience while using your computer.
Ergonomic Keyboard
Illuminated Keyboard
Regardless of which keyboard you use, all keyboards share the same keys for document processing.
Special keyboards can be purchased for game enthusiasts.
Typewriter Keys
Often referred to as a QWERTY keyboard after the top left row of letters (just under the number row),
these keys are used for entering text or commands into the computer. When entering numerical data,
key rather than the letter
key. The same suggestion applies to the
ensure that you use the
key. This is especially important when you are using an accounting or
(zero) key versus the letter
spreadsheet program that relies on numeric values to perform calculations.
The following provides a basic description of the more commonly used keys. Although most of the
keys are standard, there are some special keys not found on a regular typewriter. Some keys are also
used in combination with other keys. You press the first key and then hold it down while you tap the
second key once. After the second key is released, you may release the first key.
Executes a typed command, performs a selected option from a menu, marks the end of a
line, or creates a blank line. This key performs the same function as the Carriage Return
key on the typewriter.
Deletes one character to the left of the flashing cursor each time you press it, usually to
correct typing mistakes. If you hold this key down, the computer continuously deletes
characters to the left of the cursor until the key is released. This key is often marked
along with a left pointing (!) arrow.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
26
RECOGNIZING COMPUTERS
Also shown as the
key on the numeric keypad. Deletes the character above or to
the right of the flashing cursor each time it is pressed. It is used to correct spelling
mistakes. If you hold this key down, it will repeat its function until you release it.
Used to insert a blank space between words or sentences. It is also the safest key to
press when a software program prompts you to press any key.
Cancels a current selection, or generates a special code for the computer. Referred to as
the Escape key.
Advances the cursor to the right a specified number of spaces in a word processing
key
program or to the next cell in a spreadsheet program. By holding down the
and then pressing
, you can move the cursor a similar distance to the left, also
known as tabs.
Selects the uppercase letters for the typewriter keys and produces the punctuation
symbols that share the number keys. You can also use this key in conjunction with other
keys in order to perform a function or task in a program, e.g.,
+
activates the
thesaurus in Word.
Locks the letter keys to produce only uppercase versions of each letter.
Provides a secondary meaning or function for almost every other key on the keyboard.
or Control key in conjunction with another
For example, you can hold down the
key to send a command to the computer, or to perform a specific task in an application
program, e.g., pressing
+
adds boldface to text in most application programs.
Providing you are using a Windows keyboard, pressing this key will display the Start
menu.
Providing you are using a Windows keyboard, this key will open a shortcut menu
similar to right-clicking on an item. The options available in the shortcut menu will
depend on where the mouse pointer was at the time the key was pressed.
Provides a secondary meaning or function for almost every other key on the keyboard.
or Alternate key in conjunction with another key to send a
You can hold down the
command to the computer, or to perform a specific task in an application program, e.g.,
+
will activate the File menu in a program that has pull-down menus.
Use to move the cursor up, down, left or right. On most enhanced keyboards, you will
find the cursor keys between the typewriter keys and the numeric keypad.
Captures a snapshot of the information on the screen. In DOS, it sends it to the printer;
in Windows, it sends it to the Clipboard.
On some keyboards, and in some applications, you need to hold the
key.
+
COMPUTING FUNDAMENTALS 1101-0C
key down and then press the
Use to toggle (start and stop) the scrolling display of data on the screen.
Use to stop or freeze the computer. The computer will continue when any key is
key down while pressing the
key sends a
pressed. Holding the
Break code to the computer. This combination is used to unfreeze or unhang a
computer.
© CCI LEARNING SOLUTIONS INC.
27
RECOGNIZING COMPUTERS
Function Keys
through to
The function keys are located along the top row of the keyboard. They are labeled
. Each application program, such as WordPerfect or Excel, assigns a special meaning or function
to each key. The primary purpose of a function key is to provide a shortcut for commonly used
commands.
Cursor and Numeric Keypad
The Cursor and Numeric Keypad is located at the far right of the keyboard. You can toggle it on and
key in the top row of the pad. When the toggle light is active (ON), the
off by pressing the
pad becomes a calculator or numeric pad. When the toggle light is inactive (OFF), the pad becomes an
arrow or cursor movement pad.
1.2.1
1.2.3
Using the Mouse
The mouse is a device used to move the mouse pointer around on the monitor. Moving the mouse on a
flat surface such as a desk causes the mouse ball to rotate and initiates movement reflected by the
mouse pointer on the monitor. This also applies if you have a trackball or a thumb mouse (the ball sits
on the top or side of the mouse rather than underneath).
Thumb
Button
Wheel Button
Mouse
Track Ball
On a mouse, there are usually two buttons that you will use to select and activate features on the
screen. Common terms to remember are:
Pointing the mouse or trackball pointer at an item and then pressing and releasing
the left mouse button is used to select an item on the screen.
Click
Double-Click
Pointing the mouse or trackball pointer at an item and then clicking the left mouse
button twice in rapid succession is used to initiate programs and open files.
Right-Click
Pointing the mouse or trackball pointer at an item and then clicking the right mouse
button is used to display the shortcut menu for that item.
Left Drag
Pressing and holding the left mouse button while moving the mouse is used to move
items or select multiple items on the screen.
Right Drag
Pressing and holding the right mouse button while moving the mouse is used to
move or copy items. Upon release of the mouse button you will be presented with a
shortcut menu and at that time you may choose the desired option. (The use of the
right mouse button is a safer more efficient method of moving and copying items.)
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
28
RECOGNIZING COMPUTERS
Middle Wheel
or Button
On some mice there is a middle or third button that can be customized with
software that comes with the mouse, to perform certain actions such as doubleclick. Most mice now come with a small wheel, which creates a four-headed arrow,
allowing you to scroll up, down, left or right.
Thumb Buttons Some mice will come with additional buttons on the side of the mouse where your
thumb would rest when holding the mouse. These buttons can be customized to
key, etc.
perform specific tasks, e.g., start a program, work as an alternate
To move the mouse pointer:
!" If you have a traditional mouse (the ball is underneath), grasp the mouse with your palm
down, and your index finger gently resting on the first button. Slide the mouse flat along the
desk next to the computer. You will notice the pointer moving in the same direction you
move. If you run out of space on the desk, lift the mouse from the desk and place it in a new
position and continue moving.
!" If you have a trackball, rotate the ball in the direction desired. Most people rotate the
trackball with their thumb, resting the index finger on the first button and the rest of their
hand on the desk, gently grasping the trackball. With a trackball, you will not run out of
space on the desk but it may take some time getting used to how far to rotate the ball.
the left mouse button.
!" To cancel any option, click anywhere away from the option being selected on the screen with
You can also purchase different types of pointing devices if you don’t want to use the traditional
mouse as shown here. The traditional mouse also is available in cordless form. Some other types of
pointing devices include the Pen mouse or Glide point.
Looking at Other Input/Output Devices
There are numerous other types of input or output devices that can be used with the computer; many of
these are not common in an office, but are available if required. Some of these include:
!" Digitized or graphics tablets are another type of pointing
device that is designed to handle graphics design work.
The tablet records information from a special pen
(similar to a stylo) and generally provides a very good
resolution (clarity) for drawings. Digitized or graphics
tablets come in a variety of sizes, resolution capability,
software and custom settings. As with a mouse or
keyboard, many of the newer models of tablets can be
purchased as cordless.
1.2.1
1.2.3
1.2.4
2.1.1
!" Microphones allow you to record sounds and convert
them into a digital format that can be used on the computer. Microphones can be purchased
in a variety of sizes and shapes, depending on your requirements. This method of inputting
information works with specialized software in order to handle voice recognition where the
software will try to translate what is spoken into the microphone and convert it to text
characters on the screen.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
29
RECOGNIZING COMPUTERS
!" Speakers allow you to play the sounds saved as digital
files on the computer. There are many different forms
of sound files, including mpg, mpeg, wav, and ram.
Some of these are specific to music programs; some
are generic for any player device on the computer to
read and play.
!" Scanners allow you to “take a picture” of the original
item and then convert it into a digital format. Most
scanners can handle pictures as well as text; the
software that comes with the scanner will determine
the degree of detail you will be able to get with the
scanned file.
!" Joysticks are designed for use
1.2.3
with games. You can purchase a
variety of joysticks, depending on
the type of game you have and the
type of joystick needed. For
example, a flight simulator
program requires a joystick that
looks like a gear shift whereas a
sports program may use a
controller type of joystick, similar
to those used with video games.
!" Digital cameras allow you to take pictures that are automatically captured as digital files. The
software that comes with the digital camera then takes the pictures from the camera and
transfers the files directly to the computer. Depending on the digital camera, you may be able
to connect the camera directly to a dedicated photo printer or to a compact flash reader
device where you can copy and store the pictures from the digital camera.
Compact
Flash Reader
Digital Camera
!" Digital video cameras or converters allow you to take video captured with a video camera
and convert it into digital files. There are a variety of digital video cameras available; some
allow you to connect directly to a computer (as in the case of a digital camera), but not all
can convert the video automatically; hence the availability of the converter device. The
converter device essentially is a filter that takes the video from the video camera and
converts the file to a digital format using specific software.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
30
RECOGNIZING COMPUTERS
Digital Video Converter
Digital Video Camera
!" Bar code readers are very common in
retail stores where the store clerk will
use this device to read the UPS
product code on any product being
purchased. Other industries that use
bar code readers include health care
and manufacturers. Bar code readers
are designed to reduce the amount of
data entry someone may need to do
for routine transactions or verification
Bar Code Reader
Pen Reader
of product. Each code reader is
designed to scan or read the thin and thick lines as well as the spaces of the product code. Bar
code readers come in a variety of styles, depending on what is preferred by the company.
!" When delivering a presentation to a large audience using
the information on your computer, you can hook up a
projector to the computer and then display the
presentation information on your screen only, to the
projector only, or on both devices. Projectors can be
purchased based on a number of criteria to suit
requirements such as size, resolution quality, portability,
and/or accessories.
!" In order to facilitate the presentation, the
speaker will tend to use a remote control
that has been programmed to recognize the
commands on the projector, or for the
computer itself. This is advantageous as it
gives the presenter the freedom to move
around and still be able to control the
presentation. Remote controls are also
available for the computer for those who
may be disabled and cannot use the
keyboard or mouse in a traditional manner.
Computer
Remote
Control
Projector Remote
Control
!" Other input devices could include those used in certain industries such as environmental or
scientific devices which can be used to measure specific types of data, e.g., air quality, soil
temperature/mixture, weather sensors, etc. These items work similar to any other
input/output device that can then be connected to a PC in order to collect the data for analysis
in specialized software programs.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
31
RECOGNIZING COMPUTERS
Recognizing Ports
1.2.6
Ports are the connection plugs at the back of a computer (or other device) that allow you to connect an
input/output device. Ports generally are used for connecting drives, display devices, keyboards,
pointing devices, printers and modems.
Ports can be categorized into these types:
!" Parallel ports come in a variety of sizes and are generally used for connecting printers.
!" Serial ports are used for connecting a mouse or modem.
!" SCSI, or Small Computer System Interface, ports are used to connect devices that have high
performance requirements, such as a CD writer.
!" USB, or Universal Serial Bus, ports are used to connect newer
models of devices such as mouse, modems, keyboards, scanners,
etc. These support the plug-and-play (the operating system will
recognize the new device and try to install it the first time it
detects it) and hot plugging (can remove the device even though the device is still working
and the computer recognizes it’s now unplugged) features in newer operating systems.
!" Network or Internet ports look like telephone jacks. These ports allow
you to connect either to another computer on a network, a modem, or the
Internet directly (the last two depend on the type of Internet connection
you have).
Midi, or musical instrument digitized interface, ports will appear similar to a parallel or serial port but
are specialized to handle musical types of devices, e.g., keyboards, synthesizers, etc. These ports allow
the device to be recognized on the computer as an input device.
!" Infrared ports work similar to a wireless connection where there is a device that is installed
on the computer (or output device) that recognizes the infrared light waves. Most of these
ports will be serial ports.
© CCI LEARNING SOLUTIONS INC.
In many instances you can connect multiple devices on a port using an
extension cable, hubs (a box that contains several ports), or by “daisy-chaining”
devices, e.g., plug the scanner into the parallel port at the back of the computer
and then plug the printer into the parallel port on the scanner, or using a cable
with a serial connector for both the keyboard and mouse if your computer only
has one serial connector available, etc. SCSI ports can attach up to seven
devices on the same port.
COMPUTING FUNDAMENTALS 1101-0C
32
RECOGNIZING COMPUTERS
Many new models of computers now use USB
connections more frequently for input and output devices.
Depending on the computer you have and how many other
devices you want to connect to your computer, you may
need to consider the best way to connect all these devices;
the most common is to use a hub.
Alternatively, you may need cables that can convert an
input or output device to suit your computer. For example, you may have a mouse you like to use but
the serial connector is one with pins instead of a USB port, you want to connect a keyboard into a PC
or Mac that needs a USB port, or you want to plug in a PDA into your computer. Retailers sell cables
to help convert from one type to another, based on the original and new ports.
Summary
In this lesson you looked at what input or output devices are and how to identify some of these
devices. You should now be familiar with the following concepts:
!" Speakers
!" Scanner
!" Joysticks
!" Digital cameras
!" Digital video cameras/converters
!" Environmental/scientific devices
!" What are input/output devices
!" Monitor
!" Video cards
!" Keyboard
!" Mouse
!" Microphones
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
33
RECOGNIZING COMPUTERS
Review Questions
1. What are the three classifications of input or output devices you can use?
2. Why should you never leave your monitor on with an image that doesn’t change?
a. Wasting electricity
c. The image can be etched onto the monitor screen
b. Document can be seen by anyone
d. All of the above
3. You can set up a second video card if you want to view information on two monitors, provided
you are using Windows 98 or higher.
True
b.
False
4. Identify the functions that the following keys perform:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
a.
5. Which key would you use to ensure the numeric keypad will display numbers or mathematical
operands (i.e., + - * /)?
a.
c.
d.
b.
6. Which mouse button would you press to select or execute a selected option?
Left
a.
b.
Right
7. What does right-drag mean?
8. A digitized tablet is the same as a PC tablet.
a.
True
b.
False
9. List some of the other input or output devices you might use for multimedia information, e.g.,
recording, presentations, etc.
10. Ports are the connectors at the back of the computer that allow you to plug in input or output
devices.
a.
© CCI LEARNING SOLUTIONS INC.
True
b.
False
COMPUTING FUNDAMENTALS 1101-0C
34
RECOGNIZING COMPUTERS
Lesson 6:
Working with Storage Systems
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at what storage systems are and how they can used, based on their size restrictions. On
successful completion, you will be familiar with the following concepts:
!" What are storage systems
!" CD drives
!" Floppy disks drives
!" Hard disk drives
!" Other storage devices
!" How to identify a disk drive
What Are Storage Systems?
1.1.5
1.2.5
Storage systems are required to store software programs and to keep permanent records of the work
done. When you are working on the computer, the memory (RAM) area holds your current work and
the currently active software program. RAM is only temporary. All information is discarded when you
turn off the computer’s power. Therefore, you must save your work permanently to a storage device
before quitting the software program or turning off the power.
The storage devices chosen depend upon the amount of storage required and speed of data retrieval.
Historically, software programs all came on floppy disks and were then installed onto the hard disk
drive. This has changed because software programs have become increasingly larger. Now most
software applications come on CD and can either be installed onto the hard disk drive or run from the
CD drive itself.
Some storage devices are better suited than others due to their data transfer rate (the speed at which
data is sent from computer to storage device and vice versa). Hard disk drives are used most often to
store software programs and needed data due to their speed and storage capacities. They are able to
store large amounts of data and to retrieve that data at great speeds. When writing to a CD, the data
transfer rate is slower but CDs store large amounts of data that can be retrieved quickly. Tape drives
are slower at storing and retrieving but can store large amounts of data in a compact and economical
form. Small business owners use tape backup drives in order to create a second copy of their data for
security purposes (known as backup).
Working with Disk Drives
1.2.5
A disk drive is the device that enables you to save your work from the computer’s RAM memory to
disk, store software programs and move information from one disk to another. Imagine the disk as the
record album, and the disk drive as the record player (phonograph) and recorder.
A disk drive performs the following three functions:
!" It rotates the disk at a constant speed, thereby allowing access to each sector on the entire
disk surface.
!" It moves the “read/write head”, a small recording/playback head, across the tracks on the
entire disk surface.
!" It reads data from the disk and writes data to the disk using the read/write head.
The computer writes data from RAM to a disk, just as a cassette deck records sounds on a magnetic
tape. Floppy or hard disks contain one or more plastic disks coated with magnetic iron oxide
(commonly known as rust) particles. The information on the disk is arranged in tracks. Each track is
divided into several sectors.
The computer reads data from the disk and writes it to the disk by using a read/write head. The disk
drive has two or more read/write heads so that it can read the top and bottom sides of the disk or disks
without forcing the user to turn the disk(s) over like a record album.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
35
RECOGNIZING COMPUTERS
The disk drive steps the read/write head across the surface of a disk in precise increments. This
“stepping” is important because it efficiently moves the head to a specific location on the disk for
retrieving or writing data, instead of starting at the beginning of the disk each time. When the
computer records data on the surface of a disk, it uses a standard format so that all disks created on a
PC will work on other compatible machines.
To segment the disk into more manageable pieces, each track is divided like a pie into equal sections,
called sectors. The process of preparing a disk for use so that the tracks and sectors are present is
called formatting, where the computer places special information on each track that marks the location
of each sector. A disk must be properly formatted before you can store any data on it. You can
purchase new disks already formatted, or you can format each disk separately.
Identifying the Floppy Disk Drive
At the front of the CPU box, there is usually a horizontal or vertical slot. This slot is the opening of the
device called a floppy disk drive. When you place a disk into the disk drive, the drive unit clamps the
disk down at the central hole or hub and spins it around at high speed.
Floppy disk drives were the original means of getting software into the computer and then later onto
the hard disk drive. Nowadays software can be installed to the hard drive from CD-ROM, the Internet
or floppy disk drive. Take note that many of the newer computers will not have a floppy disk drive for
use. This is due to the demand for larger storage devices and with portability of files being very quick
and easy using e-mail (or via a virtual web storage device), floppy disks are no longer required.
The 3.5” disk is protected from dust and fingerprints by a strong flexible plastic cover. The actual disk
is located inside the casing and consists of a very thin, round piece of material resembling camera
film. Never remove a floppy disk from the disk drive when the light is on. This could damage the disk
drive, as well as the disk.
To organize information on a disk, the computer writes data to the disk’s surface on a series of
invisible concentric rings called tracks. Double density (DD) disk drives work with 40 tracks per disk
surface; high-density (HD) disk drives work with 80 tracks per disk surface.
Tracks
Sectors
Handling Floppy Disks
The floppy disk is a fragile storage medium. The black plastic surface inside the protective cover can
be melted, coated, dented or cracked. If any one of these things happen, the information stored on the
disk would be destroyed.
When you handle the disk, always hold it by the label area. When the disk is not in the disk drive,
place it in a protective box or container and store it at room temperature.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
36
RECOGNIZING COMPUTERS
To use the disk, hold the disk by the label. Insert it into the computer with the metal cover facing
towards the disk drive and the hub (spinning device) of the disk facing the bottom of the drive. The
disk should click into the drive when inserted properly. A small button called the eject button will pop
out when the disk is fully inserted. To eject the disk from the disk drive, you press the eject button.
Things you SHOULD DO:
Hold the disk only by the edge with the label.
Insert the disk with the label side up.
Store your disks in a proper box or container, and keep them in a
dry, cool place.
Use the write protect tab to prevent accidental writing of new data
or deleting data from a disk.
Things you DON’T DO:
Never touch the shiny plastic disk inside the protective cover. A
thin oil film from your skin would coat the surface and create a
barrier.
Do not place anything heavy, hot, sharp or wet on top of a disk.
The surface could become dented or cracked.
Do not keep disks near telephones, magnets, or magnetized tools
and equipment. The magnetic fields these things generate can
erase or destroy your data.
!" Do not keep disks inside your car on a warm day, as this could lead to melting.
!" Do not put the disk anywhere within an inch of the monitor as there is a magnetic field
approximately one inch around the monitor. The same is true for television sets, and for
unshielded speaker systems.
Working with Hard Disk Drives
1.2.5
Computers use hard disk drives (hard drive) as their primary storage for both data and programs.
Many software programs must be installed onto a hard disk before you can actually use them. The
hard disk drive is similar in design to the floppy disk drive, but stores and retrieves far more
information than a floppy, and at much faster speeds. It consists of
one or more disk media. A floppy disk rotates at 360 RPM
(revolutions per minute) inside the drive, but a hard drive spins at
speeds of 5400 RPM or more (depending on the size and type of
drive). The hard drive is usually permanently fixed inside the
computer and can have several read/write heads per surface, with each
head covering a small section of the disk.
With the higher speeds and more heads per surface, the hard drive takes much less time to find a
particular piece of data. Hard drives range in capacity from 100 million bytes (100Mb) to several
thousand million bytes (1000Mb is 1Gb). There are many manufacturers of hard drives, and each
model stores a different amount of information. The storage capacity of hard drives is increasing all
the time. For example, a standard workstation in the office may have a 40Gb hard drive but a
workstation in a specific department may require a bigger hard drive (e.g., 80Gb) to handle larger files
such as database information, graphics, procedures manual, etc.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
37
RECOGNIZING COMPUTERS
Hard drives are also used in computers designated as network servers. These drives are generally very
large in size to accommodate the company requirements. Depending on the network server
configuration, there will be at least two hard drives that will be segmented (separated) into different
volumes (drives) for specific types of information. For example, the network may have a drive G
where all general correspondence is saved for everyone in the company to access. Drive M on the
same network may be reserved for private information and everyone in the company will be assigned a
personal folder on this drive that only that employee can see.
Working with CD Drives
1.2.5
The CD-ROM (Compact Disk Read Only Memory) or CD drive
is another form of data storage. This type of drive works similar
to a CD player in a stereo system. The information is burned
(embedded) onto the vinyl surface and is retrieved with a laser
beam, which is different technology than the previously
discussed magnetic disk drives.
A much larger amount of data can be stored on a CD than on a
conventional disk. The average storage capacity of a CD is around 650Mb for data. You would need
many floppy disks to store a 15 to 20 volume encyclopedia; but you could store all the volumes, with
pictures and movies, on one or two CDs. Because of this large storage capacity, most software
companies now offer their programs on CD. The information on the CD is read-only because the
plastic surface can only be burned once (i.e., Read Only Memory). There is the drive technology for
reading and writing data to a CD called CD recordable drives. These drives allow you to burn and
read CDs. This could be very useful for storing backup data, large files and software programs.
Recordable CD drives are slower than conventional CD-ROM drives and cost more.
CD drives of different speeds are available, from dual (2x) to much higher speeds. There are also units
that can hold multiple CDs. The higher the speed, the faster the information is read and transferred to
the computer; with multiple disk storage, more data can be retrieved. As with all technology, the more
features a product has, the more money it costs.
To insert a CD into the computer, you must first open the drive tray, usually by pushing an eject
button. You then place the CD on the tray and push the tray back in, or press the eject button to retract
the CD tray. Once the disk is in, the drive uses a laser beam to read the data. When handling CDs, try
to hold them by the edge of the CD or with a finger in the middle hole for support and the rest of your
hand holding the edge of the CD. Try not to touch the bottom part of the CD as this is where there data
has been stored. New computers come with at least one CD drive; CD-RW or DVD drives may also be
included.
CD Writers
Another type of CD drive that comes with newer systems (or can be purchased separately) is a CD
Writer, or commonly referred to as a burner. This type of drive looks and acts like a regular CD-ROM
drive, but has the ability to record information onto a blank CD. The technology for this advanced in
recent years, now giving you the capability of being able to write several times to a CD. There are two
types of technology for writing to CD:
CD-R
Refers to the ability to write once only to a
blank CD, but the CD can be read multiple
times.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
38
RECOGNIZING COMPUTERS
CD-RW
Refers to the ability to read and write multiple times onto a CD.
The cost of blank CDs is relatively inexpensive these days, with the CD-R
disks being much lower in cost than the CD-RW. When you purchase a
CD-R or CD-RW drive, software comes with the drive which will need to
be installed onto the computer so you can burn the data onto the CD.
DVD Drives
A DVD drive is basically a CD drive that can read digital versatile/video disc formatted CDs. DVDs
can store information from 4.7Gb to 17+Gb with rapid access speeds. The average movie is generally
no more than 4.7Gb in size. As with CD drives, you can purchase different formats for DVD drives:
Reads the data only. This is the typical format used in DVD players where you can
place the DVD into the device to play the video.
DVD-R
Allows you to record onto a blank DVD once. Similar to CD-R, you can record only
once but the DVD can be read multiple times. This format can be read in a DVD player
as well as a DVD drive installed on a computer.
DVD-RW
Allows you to record multiple times onto a blank DVD as well as being able to read
multiple times. This format can be read in a DVD player as well as a DVD drive
installed on a computer.
DVD-RAM
Similar to DVD-RW but can only be used on devices with this specific format. These
types of DVDs are usually in the form of cartridges rather than CD.
DVD-ROM
As with CD burners, special software comes with the DVD burner and is designed to help you
manipulate the video or data being made onto the blank DVD. For instance, you may want to edit parts
of the video out before it is burned onto the DVD. The software generally has tools to help you with
any editing options you may want to apply to the video before you make a copy of it onto a blank
DVD. The cost of DVD-R discs are currently lower than DVD-RW discs.
Using Other Types of Storage Devices
1.2.5
There are numerous other types of storage devices that can be used to store data. Some of these are
removable, which means you can move the drive to different locations and computers to store data
from that location or computer. These devices allow you to transfer large amounts of data from a
computer to a storage device (e.g., zip disk, jaz disk, tape, etc.) that can then be used in another
computer, or as a backup system to restore or protect against lost data.
SuperDisk Drives
A superdisk drive (also known as an LS-120) uses a
technology created by Imation Corporation to store up
to 120Mb of data onto a disk. This type of drive has
the advantage of being able to read the traditional 3½”
1.44Mb floppy disk. This drive and its disks are
relatively inexpensive.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
39
RECOGNIZING COMPUTERS
Tape Drives
A tape drive (also known as a tape streamer) uses a cartridge that
has magnetic tape (similar to a cassette tape) for storing information.
This type of drive is used generally when a backup of a large amount
of data is needed, either as a backup for off-site storage purposes or
to protect against lost data on the existing computer. Information
stored on this backup tape can then be restored back to a computer.
These drives or streamers use a number of different formats and the
size of the tapes can range from 250Mb to over 80Gb. Newer tape
drives use Digital Audio Tape (DAT) format, which are smaller and faster than traditional tape drives.
These newer drives can take the large size tapes and transfer data from the computer to the tape at
speeds that exceed 7.2Gb per hour.
Zip Drives
A zip drive looks very similar to a floppy drive except that the
disk used can hold between 100Mb and 250Mb of data. This
technology was developed by Iomega Corporation and has
developed into a popular method of storing large amounts of data
due to its relatively inexpensive cost. A disadvantage of this type
of drive is that the newer systems are not compatible with the
original 100Mb devices.
Jaz Drives
The jaz drive is similar to a zip drive (made by the same company) and
allows data storage of up to 2Gb. These disks have a very fast transfer
rate (5.5Mb per second). The cost is still relatively expensive
compared to other removable storage devices.
Flash or Memory Cards
With the advent of technology comes the requirement for larger storage systems for all sorts of input
or output devices. Flash or memory cards are used generally with digital cameras or digital video
cameras to increase the number of pictures or video taken on that device. These cards or sticks come
in a variety of sizes; the larger the storage capacity, the higher the price.
Flash Card
Memory Card
Flash Reader
These storage devices can be inserted or plugged into the digital device prior to turning it on and then
as pictures or video are taken, the user can choose to save these images to the memory cards or device.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
40
RECOGNIZING COMPUTERS
Virtual Storage Systems
Other storage devices available are known as virtual storage systems. This type of drive generally does
not exist at your location as indicated by the term, virtual. These types of drives are very common with
Internet Service Providers (ISP) who offer you the ability to save information on a virtual/web/Internet
storage system. In essence, these storage systems are drives on a network or dedicated server at a
particular site where you can then log into with a secure ID and password to access the information.
The advantage of using one of these storage systems is the flexibility of having files available from
any location where you have access to the Internet. The cost of these storage systems varies,
depending on your requirements. Generally, most ISPs offer a standard size as part of your account
and anything larger would increase the cost. Alternatively, there are a number of companies who sell
storage services which may be more cost effective if you have a large amount of data to be stored.
Identifying Disk Drives
Virtual storage systems are very useful for off-site backup storage of data for your company’s files, or
as a “central system” for people around the world to share information, e.g., a company has several
branches around the world and requires everyone to be able to access the product/inventory database
or see calendars for specific people. The main downside to using a virtual storage system is the speed
of the Internet connection, which can enhance or hinder the flow of information. As with networks,
virtual storage systems can be impacted by the speed of the connection as well as the number of
requests being made to that storage device.
The majority of computers have one floppy disk drive and at least one hard disk drive and CD drive.
Each disk drive is assigned a letter and referred to as Drive [D]: or [D]:, e.g., the hard drive would be
shown as Drive C or C:. The general rule of thumb for identifying drives is:
Floppy Drives
A or B
Hard Drives
C and higher for each subsequent hard drive installed
CD Drives
D or higher for each subsequent CD/DVD drive installed
Network Drives
F or higher for each network drive you will have access to
For example, if a typical computer has one floppy drive, one hard drive and two CD drives and no
connection to a network its drives would be identified as:
Drive A
Floppy Drive
Drive C
CD Drive #1
Drive D
CD Drive #2
Drive E
Hard Drive
You can add or remove disk drives and can have drives of different sizes. The total number and size of
drives you can install will depend on the vacant device bays (racks for holding the disk drives)
available inside the CPU box. The number and type of disk drives in your computer will depend on the
specifications of the computer you purchased, or as configured by a technician in the computer
department of your company.
Summary
In this lesson you looked at what storage systems are and how they can be used, based on their size
restrictions. You should now be familiar with the following concepts:
!" What are storage systems
!" Floppy disks drives
!" Hard disk drives
COMPUTING FUNDAMENTALS 1101-0C
!" CD drives
!" Other storage devices
!" How to identify a disk drive
© CCI LEARNING SOLUTIONS INC.
41
RECOGNIZING COMPUTERS
Review Questions
1. What is a storage device and what is its main purpose?
2. Why should you save your files on a regular basis?
a.
b.
To prevent data loss when the
computer is turned off
To store information from RAM onto
the storage device
c.
d.
e.
To have a permanent record of the
data
All of the above
Only a and b
3. The computer reads data from the disk and writes it to the disk by using a read/write head.
True
b.
False
a.
4. A hard drive can contain much more data than a floppy disk or a CD.
a.
True
b.
False
a.
True
b.
False
5. Network drives are very similar to hard disk drives except that they reside in a designated
computer called a network server and are generally much larger in size than found on a desktop
computer.
6. Identify the purpose of each of the following CD drives types.
a. CD-ROM
b. CD-R
c. CD-RW
7. A removable storage device is one that can be taken from one computer at a location and used on
another computer in another location.
a.
True
b.
False
8. An example for using a tape drive is to handle backups on a network server.
a.
True
b.
False
9. Explain what a virtual storage system is.
10. If the computer had one floppy disk drive, two hard drives, and two CD drives, what would be the
assigned letter for the second CD drive?
a. D
c. E
b. C
d. F
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
42
RECOGNIZING COMPUTERS
Lesson 7:
Looking at Printers
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at the different types of printers available for use with a computer. On successful
completion, you will be familiar with the following concepts:
!" What are printers
!" Bubble jet printers
!" Dot matrix printers
!" Ink jet printers
!" Laser printers
!" Miscellaneous types of printers
Using Printers
1.2.4
2.1.15
Printers are considered output devices as they will display what was on your screen once you activate
the print command. All applications allow you to print the file you are working on, and in fact, offer
different options you can set for printing the file, e.g., landscape versus portrait orientation, paper size,
manual feed versus cartridge tray, etc. These options will vary depending on the printer you have
installed for your computer.
Dot Matrix Printer
There are a number of different types of printers available for purchase. The one you choose or use for
printing will depend on your needs, e.g., preprinted forms may require a dot matrix printer as will
printing checks, but regular documents such as letters and budget reports may require laser quality.
A dot matrix printer consists of a print head constructed with a matrix of 9 or 24 pins. These pins
“hammer” onto the ink ribbon to print text and graphics. Therefore, a printer with more pins gives a
better quality of output. Models with 9 pins are called Near Letter Quality (NLQ); models with 24 pins
are known as Letter Quality (LQ).
The average dot matrix printer prints 192 characters per second (cps); high-speed models print up to
550cps. Dot matrix print resolution technology is limited to about 180 dots per inch (dpi). This is
useful for printing multi-part documents (or carbon copies) such as application forms, sales invoices
and billing statements.
One important advantage to the dot matrix printer is the tractor feed, for continuous, fan-folded
computer paper. Dot matrix printers are the only printers which provide tractor feed as a standard.
Another advantage of the dot matrix printer is that it is very
affordable to buy and maintain. The initial purchase price is
markedly lower than alternatives, and the cost of consumables
(ribbons, paper) is less for a dot matrix printer than for a laser or ink
jet printer.
While the print quality may be acceptable for text, the dot matrix
printer can only support lowresolution graphics. Furthermore,
color output has been compared
to painting with crayons. It
should also be noted that the
speed is slower when graphics
are being printed.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
43
RECOGNIZING COMPUTERS
Ink Jet Printer
The ink jet technology was developed after the laser printer. It is considered “laser comparable” since
the print quality is very close to that of a laser printer.
Using a concept similar to dot matrix
technology, the ink jet printer has
tiny nozzles in the print head (instead
of striking pins). Droplets of ink are
injected through the nozzles directly
onto the paper and dried instantly.
The average ink jet printer has about
64 nozzles and can achieve resolutions from 300 to 1200 dpi.
An ink jet printer is faster than a dot matrix, both for text and graphics. Some models measure print
speeds in terms of pages per minute (ppm); some use characters per second (cps). An average ink jet
prints 3ppm (or 230cps).
The advantage of an ink jet printer is that it costs less than a laser printer yet produces attractive, highresolution text and graphics in color and black-and-white. Where multiple sheet or bulk printing is not
needed, an ink jet printer is a good choice.
One disadvantage of ink jet printers is that consumables cost more than for dot matrix to produce large
amounts of text or graphic printing. Color ink cartridges are especially expensive; although the more
commonly used black ink cartridges cost less. When considering an ink jet printer, research how many
pages the ink cartridges produce on average, and at what price.
Most ink jet printers use ordinary, cut sheet plain paper. However, if poor absorbency paper is used,
ink smudges and smears may distort the print quality. Some printers require specially coated,
expensive ink jet paper to ensure higher resolution output. This is especially true if you are planning to
print photographs wherein you will need to set the printer to high quality (uses up a lot of ink) and
have photo quality paper in the paper tray.
Bubble Jet Printer
The only difference between ink jet and bubble jet is that the print head propels the ink in a different
way. The bubble jet printing mechanism creates characters and graphics by firing droplets of ink onto
the paper through nozzles in the print head. But unlike the ink jet printer, the ink is pushed out of the
nozzles by expanding bubbles. As ink in the nozzles is rapidly heated, ink bubbles are formed.
Bubble jet printers, like ink jet printers, have an average of 64 nozzles and are capable of producing
300 to 1200 dpi resolution. Black-and-white and color bubble jet printers are available.
As with the ink jet printers, bubble jet printers cost less than laser printers but produce high-resolution
text and graphics output.
Like the ink jet, it is important to research the cost and output of bubble jet printer ink cartridges. Also,
like the ink jet printers, plain paper can be used in most models, although some printers require
specially coated paper to ensure higher resolution output.
© CCI LEARNING SOLUTIONS INC.
COMPUTING FUNDAMENTALS 1101-0C
44
RECOGNIZING COMPUTERS
Laser Printer
A laser printer uses the same laser beam electrostatic printing method on which the office photocopier
is based. The laser recording process uses laser light to “write” the images of a document onto a
photosensitive drum. The sensitized areas around the drum then
attract the toner powder to print the dark portions of the document.
Laser printers produce high quality print on all kinds of media,
including cut sheet plain paper and transparencies. Laser printers are
capable of printing from 300 dpi to 1200 dpi, depending on the
model.
Although the cost of a laser toner
cartridge is higher than the cartridges of
ink jet and bubble jet printers, the
actual cost per page is lower.
Maintenance also tends to be quite low.
For an individual or office that does a
great deal of printing, a laser printer is an excellent choice. However,
you may want to do a cost analysis prior to printing a large amount of
copies of a document on the color laser versus sending to a printer for
reproduction. Color printing can be quite expensive with color laser
printers, when you include the cost (and number of cartridges needed to
complete the print job) of the toner cartridges, the cost of the paper, and
the time required to print these copies. Initially, both the cost of a color printer and the color toner
cartridges can be high.
The productivity of a laser printer can be increased significantly by increasing the amount of RAM
memory installed on the printer. Additional RAM chips can be purchased and installed on a laser
printer as well as other devices to help with printing, e.g., infrared port to enable a notebook to print
without needing a cable to connect to the printer. An example for installing more RAM on the printer
instead of your computer would be for printing documents where there are a lot of graphical elements,
e.g., photographs, fonts, colors, etc. Another example would be if the printer has the capability of
printing duplex (double-sided), increasing the RAM will speed up the printing process to handle large
documents.
Miscellaneous Types of Printers
There are a number of different types of printers that are a
combination of any of the aforementioned, and/or combine a number
of general office devices into the
printer. For example, you can
purchase a “Printer All-in-One”
model where in addition to printing
documents, the printer can fax, scan,
or make copies of documents. This
type of printer can be very cost effective for a small business where
they can purchase one device instead of two or three devices to handle
these common tasks.
The size of the machine will vary based on all the features the printer
comes with. If looking to purchase one of these items, be sure to check
the specifications for the device to ensure it has all the items you may want or need initially, as well
within the next year.
COMPUTING FUNDAMENTALS 1101-0C
© CCI LEARNING SOLUTIONS INC.
45
RECOGNIZING COMPUTERS
Plotters are another type of printer that exists in the marketplace. These
printers essentially print images onto very large pieces of paper, e.g.,
posters, drafting or architectural plans, etc. Many companies who
manufacture plotters have replaced this technology with color lasers that can
handle large size paper sheets.
You may also see printers advertised as Photo Printers. These printers are
designed to be able to connect directly with the digital camera (or video
camera) to print directly onto the photo paper inserted in the printer’s paper
tray. You will get exceptional quality from these printers as they were designed to handle
photographic images. These printers come in a variety of size, with various features, depending on the
manufacturer.
Replenishing Printer Supplies
One of the considerations you need to include in the choice of printer is the cost and disposal of printer
supplies. In most cases, paper can be recycled using the same standards for handling paper mailings or
general correspondence you receive. Printer cartridges are a different matter. You can simply throw
away the cartridges but these can be damaging to the environment. Whenever possible, consider
recycling your printer cartridges either by purchasing kits where you can refill them yourself, or taking
the cartridges to a supplier who can dispose of the cartridges in a safe manner. There are a number of
organizations who will pay you for specific types of cartridges, give you a discount on new or refilled
cartridges for each one you give them to recycle, or you can donate your used printer cartridges to
charity and they will recycle them for you.
Summary
In this lesson you looked at different types of printers available for use with a computer. You should
now be familiar with the following concepts:
!" What are printers
!" Dot matrix printers
!" Ink jet printers
© CCI LEARNING SOLUTIONS INC.
!" Bubble jet printers
!" Laser printers
!" Miscellaneous types of printers
COMPUTING FUNDAMENTALS 1101-0C
46
RECOGNIZING COMPUTERS
Review Questions
1. Printers are considered output devices as they print what was on the screen when the print
command is activated.
a.
True
b.
False
3. Which is faster: the dot matrix printer or the inkjet printer?
a.
Dot matrix printer
b.
Inkjet printer
2. What would be an advantage of using a dot matrix printer?
a. Lower cost for consumables
b. Continuous feed for printing
c. Print quality on text documents
d. All of the above
e. Only a or b
a.
True
b.
False
4. Both inkjet and bubble jet printers can produce high quality results, regardless of the paper type
being used.
5. Which of the following advantages can be associated with laser printers?
a. Very fast for printing multiple page documents
b. Can have additional RAM installed to increase the printing speed
c. Maintenance on laser printers tend to be low
d. All of the above
6. The cost of using a color laser printer to print multiple copies of a document is about the same as
using a black and white printer.
a.
True
b.
False
7. What is a printer all-in-one?
8. A plotter is a printer that essentially prints on very large pieces of paper.
9. What’s the difference between an inkjet printer and a photo printer?
10. Whenever possible, recycle used printer cartridges instead of simply throwing them away.
a.
True
COMPUTING FUNDAMENTALS 1101-0C
b.
False
© CCI LEARNING SOLUTIONS INC.
Key Applications
IC3 – Module B
Unit 2: Using Microsoft Word
This unit includes the knowledge and skills required to perform
functions specific to creating documents with a word processor (as
opposed to common functions such as those identified in the first
section Common Elements). Elements include paragraph formatting
(including line spacing, indenting and creating bulleted or
numbered lists), document formatting (including headers and
footers), applying styles and other automatic formatting options,
creating tables, applying borders and shading to text and tables,
and inserting graphics into document.
© CCI LEARNING SOLUTIONS INC.
Lesson
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Topic
Creating Documents
Manipulating Text
Formatting Text
Setting Tabs
Indenting Text Paragraphs
Proofing Your Document
Using Additional Formatting Features
Printing Documents
Working with Headers or Footers
Using Publishing Format Tools
Working with Pictures
Working with Objects
Working with Tables
Working with Others
KEY APPLICATIONS 1102-0C
26
USING MICROSOFT WORD
Lesson 1: Creating Documents
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at how to create, save, open, close, and edit simple documents. On successful
completion, you will be familiar with how to:
!" Enter text
!" Save a document with a new name
!" Add or delete text
!" Save a document in a different file format
!" Move around in the document
!" Close a document
!" Save a document for the first time
!" Open one or more documents
!" Save changes to a previously saved document
!" Switch between multiple documents
Entering and Editing Text
Typing involves using the keyboard to input text onto the screen. Editing includes such things as
inserting and deleting single characters, words or multiple lines of text, correcting typos, as well as
inserting or deleting blank lines between paragraphs.
1.2.6
1.3.2
1.3.3
The following are the basic concepts involved in typing and editing text:
The vertical blinking bar on the screen is known as the insertion point. It
shows the place where Word will insert typed text and pasted items. It
moves as you type.
Typing Text
Word is set by default to “insert” text. This means that when you place the
insertion point between two words and then type a new word, the existing
text moves to the right to make room for the new text.
Insertion Point
This is known as deleting. To delete a character to the right of the cursor,
key. To delete a character to the left, press the
press the
key. Backspacing is often used to correct errors as they are
made.
Overtype
In order to “type over” existing text (instead of inserting new text and then
key to change to Overtype mode. Press
deleting old text) press the
key again to return to Insert mode. You can also toggle
the
between Insert and Overtype mode by double-clicking on the OVR mode
indicator in the status bar.
Removing Text
Word Wrap
All word processors utilize a feature called word wrap. This means that
when you have typed enough words to fill a line, the next word will
automatically wrap around to the next line. You no longer have to press the
key at the end of every line.
Ending Word Wrap
When you no longer want text to wrap around (such as at the end of
paragraphs or on short lines) press the
key. This places a paragraph
return instruction at the end of the line and stops the wrap around.
Blank Lines
To insert a blank line, place the insertion point at the beginning of a
key or press the
key twice at the
paragraph and press the
end of a paragraph. This places a paragraph return code between
paragraphs. To remove a blank line, move to the left of the paragraph mark
and press the
key.
When you have typed enough text to fill the page, Word will automatically begin a new page. A
dotted line will be displayed across the screen (when in Normal view) and the Page indicator on the
status bar is automatically adjusted.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
27
USING MICROSOFT WORD
Displaying Formatting Codes
2.1.1
As you enter text and then press certain keys, Word may display characters such as ¶ or . These are
known as non-printing characters and can help to identify where you have pressed certain keys. These
non-printing characters can be turned on or off by clicking on the
(Show/Hide ¶) button on the
Standard toolbar, or you can customize which characters appear by selecting the appropriate item in
the View tab of the Tools, Options menu. These characters only appear on the screen as a reference to
what may have been used in the document; they do not print with the document.
Some of the common non-printing characters you will see include:
¶
.
Represents every time you press
Represents every time you press
.
Represents every time you press
.
Represents a soft page break (created automatically when Word reaches the
bottom margin for one page and moves to the next page)
Represents a manual or hard page break (created when you activate the
command to end the page at this location and move to the next page).
Using the Ruler
Another tool you can use to help identify where text is positioned or where you can position text is the
Ruler. By default, Word displays this tool for you to use. The width of the ruler will depend on the
view being used as well as the size of your monitor.
2.1.10
Many of these items are discussed in the courseware as you progress through the exercises.
The ruler will contain a number of options you will be able to use to position text, either to change the
margins, line up the text based on tab settings, or to indent text. All of these options are discussed
later in the courseware.
The measurements of the ruler are set for inches by default. You can change the measurements
displayed by selecting a different unit of measure in the Measurement units field in the General tab
of the Tools, Options menu. You can select from inches, centimeters, millimeters, points, or picas.
The last two are generally used in the graphics/printing industries.
To turn the ruler on or off, select View, Ruler.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
28
USING MICROSOFT WORD
The
#
1
¶ shown here represents every time you need to press the
key.
Exercise
Start Microsoft Word and type the following text. Use
to make corrections as you
when you reach the right margin; only press
at the end of the
type. Do not press
paragraph or for a blank line.
2
Leave the text displayed on the screen.
Basic Text Editing¶
¶
¶
Typing simply means using the keyboard to input the text onto the screen.¶
¶
Removing text is known as deleting. The Delete and Backspace keys are used for
removing text.¶
¶
Word wrap occurs when you have typed enough text to fill up a line and the next word
will automatically wrap around to the next line. ¶
By default the ruler should be displayed on the screen. However, you will now practice turning
the ruler on or off ans needed.
3
Select View, and then Ruler.
4
The ruler should no longer be displayed.
Select View, Ruler. The ruler should be displayed again.
Moving the Insertion Point
The insertion point indicates the location where Word will insert typed text and pasted items.
Movement Desired
Next character
Previous character
Next word
Previous word
Beginning of line
End of line
Beginning of document
1.3.1
#
Keys to Press
+
+
+
Movement Desired Keys to Press
Next line
Previous line
Next paragraph
+
Previous paragraph
+
Next screen
Previous screen
End of document
+
Exercise
1
Press
+
2
Press
+
3
Press
+
to move up one paragraph.
4
Press
+
again to move up another paragraph.
5
Press
+
to move one word to the right.
6
Press
+
to move one word to the left.
KEY APPLICATIONS 1102-0C
to move the insertion point to the beginning of the document.
to move to the end of the document.
© CCI LEARNING SOLUTIONS INC.
29
USING MICROSOFT WORD
Using the Scroll Bar
1.3.1
The vertical scroll bar is used to move (or scroll) the view of the screen through the document from
top-to-bottom and vice-versa. The horizontal scroll bar is used to move (or scroll) the view from sideto-side, across the document.
There are three methods of moving:
!" click the scroll bar arrows to move the scroll box up and down or left and right
!" click on either side of the scroll box
!" drag the scroll box
#
Exercise
Carefully compare the text on your screen to the text that follows.
2
Add or delete text appropriately to make your screen text match the text word-for-word. Your
text may wrap differently.
1
Basic Text Editing¶
¶
¶
Typing simply means using the keyboard to input the text onto the screen.¶
¶
Editing includes such things as inserting and deleting single characters, words or
multiple lines of text, correcting typos, as well as inserting or deleting lines between
paragraphs.
¶
Removing text is known as deleting. The Delete and Backspace keys are used for
removing text.¶
¶
Word wrap occurs when you have typed enough text to fill up a line and the next word
will automatically wrap around to the next line. Word wrap is ended for a paragraph by
pressing the Enter key.¶
¶
Blank lines are created by pressing the Enter key. Blank lines are removed by deleting
the Paragraph mark.¶
¶
3
Leave the text displayed on the screen.
Saving a New Document
1.2.8
It is important to save your documents as you work on them in order to be able to use them again at a
later date. Word automatically assigns a .doc extension at the end of the file when you choose the
default setting (Word). You can also choose to save the file in a different format, if needed (e.g., the
file needs to be saved in a WordPerfect format for another user, it must be saved in a text format so it
can be opened and formatted in an HTML or web design program, etc.).
When you want to save the file to a different location than the default folder (usually C:\My
Documents), use the Save in field to go to the desired drive and folder location, e.g., 3½ Floppy A,
network drive, C:\Data\Student, etc. Make sure you check the location first before clicking on the
Save button. Otherwise, you will need to move the file later to the correct folder.
To save a document, use one of the following methods:
!" Select File, Save (or Save As)
(Save) button in the Standard toolbar
!" Click on the
+
!" Press
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
30
USING MICROSOFT WORD
The first time you save a document, you will always be taken to the Save As dialog box to enter a file
name for the document. Word will also automatically apply the first line of text in the document in the
File name field, on the assumption that this is the title of the document. You can either type overtop of
this selection or make changes to the file name in the same manner as if you were changing text in the
document, e.g., use the
or
key to remove characters, move to the beginning to
delete characters, etc.
File names can be up to 255 characters long, including the drive and path, e.g., C:\My
Documents\Draft Proposals\January 29 Proposal to ABC Company.doc. You may want to consider
how descriptive you want the names to be; build in your file management preferences when saving
and storing files. For example, is it easier for you to have all files saved in one location, regardless of
the length of the file name? Or would it be easier to create folders for the types of documents and save
shorter descriptive names for the files in the appropriate locations?
The frequency that you save a document depends on how important the document is and how much
work (or time) would be required to re-create it. We recommend that you save your document
frequently, even with small amounts of changes, in order to prevent loss of data.
Using Document Summaries
# Exercise
2.1.21
A document summary can be added to a document when it is saved or at a later date. This summary
can provide information to assist in locating this file based on specific search criteria. The document
summary is referred to as the properties of a document. Summaries can be set up to appear every time
you save a file or you can add them manually to a file using the File, Properties command.
The instructor will provide you with the particulars of the location where you will save your files,
e.g., C:\My Documents, G:\Student Data, A:, etc. If no instructions are provided, you can either use
the folder where the data files were stored (i.e., C:\Student) or one of your choice. We will be
showing the files being saved in a folder created on the desktop (i.e., IC3 Data Files\Mod B Files).
You will be adding - Student at the end of the existing file name to help identify your own data files
versus the original files provided with this courseware.
Click the
button in the Standard toolbar.
1
2
From the Save in field, select the location as indicated by the instructor (if applicable).
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
31
USING MICROSOFT WORD
Notice the suggested name for the file, Basic Text Editing based on the first line of text in the
document.
3
In the File name field, press
to move quickly to the end of the selected name. If you have
the file type showing as seen in the above screen, use the
key to delete these
characters and then type: - Student (include a space before the dash)
4
Choose Save.
5
Press
6
Type your name and press
7
Select File and then Properties.
8
Type your name in the Author field, your instructor’s name in the Manager field.
9
Click on the Statistics tab and review the total amount of text in the statistics list, e.g., number
of words, sentences, paragraphs, etc.
10
Click OK.
11
Press
+
to move your insertion point quickly to the beginning of the document.
twice.
to save the document again.
Starting a New Document
+
When Word is initially started, a blank, ready-to-type screen appears for the first new document. After
that, you will need to ask Word to create a new document when needed.
1.2.6
(New Blank Document) button from
You can create a new blank document by clicking on the
the Standard toolbar, or pressing
+
. If you want to create a new document based on a template
(pre-designed “blank” file created by Microsoft), you will need to use the File, New command. This
will display the New Document task pane so you can select from a variety of options for the new
document.
If you use one of the template options displayed in the New Document task pane, you can create
documents with pre-designed layouts and elements from one of the templates provided by Microsoft.
These templates help you create documents quickly with a consistent design format until such time as
you establish your own format, if required.
Each time you start a new document, the document number in the title bar will increase (e.g.,
Document 4). This number is arbitrarily assigned by Microsoft each time you create a new file. When
you leave this session of Word, the next time you start Word, the number sequence will begin with
Document 1 again.
#
Exercise
1
Click the
button from the Standard toolbar.
You should now have a new document with next sequential number, e.g., Document #.
2
Select File, then New.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
32
USING MICROSOFT WORD
The New Document task pane should appear. Notice how you
can select a blank document from the task pane to create a new
document.
3
Click on the General Templates link.
The links and commands in the task pane will vary depending
on which Windows version you are using, and what files or
templates have been chosen previously. Likewise, the number of
templates that appear in the Templates dialog box will vary,
depending on what options were installed with Office XP.
Alternatively, there may be additional templates created by
someone in the office for everyone to use for company
documents.
4
1.2.7
Select the Blank Document template and choose OK.
A new document window appears on the screen. The title bar reflects the latest document
number.
6
.
Type: Word - Level 1 on the second line and press
Type the current month and year on the third line and press
7
Type your name on the first line and press
5
.
.
button in the Standard toolbar.
8
Click the
9
In the File name field, type: Name Tag - Student and then click on Save.
The title bar reflects the name of the document.
Saving an Existing Document
1.2.8
If a document is open on the screen and changes have been made, you can save and update the file on
disk with the same name. The original document file is then replaced with the updated changes.
Alternatively, if you wish to save an existing document with a different name (keeping the original
intact), use the Save As command to enter a new name in the File name field.
When you choose to save an unnamed document, the Save As dialog box automatically appears.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
33
USING MICROSOFT WORD
#
Exercise
1
Press
2
Type your instructor’s name (where applicable) and press
3
Click the
several times at the end of the document.
twice.
button on the Standard toolbar.
The changes you made are now saved to the existing document. Depending on how fast your
system is, you should see a percentage bar for completion of the save at the lower left corner of
the screen.
4
Select File, Save As.
Notice how Word brings up the Save As dialog box with the same name. In this case, you want
to keep the original and save this file with a new name in a different location.
5
Click the
6
In the Name field, type: Misc for the new folder name.
7
Click OK to return to the Save As dialog box.
button.
8
The Save in field will adjust to show the current folder as Misc.
Provided the file name is highlighted in the File name field, type your name as the file name.
Whenever text is highlighted in a field (e.g.,
), you need only to begin typing to
replace what’s there with whatever you are entering. This saves you time from having to delete the
characters first and then type in the new name.
9
Click on the Save button.
Notice that the new name is reflected in the title bar. You now have two versions of the same
document: one in the original default folder for the files Name Tag - Student, and one in the
new folder just created Your Name.
Move the cursor to the end of the file and type in today’s date.
11
Click the
10
button.
Notice how Word automatically saves the changes into the same file.
On occasion, a dialog box appears when
you try to save a file. This dialog box
appears if there was a problem with your
file and Word was able to recover this
file. It will also appear when you try to
save the contents of one document using
the name of an existing document.
The following steps should be completed only if you have a floppy disk available to you.
12
Select File, Save As.
Notice how Word has taken you to the same location as the new folder created in the step 6.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
34
USING MICROSOFT WORD
13
Click in the Save in field and then click on 3½ Floppy (A:).
14
Leave the file name the same and then click on Save.
15
Select File, Save As.
Notice how Word now displays the contents for drive A.
16
Click in the Save in field and then click on the drive as specified by your instructor in the
previous exercises for saving files, e.g., C:\Data, G:\Student Data, etc.
17
Click on the Cancel button in the Save dialog box.
Closing a Document
1.2.9
Once you have finished editing or revising a document, you should use the Close command to close
the document. This clears the screen and memory, allowing you to start or open another document
without leaving old documents to clutter up your screen. Closing your document is much like closing
a book and putting it back on the shelf before opening another book.
Although you can have multiple documents open at one time, it is best to close those you do not
currently need. This saves on memory and processing time.
When all of the files are closed, the document window becomes gray and most of the buttons on the
toolbars are unavailable.
If you close a document without saving, Word always prompts you and gives you the option of saving
the document.
To close a document, use one of the following methods:
!" Select File, Close
!" Click the (Close Window) button for the document
+
, or
+
.
!" Press
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
35
USING MICROSOFT WORD
#
Exercise
1
Select File, then Close.
The file with your name should disappear. However, the Basic Text Editing - Student
document and new blank document should still be on the screen.
2
button to close all documents.
Click the
All documents should now be closed and the document window gray.
!
Practice Exercise
Start a new document and type the following text. Use
as needed to make
corrections as you type. Allow word wrap to wrap your text to the next line (which may appear
different than the text below) and only press
at the end of each paragraph.
1
One of the great advantages of word processors is that you can type continuously until
you reach the end of a paragraph. Only then should you press the Enter key.¶
¶
As you type, any words that pass beyond the right margin automatically wrap to the
next line. Should you change margin widths, or insert and delete text, the text will
automatically wrap itself to the next line as it passes the right margin.¶
Press
+
to move to the top of your document.
3
Press the down
4
Press
5
Press the
arrow key to move to the second line of your first paragraph.
2
+
to move to the beginning of the next word.
key to turn on Overtype and then type: click
Note that the word click replaces the text.
key to turn off Overtype.
6
Press the
7
Click the
8
In the File name field, type: Word Wrap - Student
9
From the Save in field, select the location as indicated by the instructor (if applicable).
10
Choose Save and then click
button on the Standard toolbar.
.
Opening a Document
Once a file has been saved, you can open that document from disk and transfer it to the screen for
further processing. Use one of the following methods to open a file:
1.2.7
!" Select File and then Open.
button in the Standard toolbar.
!" Click the
!" Press
© CCI LEARNING SOLUTIONS INC.
+
or
+
.
KEY APPLICATIONS 1102-0C
36
USING MICROSOFT WORD
!" Select File and then click on one of the files recently used from the list at the bottom of the menu.
You can also open a file directly from My Computer or Windows Explorer, provided the file type is
recognized by Microsoft Word. For instance, a file that has a file type of .doc or .rtf will automatically
open in Word from one of the file management tools. When you double-click on a file in My
Computer or Windows Explorer and the file does not open in Word, this is an indicator that the file
type is not recognized by Word. You will then need to either change the file type, or open the file in
the original program it was created in and resave the file using a format that Word will recognize. You
may also see a dialog box in Word indicating that the file type needs to be converted to a format that
Word will recognize; if this is the case, be sure to select Microsoft Word before clicking on OK.
In the case of a system failure, Word will try to recover any documents that were open at the time of
the system failure. A Recovery pane will appear on the left side allowing you to choose the
appropriate file. If you do not see the Recovery pane, then the document could not be saved and
recovered during the system reboot, and you will need to create the document again (or use a backup
copy, if available).
#
Exercise
1
Click the
2
In the Look in field, select your Student drive or folder.
3
From the displayed list, click on Name Tag - Student file.
4
Choose Open.
button in the Standard toolbar.
The document is now displayed on the screen.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
37
USING MICROSOFT WORD
5
Click the
button again.
6
Double-click on the Basic Text Editing - Student file.
Notice how this document now appears on the screen.
!
Practice Exercise
1
Select File.
2
From the bottom of the File menu, select the file showing your name.
3
Click
Switching Between Documents
1.2.3
When you have multiple documents open or created on the
screen, you can switch between documents quickly and
easily by choosing the Window menu and selecting the
document you want to change to.
to close this document.
Alternatively, you might also see the open documents as
buttons on the taskbar.
If you do not have this option displayed on the screen, you can set it up by selecting Tools, Options. In
the View tab, turn on the Windows in Taskbar option.
Opening several documents at the same time gives you the flexibility to review the files so you can
compare the contents of different documents, copy or move information from one document to
another, or set up consistent formatting (e.g., using the same styles).
#
Click on the Window menu.
1
Exercise
2
Click on the Name Tag - Student file.
Notice you now have this file displayed on the top document window.
Click on the Window menu again and click on the Basic Text Editing - Student file.
4
Click the
3
button on the Standard toolbar.
A blank document, ready to type, will appear.
5
Select File, Close for each window until all documents have been closed.
If Windows is set for the taskbar to be Always on Top, then another method to switch between
documents is to click on the button for the appropriate document in the taskbar. As you open or create a
new document, Word will minimize the document active on the screen to the taskbar.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
38
USING MICROSOFT WORD
Saving Files in Different Formats
1.2.10
If you need to save the document in a different format than Word, use the Save as type field in the
Save dialog box to choose the appropriate format from the list.
Word provides you with an extensive list of different formats for the most commonly used programs
or formats required (e.g., web pages). Be sure to choose one that is closest to the format you need, if
the version you want isn’t displayed in the list. For example, no file type is available for WordPerfect
10, but there are a variety of types for older versions of WordPerfect. Depending on the content of the
document, most of your formatting will be intact even when you open the document in the higher
version of WordPerfect.
Notice that one of the options on the list is Document template (*.dot). This format allows you to
save the document as a type of form called a boilerplate or template. As you begin using the different
format tools available in Word, you can create files similar to blank forms that can be used by
multiple users when you want or need a consistent look in your documents.
#
Exercise
We recommend you use the File, Save As command automatically when you want to save a file in
another format. This keeps the original document intact as a Word document, and gives you the option to
save (have) a copy in a different format.
Open the Basic Text Editing - Student document.
2
Select File, Save As.
3
Click on the down arrow for the Save as type field and click on Rich Text Format (*.rtf).
4
Type: (Rich Format) before the - Student portion of the file name.
5
Click on the Save button.
1
You now have saved this document in a rich text format that could be inserted in another
program, e.g., text for the newsletter to be formatted in PageMaker, a web page, another word
processing program, etc.
6
Select File, Close to close this document.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
39
USING MICROSOFT WORD
Managing Your Files
1.2.10
As you begin working with files in Word, you may find that you need to do some file management on
the files, e.g., saved the file with the wrong name, need to rename the file to make it more specific,
delete a file, copy a file to a floppy disk, etc. Word gives you the flexibility of being able to manage
your files from within the program instead of using the Windows Explorer.
# Exercise
button on the Standard toolbar.
1
Click on the
2
Right-click on Basic Text Editing - Student (Rich Format).
If you don’t see the file listed in the Open dialog box, click on the down
arrow for the File of type field and select All Files (*.*).
3
The number of commands that appear may differ than shown here,
depending on what other programs are installed on your system. This
menu can also be activated in the Save dialog box.
Click on Rename.
Notice how the file name is highlighted in a single line box, similar to the way it appears when
you activate the Edit mode in Windows Explorer.
4
Press the
key to move the cursor to the end of the file name and using the different editing
keys, change the file name to be Basic Text Editing – Student.rtf.
5
When the name has been changed, press
6
Double-click on the file to open it to the screen.
to exit the Edit mode.
Notice the file opens, even though the name has been changed.
Select File, Close to close the document.
7
8
Click the
9
Right-click on the Basic Text Editing - Student file.
10
Click on Delete in the menu.
11
Click on Yes.
button on the Standard toolbar.
The file has now been deleted from this folder and placed in the Recycle Bin.
12
Click Cancel to close the Open dialog box.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
40
USING MICROSOFT WORD
Summary
In this lesson you looked at how to create, save, open, close, and edit simple documents. You should
now be familiar with how to:
!" Enter text
!" Move around in the document
!" Save changes to a previously saved document
!" Save a document in a different file format
!" Open one or more documents
!" Add or delete text
!" Save a document for the first time
!" Save a document with a new name
!" Close a document
!" Switch between multiple documents
1. Once Word is started, you can begin typing a new document.
a. True
b. False
Review Questions
3. Why is it important to save a document?
2. Non-printing characters such as ¶ will print with a document unless you turn them off.
a. True
b. False
4. Explain the difference between using the Save and Save As commands.
5. Which option best describes why you would add a summary to a document?
a. To add information to help you find this document later
b. To see how many words were used in the document
c. To see when the document was created or last modified
d. All of the above
6. What’s the difference between clicking on the
selecting File, New?
7. How can you close a document?
a. Select File and then Close
Press
+
c.
Click on the Close Window button
d.
All of the above
b.
(New) button on the Standard toolbar and
8. Which method would you use to open a document?
a. Select File and then Open
d. Select from the bottom of the File menu
b. Click the
button from the e. All of the above
Standard toolbar
f.
Only a, b, or c
c. Press
+
9. There is only one file type saved with Word documents and it is .doc.
a. True
b. False
10. In order to rename a Word document, you must use My Computer or Windows Explorer.
a. True
b. False
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
41
USING MICROSOFT WORD
Lesson 2:
Manipulating Text
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at how to select text and then use different tools to manipulate the selected text. On
successful completion, you will be familiar with the following:
!" How to select specific amounts of text
!" What editing text means
!" Using the Selection Bar
!" Using the Undo, Redo, or Repeat actions
!" Changing the view
!" Using the Cut, Copy, and Paste actions
!" Adjusting the zoom percentage
!" What the Office Clipboard is and how it works
Selecting Text
Selecting text is a fundamental step in Word. It is one of the initial steps to be carried out prior to
formatting, moving, copying, or any other manipulation of text.
2.1.2
Selecting text allows you to tell Word what to work on. Selecting text is also referred to as
highlighting text.
Turning off a selection is as easy as clicking the mouse button anywhere in the text or pressing an
arrow key. You may find that selecting text can be easier when you use the
(Show/Hide¶) button
on the Standard toolbar to display the ¶ (paragraph marks). This can be useful when you want to
select specific text in the paragraph (e.g., the title text) or the entire paragraph, including the
paragraph mark at the end of the paragraph.
The following methods can be used to select text:
Mouse
The basic method of selecting text is to use the mouse to point at the beginning of the
text to be selected, click and hold down the mouse button, then drag to highlight the
text. You can increase or decrease the selection as long as you continue to hold the
mouse button. Also, you can highlight forwards or backwards from the starting point.
Keyboard
Position the insertion point, hold down the
key, and then move the arrow keys to
highlight the text. Release the
key when the text is highlighted.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
42
USING MICROSOFT WORD
Some quick methods of selecting text with the mouse include:
Word
Double-click to highlight a word.
Sentence
key and click anywhere within the sentence to highlight the
Hold the
entire sentence.
Paragraph
Triple-click anywhere within the paragraph to highlight an entire paragraph.
Entire Document
Choose the Edit menu and choose Select All to highlight the entire document,
+
.
or press
If you inadvertently make the wrong selection, click anywhere to deselect the text, then begin the
selection procedure again.
Using the Selection Bar
An alternative way to select larger amounts of text is to use the selection bar. The selection bar is
located at the left edge of the text. When the mouse cursor is placed in the selection bar the mouse
cursor changes to a white, right pointing arrow ( ), as shown below.
You can use the following methods to make selections using the selection bar:
Line of Text
Click at the left of the line of text in the selection bar.
Paragraph
Double-click at the left of the paragraph you want to select.
Entire Document
Triple-click anywhere in the selection bar. An alternative is to hold down the
key and click anywhere in the selection bar.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
43
USING MICROSOFT WORD
#
Exercise
1
Open the Basic Text Editing - Student document.
2
Position the mouse cursor at the beginning of the heading, Basic Text Editing.
3
Click and hold down the mouse button, then drag to the right to select the three words.
4
Click anywhere in the document to deselect the text.
5
Drag to select the second line of text starting with Typing simply means…
6
Press the
7
Double-click to select a word of your choice.
8
Click anywhere in the document to deselect the text.
9
Press and hold the
key to deselect the text.
key and click anywhere in the sentence Word Wrap occurs when…
Notice the entire sentence is selected.
10
Triple-click on the same paragraph.
11
Select Edit, then Select All.
Notice the entire paragraph is selected.
Notice the entire document is selected.
Click anywhere in the document to deselect the text.
13
Position the mouse cursor to the left of the paragraph starting Editing includes such things…
12
Notice the mouse cursor changes to a right-pointing arrow ( ).
14
Click once.
The line is selected.
15
Double-click in the same spot.
The paragraph is selected.
Triple-click in the same spot.
16
The entire document is selected.
Click anywhere in the document to deselect the text.
18
Point in the selection bar and drag downward to select several lines of text, then click anywhere
in the document to deselect the text.
19
Leave the document displayed on the screen.
17
Customizing the View
Word allows everyone to customize the way a document is displayed. You can adjust the way a
document is displayed to suit your particular requirements by selecting the appropriate options from
the View menu.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
44
USING MICROSOFT WORD
Normal – Appropriate for most typing, editing and formatting tasks.
1.2.4
Web Layout – Useful when creating a web page. Text wraps to the
screen size, backgrounds appear and pictures appear the same as when
using a web browser.
Print Layout – Adjusts the screen to appear the same as when printed.
The margins will appear as white spaces around the text; header/footer
information and page numbers will be displayed; columns are displayed side, by side, etc.
Outline – Allows you to collapse a document so that only the headings and subheadings appear. This
makes it very easy to rearrange a large document.
#
Normal View
Web Layout View
An alternative to using the View menu is to use the View buttons,
located at the left side of the horizontal scroll bar.
Print Layout View
Exercise
Make sure Basic Text Editing - Student document is active on
the screen.
2
Select View, then Normal.
1
Outline View
Notice how you can see a lot of the text in this view.
3
Select View, then Print Layout.
Notice that now you see the margins and white space surrounding the text. The document
appears as it will be when printed out on paper. This view is useful for editing and formatting
the document.
4
Toggle the view using the
scroll bar.
5
Click on the
button and the
button found at the left side of the horizontal
button.
6
Click the
!
The document fills the screen edge to edge as it would if it were on the web and rewraps
according to the screen.
button.
Practice Exercise
1
Open the Let’s Communicate document from the data files for this course.
2
Turn off the
3
Select View, then Normal.
4
Select View, then Print Layout.
KEY APPLICATIONS 1102-0C
button.
© CCI LEARNING SOLUTIONS INC.
45
USING MICROSOFT WORD
5
Scroll through your document.
6
Toggle the view using the
scroll bar.
7
Click on the
button.
8
Click on the
button.
9
Close the document without saving any changes.
button and the
button found at the left side of the horizontal
Adjusting the Zoom
You can enlarge or reduce the text display on the screen by using the Zoom feature.
The ability to enlarge the text display can be very useful when you are working with a small font size,
whereas the ability to reduce the display is useful when you are working with landscape orientation.
1.2.5
!" You can set the zoom percentage anywhere from 10% to 500% using the
(Zoom)
command. This includes the ability to type in a number versus using one of the preset percentages.
!" You can have Word automatically adjust the magnification so that you can see the entire width of
the page or text on the screen.
Keep in mind that the Zoom feature only controls the screen display. Changing the magnification has
no effect on the document printout.
The amount of text that will be displayed when you change the zoom percentage is determined by the
size of your monitor. For example, if you have a 17" monitor or larger, you may see more of a document
at 50% than someone who has a 14" or 15" monitor.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
46
USING MICROSOFT WORD
100% Zoom
50% Zoom
#
Exercise
1
Make sure you have a document active on the screen.
2
Click on the down arrow next to the
3
Click on the 50% magnification.
button on the Standard toolbar.
The document on the screen should now be reduced by the specified amount.
When changing the view, the position of the insertion point will determine the zoom area.
4
Using the technique in steps 2 and 3, change the magnification to 100%.
5
Change the magnification to 200%.
6
Change the magnification to Page Width.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
47
USING MICROSOFT WORD
This view allows you to see the full width of the text on the screen.
7
Change to print layout view.
8
Repeat the above zoom variations and experiment with these methods until you feel comfortable
with the concepts.
9
Close the document without saving.
!
Practice Exercise
Open the Let’s Communicate document. It is currently in print layout view and 100% zoom.
2
Position the cursor at the beginning of the paragraph It is an ability….
3
Select View, then Zoom.
1
The options available in the Zoom to area will change, depending on the view currently being
used in the document (e.g., Normal view).
4
From the Zoom to area, select 75%.
The Preview area shows a sample of how the magnification will appear.
From the Zoom to area, select 200%.
6
In the Percent field, specify 85%.
7
Choose OK.
8
Select Whole Page from the
9
Select Text Width from the Zoom button on the Standard toolbar.
10
Type: 95% in the Zoom area on the Standard toolbar and then press
11
Close the document without saving the changes.
5
button on the Standard toolbar.
.
Editing Text
The process of adding, deleting or changing text is referred to as
editing. You can use the commands available in the Edit menu to
alter the contents of your document. Many of the features available
in the Edit menu are also available in the Standard toolbar, or as
keyboard shortcuts. Notice that the Edit menu displays any
buttons and shortcut keys that may be available.
Many of the features shown in this menu will be discussed in this
courseware. For those feature that aren’t or if you are interested in
more information, please refer to an advanced course on Word
2002 or refer to the User’s Guide for Office XP/Word 2002.
Replacing Selected Text
One method of replacing text is selecting the text and typing the
replacement. For example, if you highlight a word, you can then
type the new word. The old text is automatically deleted and the
new text inserted.
or
keys.
!" To delete a few characters, use the
!" To delete a large amount of text, such as a few paragraphs, select the text and then press the
key to delete it from its location in the document.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
48
USING MICROSOFT WORD
Replacing text can be done quite easily by accident. For example, you might have a few paragraphs
selected and accidentally press the
. Your text is immediately replaced with a space. To
correct this, immediately use the Undo feature. Accidentally pressing the
key when text is
selected will delete the text. Again, the Undo feature can be used immediately to correct this.
Using Undo
1.3.4
Any time you ask Word to perform an action and then need to reverse that action, you can easily undo
that action (e.g., deleting text, formatting text, adding text, setting tabs, etc.) by using the Undo
feature.
The Undo command can be activated using one of the following methods:
!" Select Edit and then Undo [Command] where Command represents the last action taken.
!" Click the
!" Press
+
(Undo) button on the Standard toolbar.
.
Word keeps track of the actions you perform and thereby offers
the ability to undo those actions. If you want to undo all the
actions to a specific point, click on the down arrow of the
(Undo) button to display the list of actions that can be undone. If
you only want to undo the last action, click on the
portion of
the
button.
Using Redo
1.3.4
If you change your mind after doing an undo, you can ask Word to redo an action. Use one of the
following methods to redo an action:
!" Select Edit and then Redo [Command] where Command represents the last action to redo.
!" Click the
(Redo) button on the Standard toolbar.
As soon as you undo an action, the Edit menu will display Redo [Command].
As with the Undo command, Word keeps track of all the actions
that are available to redo. If you want to redo all actions to a
(Redo) button
specific point, click on the down arrow of the
to display the list of actions that can be redone. If you only want to
redo the last action, click on the
portion of the
(Redo)
button.
Using Repeat
1.3.4
The Repeat feature in Word is similar to the Redo feature except that it allows you to repeat the last
action several times. The Redo feature is generally used to undo or reverse an action except that the
Redo feature can reverse multiple actions whereas the Repeat feature only repeats the last action each
time you activate it until you change the action.
To activate the repeat feature, use one of the following methods:
!" Press
!" Press
KEY APPLICATIONS 1102-0C
+
.
.
© CCI LEARNING SOLUTIONS INC.
49
USING MICROSOFT WORD
#
Exercise
1
If necessary, open the Basic Text Editing - Student document.
2
Select the word Basic and press the
3
Click the
key.
button.
The text is returned to its original position.
4
In the next paragraph, select the word input and immediately type the word: type
The word input has been replaced with the word type.
Click on the drop-down list of the
6
Close the document without saving.
!
button to undo the previous action.
5
Practice Exercise
Open the Basic Text Editing - Student document.
2
Select the heading Basic Text Editing and press the
3
Click the
key.
1
button.
The text is returned to its original position.
4
Click the
button.
The text is removed once again.
5
Double-click the word single in the second paragraph and press
6
Click the
+
.
button.
You have removed a word and then reversed the deletion.
7
In the same paragraph, select the word text and immediately type the word: data
The word text has been replaced with the word data.
Ensure the Overtype mode is not turned on by checking your status bar (the box with OVR is grayed out).
Select Edit and then Undo Typing.
8
The word data changes back to text.
9
Select Edit and then Undo Clear.
Once there is nothing left to undo, the Edit menu will display Can’t Undo.
10
Click on the drop-down list of the Redo button and select all actions in the list.
11
Click on the drop-down list of the Undo button to undo the previous actions.
12
Position the cursor at the end of the paragraph starting Typing simply means… and press the
key twice.
By removing the paragraph marks, you have combined the two paragraphs into one paragraph.
However, the spaces between the sentences are missing.
to add space.
13
Press the
14
Repeat steps 12 and 13 for all ¶ (paragraph marks) in order to combine ALL of the paragraphs
into one large paragraph.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
50
USING MICROSOFT WORD
15
Position the cursor at the beginning of the sentence Word wrap occurs…
16
Press the
17
Press
key twice.
.
Notice that by pressing
you repeat the last action (inserting two paragraph marks).
18
Close the document without saving.
The large paragraph has now been separated into two separate paragraphs, as shown below:
Using Cut, Copy and Paste
Word uses the Clipboard to temporarily store any cut or copied items (such as text or graphics). You
can then paste or restore these items as required and place them wherever you choose.
1.3.3
The Cut or Copy commands are used to transfer text from the screen into the Clipboard. The Paste
command is used to transfer text from the Clipboard onto the screen at the cursor location.
To cut text means to move it to another location, either in the same or another document. Use one of
the following methods to cut text once it has been selected:
!" Select Edit and then Cut.
(Cut) button on the Standard toolbar.
!" Click the
!" Press
+
.
To copy text means to make a copy of the original text selected and then place the copy in a new
location, either in the same or another document. Use one of the following methods to copy text once
it has been selected:
!" Select Edit and then Copy.
(Copy) button on the Standard toolbar.
!" Click the
!" Press
+
.
Once the Cut or Copy command has been activated, the selected item is placed in the clipboard. In
order to place the item from the clipboard into a document, use one of the following methods:
!" Select Edit and then Paste.
(Paste) button on the Standard toolbar.
!" Click the
+
.
!" Press
!" If the Office Clipboard task pane is displayed, click on the item in the Clipboard to be pasted in
the new location.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
51
USING MICROSOFT WORD
You can also paste a special item like a picture from a web page into a document. The Paste Special
command allows you to copy an object from another program into your document, and depending on
that object, it may be linked to the original so that updates can be made to both copies, e.g., updating
sales figures, web pages, etc.
Using the Office Clipboard
1.3.5
1.3.6
While the traditional Windows Clipboard offers the ability to store
one item, Word offers the ability to store and retrieve up to twentyfour items. It will also show you the contents of the item in the
Clipboard, along with an icon representing the software program
where the original item was created, cut or copied.
To activate the Office Clipboard, use one of the following methods:
!" Select Edit and then Office Clipboard.
!" Press
+
twice.
Once an item has been cut or copied into the Clipboard, you can
click on the item to automatically paste that item in the current
cursor location. Alternatively, you can place the cursor on the item
to display an arrow which you can click for other options.
There are three buttons on the Clipboard that can be used to
manipulate the items in the Clipboard:
Use this button when you want to paste all the items in the same order as the list
into the current cursor position in the document.
Use this button when you want to clear everything from the Clipboard.
Click on this button to set up how the Clipboard can work on your system.
If you have the Show Office Clipboard Icon on Taskbar
icon on the taskbar
option activated, you will see the
when you cut or copy an item. A screen tip will appear
each time you cut or copy an item, showing the number of
items collected in the Clipboard.
#
Exercise
1
Open the Teamwork document from the data files.
2
Select all text except for the title in this document.
When selecting paragraphs, always include the ¶ (paragraph mark) in the selection before you cut or
copy. This will then ensure you always have a full paragraph when you place it in the new location.
3
Click the
© CCI LEARNING SOLUTIONS INC.
button on the Standard toolbar.
KEY APPLICATIONS 1102-0C
52
USING MICROSOFT WORD
Notice the Clipboard task pane now appears on the right side of
your screen and shows the copied item listed with some of the
text just copied.
If the Clipboard task pane doesn’t appear, select Edit, Office
Clipboard.
Click the
button on the Standard toolbar.
5
Type: Monthly Newsletter for the title of this document. Press
6
Click the
button on the Standard toolbar.
7
Click the
button on the Standard toolbar.
8
Type: ABC Newsletter - Student and click Save.
twice.
4
Once an item has been placed in the Clipboard, it can be used again until such time as you either
clear this item or all items from the Clipboard.
Switch back to the Teamwork document. Position the mouse cursor overtop of the item in the
Clipboard and then click on the down arrow.
10
Click on Delete.
9
Notice how the item is deleted from the Clipboard.
button for the task pane.
11
Click the
12
Close all files.
1
Open the Teamwork 1 document.
Select File, Save As from the menu.
2
Practice Exercise
!
3
Type: Teamwork 1 - Student in the File name field and click on Save.
4
Open the ABC Newsletter - Student document.
5
Select the Monthly Newsletter heading and the ¶ (paragraph mark) below.
6
Press
+
to copy the heading to the Clipboard.
You may need to press
+
twice in order to display the Clipboard. This feature can be turned on or
off using the Option button from the bottom of the Clipboard task pane.
The Clipboard task pane now appears on the right side of your screen and shows the copied item
listed. If it does not appear, select Edit, Office Clipboard.
7
Select the paragraph beginning Teamwork continues… and the ¶ (paragraph mark) below.
8
Right click on the selected text and choose Copy.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
53
USING MICROSOFT WORD
Select the paragraph beginning Coaching influences… and the ¶ (paragraph mark) below.
10
Right-click on the selected text and choose Copy.
11
Switch to the Teamwork 1 - Student document.
12
Place your cursor at the beginning of the paragraph There’s a misconception… and click Paste
All in the Clipboard task pane. (To view the Clipboard, choose Edit, Office Clipboard.)
13
Click Clear All in the Clipboard task pane.
14
Select the Monthly Newsletter heading and the ¶ (paragraph mark) below.
15
Click the
16
Press
17
Click the down arrow to the right of the Monthly Newsletter item in the Clipboard task pane and
choose Paste.
18
Click Clear All in the Clipboard task pane.
19
Click on the
20
Click
21
In the ABC Newsletter - Student document, click the
close the document without saving.
button on the Standard toolbar.
to move to the top of your document.
+
button for the task pane.
on the Standard toolbar and close the document.
Summary
1.3.4
1.3.6
9
button for the task pane and then
In this lesson you learned how to select text and then use different tools to manipulate the selected
text. You should now be familiar with the following:
!" How to select specific amounts of text
!" Using the Selection Bar
!" Changing the view
!" Adjusting the zoom percentage
!" What editing text means
!" Using the Undo, Redo, or Repeat actions
!" Using the Cut, Copy, and Paste actions
!" What the Office Clipboard is and how it works
Review Questions
1. Why do you need to select text?
2. Identify the Selection Bar area on the following image.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
54
USING MICROSOFT WORD
3. Identify each of the following view modes:
a.
b.
c.
d.
4. You can only zoom in or out of the document using the percentages shown in the
(Zoom) field.
a. True
b. False
b.
c.
Press
+
All of the above
Only a or b
Click on the
(Undo) button on the d.
Standard toolbar
e.
5. How can you activate the Undo feature?
a. Select Edit and then Undo
6. What’s the difference between using Redo and Repeat?
7. Which option will activate the Cut command?
a. Select Edit and then Cut
c.
b. Click on the
(Cut) button on the d.
Standard toolbar
e.
+
Press
All of the above
Only b or c
9. Which option will activate the Paste command?
a. Select Edit and then Paste
d.
b.
Click on the
(Paste) button on the e.
Standard toolbar
+
f.
Press
Click on the item from the Office
Clipboard
All of the above
Only b or c
c.
+
Press
All of the above
Only a, b or c
8. Which option will activate the Copy command?
a. Select Edit and then Copy
c.
b. Click on the
(Copy) button on the d.
Standard toolbar
e.
10. How many items can you cut or copy to the Office Clipboard?
a. 1
c. 24
b. 12
d. 36
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
Key Applications
IC3 – Module B
Unit 3: Using Microsoft Excel
This unit includes the knowledge and skills required to analyze
information in an electronic worksheet and to format information
using functions specific to spreadsheet formatting (as opposed to
Common Elements discussed in the first section). Elements include
the ability to use formulas and functions, sort data, modify the
structure of an electronic worksheet, and edit and format data in
worksheet cells. Elements also include the ability to display
information graphically using charts, and to analyze worksheet
data as it appears in tables or graphs.
© CCI LEARNING SOLUTIONS INC.
Lesson
1
2
3
4
5
6
7
Topic
Creating Documents
Manipulating Text
Formatting Text
Setting Tabs
Indenting Text Paragraphs
Proofing Your Document
Using Additional Formatting Features
KEY APPLICATIONS 1102-0C
176
USING MICROSOFT EXCEL
Lesson 1:
Getting Started
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at some of the basic terminology needed to work with a spreadsheet program, and then
create some new documents. On successful completion, you will be familiar with the following:
!" Understand and recognize basic terminology
!" How to save a workbook
!" Understand and recognize common symbols
!" How to close a workbook
!" How to create a new workbook
!" How to enter numeric and text information
!" How to open a workbook
!" Move around in the worksheet
Understanding Basic Terminology
Workbook
Worksheet
3.1.1
A worksheet document is similar to a very large sheet of paper divided into rows and columns. In
Excel, the rows are numbered from 1 to 65,536. Each of the 256 columns is assigned a letter
combination starting with A to Z, then AA to AZ, then BA to BZ, and so on. The final letter
combination is IV.
A single Excel file containing one or more worksheets, e.g., Sheet1, Sheet2, Sheet3.
A single report or tab in a workbook. Each workbook is created with a default of three
worksheets. Worksheets can be inserted or deleted, as required.
The intersection of a row and a column.
Cell
Excel has 16,777,216 cells available per worksheet (65,536 rows x 256 columns).
Each cell has its own distinct address (its point of column-by-row intersection), such
as B7 (column B at row 7). A cell can only contain one single value or formula.
Cell Address
The cell currently displayed in an almost solid box, with a small break with another
box displayed in the lower right corner. The Reference Area displays this cell’s
address.
Sizing
When the worksheet is not maximized, the sizing button appears at the bottom right
of the active window. Use the mouse to drag the corner to the desired size. In addition
to this button, you can size any window by pointing at the border of the window and,
when the double-headed arrow ( ) is displayed, drag the mouse button to change the
width or height of the window.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
Active Cell
177
USING MICROSOFT EXCEL
Mouse Symbols
This section introduces some of the more common mouse symbols:
Selects a cell or range of cells in the worksheet.
Moves or copies selected cells by dragging and dropping.
Selects items, command buttons, and menu options.
, ,
Sizes objects.
Edits text within the Formula bar or a cell.
Changes the cell width or row height.
,
Splits the window into panes.
,
Magnifies and zooms in the selected area in Print Preview mode.
#
Indicates that Excel is working on a command and you must wait.
Indicates the use of the AutoFill feature to copy the contents of cells.
Selects an entire row.
Selects or creates objects.
Selects an entire column.
1.2.6
Creating a New Blank Workbook
Whenever you start up Excel, you are given a new workbook by default. Once you have completed
that workbook and saved it, you can create a new workbook without having to exit and restart Excel.
Each time you ask for a new workbook in the current session, Excel will number it sequentially as
Book# where # represents the number of new workbooks created during the current session. Once you
exit Excel and load the program again at a later time, the numbering begins at 1 again.
To create a new workbook, use one of the following methods:
!" Select File and then New.
(New) button on the Standard toolbar.
!" Click on the
+
.
!" Press
!" Click on the Blank Workbook link on the New Workbook task pane.
Once you have more than one workbook active on the
screen, regardless of whether they are new or previously
saved files, you can switch between the workbooks by
clicking on the appropriate button on the Taskbar or use the
Windows menu to display the list of open files.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
178
USING MICROSOFT EXCEL
$
Exercise
1
Start Microsoft Excel and select File, New in the menu bar.
2
Click on Blank Workbook from the New group in the New Workbook task pane.
Notice how your document title bar now displays the name Book2 rather than Book1. You will
also notice there are buttons for each of these worksheets on the taskbar.
If this feature is not active, select Tools, Options then click on the View tab. Click the Windows in
Taskbar option to turn it on.
Click on the Book1 button from the taskbar to switch between the workbooks.
4
Select Window and click on Book2.
Creating a New Workbook from a Template
3
You can also create a workbook using a template or a pre-designed worksheet created by Microsoft.
This can be handy when you need a consistent look for specific types of reports (e.g., invoices, cash
flow reports, budgets, etc.).
The number of template and tabs appearing on your screen may be different, depending on whether a
previous version of Excel was installed on your computer.
In the New Workbook task pane, click on the General Templates option in the New from
template group.
1
Exercise
$
2
In the General tab, select the Workbook icon and click the OK button.
You should now have a Book3 workbook open on your screen. Notice this is a blank one, similar
to the one created in the previous exercise. If you wanted to use another template but do not
have any available from the General tab, you could have selected one of the other options in the
New from template group to get a template from an Internet site.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
179
USING MICROSOFT EXCEL
Opening Workbooks
1.2.7
If you want to work with a previously created workbook, you must first open it. As with creating new
workbooks, you can have more than one workbook open in Excel at the same time. To ensure you are
working with the right workbook, be sure to verify the name of the current workbook name in the title
bar.
To open a file, use one of the following methods:
!" Select File and then Open.
(Open) button on the Standard toolbar.
!" Click on the
+
.
!" Press
!" Click the required file from the list of recently opened files in the Open area in the New
Workbook task pane.
!" Select File and then click the filename from the list of recently opened files at the bottom of
the menu.
You can also open a file directly from My Computer or Windows Explorer, provided the file type is
recognized by Microsoft Excel. For instance, a file that has a file type of .xls will automatically open
in Excel from one of the file management tools. When you double-click on a file in My Computer or
Windows Explorer and the file does not open in Excel, this is an indicator that the file type is not
recognized by Excel. You will then need to either change the file type, or open the file in the original
program it was created in and resave the file using a format that Excel will recognize. You may also
see a dialog box in Excel indicating that the file type needs to be converted to a format that Excel will
recognize; if this is the case, be sure to select Microsoft Excel before clicking on OK.
$
Exercise
Click on the
button in the Standard toolbar.
1
In the case of a system failure, Excel will try to recover any documents that were open at the time of
the system failure. A Recovery pane will appear on the left side allowing you to choose the
appropriate file. If you do not see the Recovery pane, then the document could not be saved and
recovered during the system reboot, and you will need to create the document again (or use a backup
copy, if available).
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
180
USING MICROSOFT EXCEL
2
If necessary, select a different folder in the Look in text box as directed by your instructor.
3
Select the Awesome Bikes file.
4
Click on the Open button.
!
Practice Exercise
1
Press
2
Make sure you are viewing the location for the data files.
3
Double-click on the Rainfall file.
+
to display the Open dialog box.
The file should now be open on the screen and you should see at least two buttons in the
Taskbar, showing the names of the open files.
Closing a Workbook
1.2.9
When you no longer want to work with the current workbook, you should remove it from the screen
or close it. This will ensure any unsaved data for that workbook is saved onto the hard drive, and to
protect the workbook from any accidental changes. Excel will remove the current worksheet from the
screen, and then either display other open workbooks or a blank document window.
To close a workbook, use one of the following methods:
$
!" Select File and then Close.
!" Click on the (Close Window) button at the right side of the menu bar.
+
or
+
.
!" Press
Exercise
1
If necessary switch back to the Awesome Bikes file by selecting it on the taskbar at the bottom
of the screen.
2
Select File, Close.
3
Select the Book3 workbook.
Press
+
on the keyboard.
4
Notice that the Awesome Bikes file is no longer on the screen.
You will leave the Book2 workbook open for now.
!
Practice Exercise
1
If necessary, switch to the Rainfall file by selecting it on the taskbar.
2
Click on the
3
Close all other workbooks other than Book2.
KEY APPLICATIONS 1102-0C
button.
© CCI LEARNING SOLUTIONS INC.
181
USING MICROSOFT EXCEL
Saving Workbooks
1.2.8
To be able to recall your work at a later date or time, you must save your workbook before exiting
Excel or turning off your computer.
It is a good idea to save work frequently during a session, prior to printing or prior to trying a process
or procedure that you have not done before. That way, you will not lose your work if there is a power
interruption, or experience a hardware or some other kind of failure.
The saved file also provides an excellent “fall back” option should you try something in your
worksheet that does not work out and you are unable or unwilling to do all the steps to correct the
problem.
Saving your workbook causes the Undo History to be lost. Although saving your workbook often is
recommended, you should take into consideration that you cannot undo your previous actions when
the workbook is saved.
When you save a workbook, you must assign a name to it. To name documents in Excel, follow the
same basic rules for naming files under Windows. A document name (including the complete path to
the file, the drive letter, server name, folder path, and file name), can contain up to 255 characters.
A document name cannot contain any of the following characters: forward slash (/), backslash (\),
greater than sign (>), less than sign (<), asterisk (*), question mark (?), quotation mark (”), pipe
symbol (|), colon (:), or semicolon (;).
There are two different types of save commands:
!" Use Save As to save a new document or to save an existing document with a new name or
new location.
!" Use Save to save changes to the currently active file with the existing name in the existing
location.
The first time you save a file, you will always be presented with the Save As dialog box. This gives
you the opportunity to give the new spreadsheet a definite name for this file, as well as select the
location for where the file will be stored.
Excel files can also be saved into another format as needed. For example, you may use Excel for your
spreadsheets but a customer uses Lotus for Windows. You can then click on the down arrow for the
Save as type field to select the appropriate file type.
To save the changes made to an existing file, use one of the following methods:
!" Select File and then Save.
(Save) button on the Standard toolbar.
!" Click the
+
.
!" Press
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
182
USING MICROSOFT EXCEL
$
Exercise
If necessary, select the Book2 workbook.
2
Select File, Save in the menu bar.
1
You should notice that Excel has presented the Save As dialog box even though you chose the
Save command. This occurs because this is the first time you have saved this workbook.
3
Click in the File name field and type: First workbook - Student
4
Click the Save button.
Notice that your document title bar now displays the name First workbook - Student rather
than Book1. If you wanted to save the file in a new location other than the default (i.e.,
generally \My Documents), you can either move to a different location or create a new folder.
5
Click on the
button in the dialog box.
6
Select File, Save As.
1.2.10
7
Type: Final as the name of the new folder and click OK.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
183
USING MICROSOFT EXCEL
8
Leave the file name as is and click on the Save button.
Managing Your Files
As you begin working with files in Excel, you may find that you need to do some file management
e.g., saved the file with the wrong name, need to rename the file to make it more specific, delete a file,
copy a file to a floppy disk, etc. Excel gives you the flexibility of being able to manage your files
from within the program instead of using the Windows Explorer.
$
1
1.2.10
You now have a copy of the same file in the default folder as well as the new folder just created.
Exercise
Click the
button in the Standard toolbar.
Notice how Excel takes you to the last location you were at when you saved or opened a file.
2
Click the
3
Right-click on the First workbook - Student file.
button.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
184
USING MICROSOFT EXCEL
4
Click on Delete.
5
Click on Yes to actually delete
this file.
6
Close the Open dialog box and
the workbook.
For the purpose of this courseware, you will open and save workbooks in the default directory, as
directed by your instructor.
Entering Data in the Worksheet
3.1.3
If you design and build it in a logical manner, an Excel worksheet is a very powerful tool. The basic
building block of every worksheet is entering data into the cells.
There are three types of entries you can make when you are entering data into worksheet cells:
Labels are text entries that appear in the cells exactly as you enter them. If you enter
a label that is wider than the cell, it will flow into the adjacent cells as long as those
cells are empty. Labels default to left aligned.
Values
Values are numeric values you enter directly into a worksheet cell. Numeric values
default to right aligned.
Labels
Formulas Formulas are composed of values, cell references, arithmetic operators and special
functions.
Entering Text or Labels
To enter information, move the pointer to the desired cell and click within it; then type the entry. If
key to erase your mistake. When you are finished
you make a typing error, press the
typing, press
to move automatically to the next cell below. Clicking on another cell with the
mouse (or pressing any arrow key) will serve to enter the information you have typed into the current
cell and move the cell pointer to the new location.
The best way to begin any worksheet is to enter labels that identify the values. When you enter the
labels for the worksheet, you are creating an outline of the relationships you will later represent
mathematically.
When typing information, notice that Excel displays the text in two places:
!" Data is normally entered or edited directly in the active cell where the editing cursor appears.
Data can also be entered or edited in the Formula bar. The latter method is especially useful
for very long data entries. In either case, the data is displayed in both places.
!" Labels can be a maximum of 32,767 characters long, although a maximum of 1,024 can be
displayed in a cell. If the label is longer than the width of the cell, it will extend past the
, as long as there is nothing entered in the
column border after you have pressed
adjoining cells. Entries in adjoining cells will cause the display of the label to be truncated at
the border. The entire label goes into the cell, but only that portion of it that fits in the
available space will be displayed.
!" By default, Excel aligns labels against the left side of the cell. You can easily change the
appearance and alignment of a label.
!" The maximum length of formula contents is limited to 1,024 characters.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
185
USING MICROSOFT EXCEL
$
Exercise
1
Create a new blank workbook.
2
In cell A1, type: ABC Company - Staff Count and press the
key.
key, Excel completes
Notice that the current active cell is now A2. When you press the
the entry of data in the current cell, then moves the cell pointer to the next cell directly below.
Now try entering a label, and make corrections to it.
3
In cell A2, press the
4
In cell A3, type: Admin and press the
5
In cell A4, type: Sales - Inside and press the
key to go past this cell.
key.
key.
6
In cell A5, type: Marketing and press the
7
In cell A6, type: Warehouse and press the
key.
Notice how the text extends further than the default column width for this text entry. Depending
on what (if any) data will be entered in the adjacent column, the text may appear to be “cut off”.
key.
Now try a feature called AutoComplete in which Excel will look in cells above to determine if
you are entering the same label again. If so, it will complete the rest of the cell for you and you
simply press the
key to accept it. Excel determines if you are entering the same value by
comparing the first few characters that match the labels already entered so far.
In cell A7, type: S
8
Notice how Excel automatically offers
you a text label, based on what has been
entered previously.
9
Press
10
Type: Outside and then press the
11
In cell A8, type: Accounting
, press the
key, and then
to remove the word “Inside”.
key.
Notice this time that the AutoComplete feature turned off automatically after you entered the
second character, which did not match the second character of Admin.
In cell D3, type: Anticipated Yearly Revenue and press the
key.
12
Your screen should appear similar to the following:
13
Select File, Save.
14
Ensure you are in the Student data files location. Select the File name text box, and type: Staff
List - Student
15
Click the Save button.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
186
USING MICROSOFT EXCEL
Entering Numbers or Dates
Numbers are constant values such as dollars and percentages. By default, Excel aligns values to the
right side of a cell. If you enter characters that are not numbers, Excel treats the entry as a label and
aligns it to the left of the cell. By default, Excel displays values with no formatting — i.e., no commas
or extraneous zeros. You can format the values to your preference.
When entering dates, you have the option of entering them in their numeric form (i.e., 2-26-05) or as
text (i.e., Month day, year). When entering dates, the following should be noted:
!" The default format of the date value is M-d-yyyy.
Check the Regional Options (or Regional and Language Options for Windows XP) feature in Control
Panel to see if it has been set for another format.
!" The date value does not have to be the full day, month, and year. It can be just the day and
month (format is mmm-dd), or the month and year only (format is mmm-yy).
When entering the date, Excel will do its best to interpret what is entered. For example, the following
are acceptable date values:
September 13, 2002 (include the comma and one space after it)
13-Sep-02
Sep 13, 02
09/13/02 (month, day, year sequence)
9-13-02
Sep 2002
Sep 13
If Excel cannot interpret the date value, it will appear as a text label (left aligned in the cell).
$
Exercise
1
Make sure the Staff List - Student spreadsheet is active on the screen.
2
In cell B3, type: 120
3
In cell B4, type: 150
In cell B5, type: 50
4
Notice how as you entered the number in this cell, it looks like the information in cell A4 was
cut off. The text has been truncated (cut off) on the screen, as the column is not wide enough to
display the entire contents.
5
In cell B6, type: 250
6
In cell B7, type: 75
7
In cell B8, type: 12
8
In cell E3, type: 4,500,789.56 and press the
KEY APPLICATIONS 1102-0C
key.
© CCI LEARNING SOLUTIONS INC.
187
USING MICROSOFT EXCEL
Excel can correctly interpret entered values as numeric and align them on the right side of their
cells, even if you include commas and decimal points.
9
In cell E4, type: 2% to represent the possible staff increase for this year.
10
In cell E5, type: 2,9% to represent the possible revenue increase for next year.
Notice how the data aligned at the left side of the cell due to the fact that you entered a comma
instead of the period.
11
Move back to cell E5 and delete the number there.
12
Save the workbook again with the same name and then close it.
Moving Around the Worksheet
Scroll Bars
,
,
Click on the arrow buttons at either end of the scroll bars to move one
row or column at a time. Click on the scroll box (the size will vary
depending on the zoom percentage) and drag to display another location
in the worksheet.
,
1.3.1
You can move around the cells of a worksheet very quickly by using either the keyboard, or scrolling
with the mouse. Use one of the following methods to move around in the worksheet:
Press one of these directional keys to move one cell at a time.
Press this key to move to column A in whichever row the active cell is.
Press this key to move to cell A1, regardless of where you may be in the
worksheet.
+
+
+
Press this key sequence to move to the last cell in your data.
/
Displays the Go To dialog box so you can move quickly to a cell
reference, range name, bookmark, or use the Special button to find
specific types of information, e.g., comments, blanks, etc.
Summary
In this lesson you looked at some of the basic terminology needed to work with a spreadsheet
program, and then create some new documents. You should now be familiar with the following:
!" Understand and recognize basic terminology
!" Understand and recognize common symbols
!" How to create a new workbook
!" How to open a workbook
!" How to save a workbook
!" How to close a workbook
!" How to enter information
!" Move around in the worksheet
Review Questions
1. What’s the difference between a workbook and a worksheet?
2. A cell is:
a. Any box in the worksheet
c.
b. The grey boxes at the top or left of the d.
worksheet identifying the columns or e.
rows
© CCI LEARNING SOLUTIONS INC.
The intersection of a column and a row
All of the above
Only a or c
KEY APPLICATIONS 1102-0C
188
USING MICROSOFT EXCEL
3. How can you create a new blank workbook?
a. Select File and then New
b.
c.
Click on the New button on the Standard d.
toolbar
e.
Click on the Blank Workbook link on
the New Workbook task pane
All of the above
Only a, b, or c
4. Which command would activate the Template dialog box to create a new workbook?
a. Select File and then New
c. Press
+
b. Click on the New button on the Standard d. Click on the Blank Workbook link on
toolbar
the New Workbook task pane
Press
+
All of the above
6. Which method can you use to close a workbook?
a.
Select File and then Close
b. Click on the Close Window button
+
c.
Press
All of the above
Only a or b
d.
e.
5. How can you open a file?
a. Select File and then Open
c.
b. Click on the Open button on the d.
Standard toolbar
7. What’s the difference between Save and Save As?
8. You must always save a document in the My Documents folder, regardless of whether you have
access to other drives.
a. True
b. False
9. Text is automatically aligned at the left side of the cell whereas numbers and dates are aligned at
the right side of the cell.
a. True
b. False
10. Which key can you use to move to a specific cell?
d.
a.
b.
+
e.
All of the above
c.
+
f.
Only a or b
KEY APPLICATIONS 1102-0C
+
© CCI LEARNING SOLUTIONS INC.
189
USING MICROSOFT EXCEL
Lesson 2: Manipulating the Information
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at how to select items in a worksheet for the purpose of making changes or
manipulating the data. On successful completion, you will be familiar with the following:
!" Selecting cells or ranges of cells
!" Changing the column widths or row heights
!" Making changes to the cell contents
!" Using Undo or Redo
!" Copying or moving data
!" Filling cells with content automatically
!" Inserting or deleting rows or columns
!" Hiding or unhiding rows or columns
!" Managing worksheets
3.1.2
Selecting Cells
The ability to select a range of cells is a fundamental skill in Excel. Prior to issuing a command or
undertaking a procedure, you must indicate what part of the spreadsheet you wish to affect with the
command. Range selection is the means to indicate this area.
A range selection can be as small as a single cell, or as large as the entire spreadsheet. Excel keeps the
cell(s) highlighted until you change or remove the selection. Clicking on a cell or using an arrow key
will remove the selection.
In a worksheet, you can select one of the following:
!" a single cell, i.e., the active cell
!" a range — a rectangular section of a worksheet containing two or more cells
!" multiple ranges
Excel displays the selected range by reversing the color of the cells. Within the selected range there
will be one cell that appears in normal color. This is the active cell of the range.
To select a range using the mouse:
Click on the cell.
A single cell
Click on the cell, hold the mouse button down and drag to the end of the
desired range, then release the mouse button.
Extend
the selection
Click on the row header.
An entire column
Click on the column header.
The entire worksheet
Click on the Select All button in the top left corner of the worksheet (the
button to the left of the column headings and above the row headings).
Make a selection
Click on the beginning cell in the range, then point to the ending cell in the
range and hold the
key down while clicking on the ending cell in the
range.
Extend/shrink a
selection
Hold down the
key, then click inside the previously selected range to
shrink the selection; or click outside the range to extend the selection.
An entire row
Other selection techniques include:
Click on the cell, column or row. Move the pointer to the next cell, column
Non-adjacent
key down, then click and drag.
or row, hold the
columns, rows or
cells
Extend the
row selection
© CCI LEARNING SOLUTIONS INC.
Click on the row number, hold the left mouse button down and drag.
KEY APPLICATIONS 1102-0C
190
USING MICROSOFT EXCEL
Click on the column letter, hold down the left mouse button and drag.
Extend the column
selection
Making Changes to the Contents
Once you have entered your data into a worksheet, you may want to rearrange the data or change it to
suit your needs and preferences. If you were working with the manual method on columnar sheets,
you would have to reconstruct the worksheet each time your requirements changed. Now, you can use
Excel’s tools to make quick changes to the display and arrangement of the data on the worksheet.
3.1.2
In some cases, you may want to use the keyboard to select cells by using the
key with the arrow
keys. Generally, you have better control when selecting large cell ranges with the keyboard, especially
when having to scroll to other parts of the worksheet at the same time. Note that you cannot select
non-adjacent rows, columns or cells using the keyboard only.
The most obvious method of changing the contents of a cell is to simply enter the new contents in its
entirety, and press
. Excel then replaces the old information with the new information. This is
often used because it does not require the use of any special keys or modes.
If you make errors while entering numbers or text into a cell, you may correct them by pressing the
key. You can also use your mouse to move around the
key prior to pressing the
and
key
current cell contents, and then type additional text. You can also use the
to remove unwanted text. Once you press the
key, Excel will replace the original cell entry
with the entry you typed.
If the label is long and the editing change relatively small, you can also activate Excel’s Edit mode by
key. The primary advantage of the Edit mode is that it is easier and less error-prone
pressing the
than retyping the cell contents. When you activate the Edit mode, Excel displays the cursor in the cell
,
you want to change. Use the arrow,
,
and
keys to make the changes.
Note that anything you type is added to whatever is there. You can also type over the cell contents by
pressing the
key while you are in the Edit mode. You may still have to delete any stray
characters from the previous text.
You can also activate edit mode by double-clicking on the data in a cell.
Using Undo, Redo, or Repeat
1.3.7
Excel has an Undo function that allows you to undo commands that you have executed in your
worksheet. To undo the last action performed, use one of the following methods:
!" Select Edit and then Undo [Command] where Command is the last action performed.
of the
(Undo) button on the Standard toolbar.
!" Click on the
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
191
USING MICROSOFT EXCEL
!" Press
+
.
Excel allows you to undo a maximum of 16 commands that were most recently used. This “undo
history” is lost if you close the workbook, or if you save it. This adds another consideration to the
saving of your work. This history can be displayed when you click on the down arrow of the
(Undo) button.
In addition to undo, Excel will allow you to redo commands. If you reverse a command, then
immediately decided that you need to “undo your undo”, you can redo the command to put it back in
your worksheet. The Redo function is only available if one or more commands were undone.
To redo the last action performed, use one of the following methods:
!" Select Edit and then Redo [Command] where Command is the last action performed.
of the
(Redo) button on the Standard toolbar.
!" Click on the
+
.
!" Press
As with the Undo feature, a history is kept of the last 16 actions performed for the Redo feature. In
(Redo) button.
order to display the list of actions to redo, click on the down arrow of the
$
You can also repeat an action by using the
key. For instance, if you apply a shading color with
specific borders to selected cells and find you need to add the same shading and borders to a few more
to repeat the last action (applying
cells in the worksheet, you can select those cells and then press
the formatting options). Take note that the Repeat feature differs from the Redo feature in that the
Repeat feature only repeats the last action performed; it does not have a history of actions that can be
repeated. The moment you chose a different action, pressing
will only repeat the new action just
performed.
Exercise
Create a new workbook by clicking the
2
Create this spreadsheet:
button in the Standard toolbar.
1
and type: B3 in the Reference field. Click OK.
Press
4
Type: Car and press
3
.
Now try making changes to the noted cells and their contents.
5
Move to cell B3 again.
6
Press
7
Press the
8
Type: n opene and press
9
Use the
change).
key again to change cell B4 to 124456 (remember to press
after the
10
Use the
change).
key again to change cell B5 to 3/6/04 (remember to press
after the
11
Click on cell B3 and drag down to cell B5.
© CCI LEARNING SOLUTIONS INC.
to enter the Edit mode.
key once to position the insertion bar between the last two characters of Car.
.
KEY APPLICATIONS 1102-0C
192
USING MICROSOFT EXCEL
12
Press and hold the
key then click on cells C3, C6, D4, and E6.
13
Press
14
Click the
This demonstrates how you can select a range, then extend it to include other cells. Once the
cells are selected, you can activate any command or sequence of commands to the selected
cell(s).
button in the Standard toolbar.
The text is redisplayed in the cells.
15
Select Edit, Undo Typing ‘3/6/04’ in B5.
16
Click the
17
Select cell B3 and then press
18
Click on cell B5 and then press
19
Click in cell D4 and type your name.
20
Discard the current workbook by selecting File, Close. Select No in the dialog box to not save
this workbook.
.
button in the Standard toolbar.
Copying and Moving Data
You can copy cells and ranges to a different part of the worksheet or to another worksheet without
affecting the original cells. This allows the use of summary or other data on other spreadsheets or on
the original spreadsheet in another location.
1.3.3
1.3.4
Excel allows you to copy or move cell contents and their formats to simplify editing tasks and
streamline worksheet construction. There are very significant differences between these two features.
Moving the contents of a cell removes the value from the original location and places it in the new
location.
The commands for copying and moving in a worksheet are on the Edit menu:
Cut
Allows you to remove the contents of a cell or a range of cells and place them in a
new area in a worksheet.
Copy
Allows you to copy the contents of a cell or a range of cells to a new area in a
worksheet.
Paste
After you have used Cut or Copy, this option allows you to place the contents of the
cut or copied cells into a new cell location.
Paste
Special
Allows you to modify the effects of the paste option (i.e., you can paste the contents
or format only). The paste option is non-selective and will paste all features of the
originating cells.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
193
USING MICROSOFT EXCEL
When you select either the Cut or Copy command, a marquee (a moving dotted rectangle) will appear
around the selected cell range. This marquee identifies the cell range that can be pasted to another part
of the worksheet or to another worksheet. To remove the marquee, use one of the following methods:
!" Press
.
!" Continue with the editing process on your spreadsheet. As soon as you type the first letter,
number or symbol on a new entry, the marquee will disappear.
!" Press
to indicate you want to paste the cut or copied item into this location only.
If you want to copy an item to several cells, ensure the marquee is still displayed on the original item,
then select the Paste function as many times as necessary in various cells. When you no longer need
the marquee, use one of the previous methods to remove the marquee and end the copy action.
A new Excel 2002 feature allows you to cut or copy more than one cell range, and retain up to 24 cell
ranges in the Office Clipboard at one time. You can then paste any or all of these cell ranges from the
Office Clipboard in any sequence you need.
The Office Clipboard is a feature only available in the Office applications. The Windows Clipboard is
separate, and continues to store only the last item copied into it. The Clipboard can be displayed with
the task pane or through the Edit menu.
$ Exercise
Create a new workbook and then enter the following information:
2
Save this as Budget - Student
3
In cell C2, type: Feb and press
1
.
You will now learn how to copy expenses that are the same rather than retype them for every
month.
4
Move the cursor to cell B4 and drag down to select up to cell B5.
5
Click the
button in the Standard toolbar and then click in cell C4.
6
Click the
button.
You could also have pressed the
key to paste the entries into this location.
Notice how Excel has copied both cells from the original cell references into the correct place,
even though you only choose one cell. Excel will automatically replace the contents of the
existing cell(s) with the copied entries.
button again.
7
Move the cursor to cell B7 and click the
8
Click in cell C7 and then click on the entry in the Clipboard.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
194
USING MICROSOFT EXCEL
If you do not see the Clipboard, select Edit, Office Clipboard. You can also click on the Options button
to have this pane open automatically whenever copy or move is used a second time.
9
Click in cell B3 and then click the
button once more.
The Clipboard should now has two entries in it.
Click on cell C3.
11
Click on the down arrow next to the 500 entry in the Clipboard by moving the mouse over the
500.
12
Click on the Paste command.
10
Using the down arrow for each entry gives you the choice of pasting this entry or deleting it
from the Clipboard.
13
Save the spreadsheet again.
You could have also clicked on the 500 entry to insert the entry.
Using AutoFill
3.1.3
Another method of copying data is to use a feature called AutoFill. This feature allows you to have
Excel automatically fill in data based on the original contents. This could be data in a single cell, or a
range of cells where a specific pattern or trend exists.
$
Exercise
1
Ensure the budget - student workbook is open on the screen.
2
Move the cursor into cell C2.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
195
USING MICROSOFT EXCEL
Move the cursor to the lower right corner of this cell until you see the AutoFill symbol (i.e.,
4
Click and drag across to cell G2.
).
3
Excel should now have filled these new cells with the months. This occurs because Excel has set
up AutoFill entries to recognize trends for specific labels (i.e., weekdays, month names, etc.) or
when an interval has been established between two or more cells (e.g., if three cells had 10, 20,
30 in them respectively, Excel would recognize a pattern of 10 between the values and
automatically insert 40 as the next data entry).
Notice the new symbol (i.e., ) that appears at the bottom of the
cells you just filled. Dragging to fill cells is the easiest method to
copy information from one cell to another. If you need to set up a
different type of fill pattern, position the cursor over this icon and
then click on the down arrow to see the other options.
5
Select cells C3 to C5 and then position the cursor at the lower right corner of this range.
6
Drag this across to column G.
7
Select cell C7 and fill cells D7 to G7.
Your worksheet should then look similar to the following:
8
Save the workbook again.
Changing the Column Widths
3.1.4
As you begin working with data in Excel, you may want to adjust the columns or rows in order to see
more characters in that column or row. Changing the column width or row height to be larger than the
default is another way of adding more “white space” to the rows or columns.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
196
USING MICROSOFT EXCEL
The standard column in a new worksheet may not be wide enough to accommodate the entries you
make in the cells. If the adjacent cells are empty, Excel will display your entire label by overflowing
into those cells. If the adjoining cells have entries, your cell entry will be truncated at the cell
boundary.
You can select between zero and 255 for the width of your column. When you change a column
width, the stored contents of the cells do not change; only the number of the characters displayed.
You can also hide a column and its contents totally if it suits your needs.
If you enter values bigger than can be displayed in the cell, Excel stores the data but displays the
number in scientific format. If you expand the width of the cell sufficiently to allow display of the
original number, Excel will show the number.
To change the width of a column, use one of the following methods:
!" Select Format, Column and then Width
!" Position the cursor on the line at the right side of the column to be adjusted (the curosr will
be sitting on the line between two columns). When you see
width for the column.
, click and drag to the required
A quick way of checking the width of the column is to click on the vertical bar between the columns,
or reference area. The width is displayed in a tip box above and to the right of the mouse pointer.
$
Exercise
1
Open the Awesome Bikes workbook.
2
Save as Awesome Bikes - Student
3
Select any cell in column A.
4
Select Format, Column, Width in the menu bar.
5
Type in the Column width field: 11 and press the
KEY APPLICATIONS 1102-0C
key.
© CCI LEARNING SOLUTIONS INC.
197
USING MICROSOFT EXCEL
6
Repeat steps 4 and 5 for columns B and C with appropriate widths for those columns.
Now use the mouse to adjust the width of column D.
7
Point to the vertical line at the right of the column heading — i.e., the line separating columns D
and E.
The pointer changes to a vertical bar with arrows on each side (i.e.,
8
).
Click and drag to the right to widen the column (or to the left to reduce the width).
Notice how as you drag the column width, a screen tip appears giving you the current column
width as a visual reference. You can expect to repeat steps 7 and 8 several times in order to
determine an appropriate column width.
Release the mouse button when the dotted line is to the right of the long labels.
10
Change the widths of columns E, F, and G using the method of your choice.
The screen should appear similar to the following:
9
11
Save the workbook again.
Using AutoFit
3.1.8
Another way of adjusting the column width so that the contents of every cell in that column are
clearly visible is to use the AutoFit feature. Microsoft realized that users are adjusting column widths
frequently — therefore they designed Excel to automatically adjust the width so that it is just wide
enough for the widest value in the entire column.
To adjust the width of a column to automatically fit the longest content in that column, use one of the
following methods:
!" Select Format, Column and then AutoFit Selection.
!" Double-click on the line at the right side of the column to be adjusted.
Similarly, the height of a row can be adjusted manually or with the AutoFit feature.
!" Select Format, Row and then AutoFit Selection.
!" Double-click on the line at the top of the row to be adjusted.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
198
USING MICROSOFT EXCEL
$
1
Exercise
Make sure the Awesome Bikes - Student workbook is open on the screen.
First use AutoFit for column G.
2
Select cell G5.
3
Select Format, Column, AutoFit Selection in the menu bar.
Now see what happens if the same is done for column A.
4
Select cell A2.
5
Select Format, Column, AutoFit Selection.
Now try using AutoFit for multiple columns.
6
Select cells A5 to F5.
7
Select Format, Column, AutoFit Selection.
Notice that Excel made column A wider than the values in rows 5 to 22. The reason is that Excel
made the column wide enough to accommodate cell A2.
Notice that columns B and D are still not wide enough to display every label in those columns.
The reason is that the AutoFit Selection function will only adjust the width to be wide enough
for the cells that were selected in step 6. In fact, the width of column D was reduced for the
column title of Position. This is further demonstrated in the next two steps.
Select cells A6 to G20.
9
Select Format, Column, AutoFit Selection in the menu bar.
8
The columns were now made wide enough for these selected cells, but the column titles have
been cut off for many of the columns.
10
Select cells A5 to G20.
11
Select Format, Column, AutoFit Selection in the menu bar.
Notice that column A is the correct width, unlike the result of step 5 previously.
The screen should now appear similar to the following:
12
Save the workbook again.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
199
USING MICROSOFT EXCEL
Adjusting the Row Height
3.1.7
Sometimes you may want to adjust the row height so the row is much smaller or larger than others in
the worksheet. To adjust the height for a row, use one of the following methods:
!" Select Format, Row and then Height.
!" Place the mouse cursor at the bottom of the row heading to be adjusted. When the cursor
changes to
Exercise
$
, click and drag to the new height required.
Make sure the Awesome Bikes - Student file is active on the screen.
2
Move the cursor to cell A21.
3
Select Format, Row and then Height.
4
Type: 6 and press
5
Save and close the workbook.
.
1
Inserting Rows, Columns, and Cells
3.1.4
3.1.5
Excel has the ability to insert new rows and columns, even between rows or columns of data. This
feature allows you to add information to a previously created spreadsheet, or to separate parts of your
spreadsheet with blank rows or columns.
Any new row or column is added at the current cell position. That is, rows are inserted above and
columns are inserted to the left of the cell that you select before issuing the insert command. You can
insert one or more rows or columns at the same time.
If you only need to insert a few cells in your worksheet, be careful about what is selected at the time
you activate the command. This may change the column contents for specific columns inadvertently.
You should be careful using these commands as they affect the entire spreadsheet and thus may affect
areas of the spreadsheet you are not viewing on the screen.
To insert a column to the left of the selected column(s), use one of the following methods:
!" Select Insert and then Columns.
from the numeric keyboard.
+
!" Press
!" Right-click on the selected column and then click on Insert.
To insert a row above the selected row(s), use one of the following methods:
!" Select Insert and then Rows.
from the numeric keyboard.
+
!" Press
!" Right-click on the selected row and then click on Insert.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
200
USING MICROSOFT EXCEL
$
Exercise
Ensure the Budget - Student workbook is active on the screen.
2
Select any cell in row 3.
3
Select Insert, Rows.
4
Click on the gray heading for rows 6 and 7.
1
Select Insert, Rows.
6
Click on the heading for column B.
5
) to show you that the entire row will be
Notice the row heading symbol that appears (i.e.,
selected.
Notice the column heading symbol that appears (i.e., ) to show you that the entire column will
be selected.
Select Insert, Columns.
7
8
Enter the following values:
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
201
USING MICROSOFT EXCEL
Remember that you can use AutoFill to copy the values for the new entries in row 6 and 7 instead of
typing them in directly.
9
!
1
Save the workbook again.
Practice Exercise
Open the Personnel List v2 workbook and save as Personnel List v2 - Student
First add a new column to indicate the position title of each employee.
Select cells C3 to C12.
3
Select Insert, Cells.
4
Click on Shift cells right and then click on OK.
2
Select cell C3, and type: Position
6
Enter the following values:
5
Cell
Value
C4
C5
C6
C7
C8
C9
C10
C11
C12
Sales Mgr
Sales Rep
Clerk
Sales Rep
Admin
Sales Rep
President
General Mgr
Clerk
Now add three rows for new employees.
7
Select the three row headers 6 to 8.
8
Select Insert, Rows in the menu bar.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
202
USING MICROSOFT EXCEL
9
Enter the following values for these new rows:
Gerluk
Havisbeck
Moonin
Tracy
Joe
Ho Singh
Clerk
Admin
Sales Rep
900
1250
1750
15-Jun-03
18-Jun-03
20-Jun-03
The screen should appear similar to the following:
10
Save the workbook.
Now look at another part of the worksheet where data is also stored.
11
Click on the button for column A and then press
12
Press the
key.
+
from the numeric keypad.
Notice the blank column in this data.
Try not to place different groups of data on the same worksheet — they should be put into
separate worksheets so that added rows and columns do not affect them accidentally.
13
Close the workbook without saving.
Deleting Rows, Columns, and Cells
3.1.6
Just as Excel allows you to insert new rows and column, it also allows you to delete unnecessary rows
and columns. You may also choose to delete one or several cells, and shift cells over to take the place
of the deleted cells.
key. Unlike
You may also delete the contents of one or more cells by simply pressing the
key will leave the structure of the worksheet intact.
deleting the cell itself, the
When deleting entire rows or columns, it is easy to accidentally delete valuable data in the same rows
or columns if they are not currently displayed on the screen. Be sure to view the entire worksheet
before deleting any rows or columns.
To delete the selected column(s), use one of the following methods:
!" Select Edit and then Delete.
from the numeric keyboard.
+
!" Press
!" Right-click on the selected column and then click on Delete.
To delete the selected row(s), use one of the following methods:
!" Select Edit and then Delete.
from the numeric keyboard.
+
!" Press
!" Right-click on the selected row and then click on Delete.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
203
USING MICROSOFT EXCEL
$
Exercise
1
Make sure the Budget - Student workbook is active.
2
Select cell G13.
3
Press the
key.
key removes any contents of the cell, except for cell formatting. The
Note that the
structure of the spreadsheet is also unaffected. Now remove an entire row.
4
Click on the
5
Click anywhere in row 3.
6
Select Edit, Delete.
7
Click on the Entire row option and then click on OK.
8
Click the gray column selector button for column B.
9
Select Edit, Delete.
10
Adjust the column width for column A.
11
Save the workbook.
1
!
button to reverse the deletion.
Practice Exercise
Open the Personnel List v2 - Student workbook.
First delete the contents of a cell.
2
Select cell C10 and press the
key.
Now delete cell C10 and shift the cells over as well.
3
With cell C10 as the current active cell, select Edit, Delete in the menu bar.
4
Select the Shift cells left option button and click the OK button.
Notice that the contents of cells D10 and E10 have now moved to the left by one cell. Now
remove a row using the Edit, Delete command.
5
Select any cell in row 6.
6
Right-click and select Delete.
7
Select the Entire row option button and click the OK button.
Now try removing a block of cells.
8
Select cells B11 to D13, then select Edit, Delete in the menu bar.
9
Select Shift cells up and click the OK button.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
204
USING MICROSOFT EXCEL
Try removing an entire column from the worksheet.
10
Select column B by clicking on the column B header, then select Edit, Delete in the menu bar.
The worksheet should now appear as follows:
to move to the bottom part of this worksheet.
Page
11
12
This is an example of why you should try to avoid putting multiple
parts of a report on the same worksheet. When you deleted the
cells in step 9, shifting the rest of the cells up also altered this part
of the worksheet.
Close the workbook without saving the changes made in this exercise.
Hiding/Unhiding Rows & Columns
3.1.9
On occasion, you may need to hide one or more rows or columns in your spreadsheet. This may be
necessary if you do not want other users to see these hidden rows or columns or to show more of the
worksheet on the screen.
You can identify hidden cells by the gaps in the row or column headers. They will remain hidden until
you unhide them again. Any formulas in hidden cells, or formulas in visible cells that reference
hidden cells will continue to be calculated correctly.
Hidden rows and columns will not appear even if you print the worksheet, until you unhide them
again.
To hide a column or row, select the appropriate column(s) or row(s) first, and then use one of the
following methods;
!" Select Format, Column/Row and then Hide.
!" Right-click on the selected column(s) or row(s), and then click on Hide.
To unhide a column or row, select the appropriate column(s) or row(s) first, and then use one of the
following methods:
!" Select Format, Column/Row and then Unhide.
!" Right-click on the selected column(s) or row(s), and then click on Unhide.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
205
USING MICROSOFT EXCEL
$
Exercise
1
Open the Megatron Entertainment workbook.
2
Select columns D & E.
3
Select Format, Column, Hide.
Columns D & E are now hidden, similar to the following:
Notice the gap in the column header sequence. Now unhide columns D & E.
4
Select columns C through to column F.
5
Select Format, Column, Unhide.
Another way of unhiding a column is to right-click on a selected column header, then choose Unhide from
the shortcut menu. Alternatively, you can also position the mouse pointer in the column header, slightly
to the right of where the hidden column is located. The mouse pointer will change to a double-headed
arrow, with a pair of vertical lines. Click and drag the right edge of the hidden column until the desired
width is attained.
6
Close the workbook without saving.
Managing Worksheets
3.1.6
An Excel workbook is actually a collection of several worksheets. Each of these worksheets can be
treated as an independent spreadsheet from each other. Typically though, these worksheets are related
to each other — for example, one worksheet may contain the list of expenses for a company, another
worksheet contains the revenues for each product sold, and a third with the summary of both the
revenues and expenses. A different workbook would contain the list of employees for the company.
Worksheets can be renamed, added, deleted, copied, and moved in a workbook. You can add as many
worksheets as required; the only limitation is the amount of memory available for your system. Use
the tab scrolling buttons to help you move between the sheets quickly.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
206
USING MICROSOFT EXCEL
First Sheet
Next Sheet
Last Sheet
Previous Sheet
Naming Worksheets
Excel’s use of Sheet1, Sheet2, Sheet3, etc. is useful to identify the different sheets when you first
access your workbook. However, it is not very descriptive after you have entered some information
on the various sheets.
Fortunately, you can name the tabs with more descriptive names. This makes navigating your sheets
much easier, particularly when you have used several sheets to enter the information.
As you rename the tabs, Excel will adjust the size based on the number of characters. You can only
type a maximum of 31 characters for a sheet tab name.
To rename a worksheet tab, use one of the following methods;
!" Select Format, Sheet and then Rename.
!" Double-click on the sheet tab and then type the new name.
Exercise
$
1
Open the Budget - Student workbook.
2
Check that you are on Sheet1.
3
Select Format, Sheet, Rename.
The tab label for the current sheet is now highlighted.
5
.
Click on Sheet2.
Select the Format, Sheet, Rename option in the menu bar.
6
Type: 2004 Budget as the tab label and then press
4
7
Type: 2005 Budget for the tab label and then press
8
Click on Sheet3.
9
Select the Format, Sheet, Rename option in the menu bar.
10
Type: 2006 Budget and press
11
Click on the 2004 Budget sheet tab.
KEY APPLICATIONS 1102-0C
.
.
© CCI LEARNING SOLUTIONS INC.
207
USING MICROSOFT EXCEL
12
The worksheet should now appear as follows:
Save the workbook.
Inserting or Deleting Worksheets
When a new workbook is created, Excel automatically includes three worksheets by default. More
worksheets can be added at any time, by selecting Insert, Worksheet in the menu bar. The new
worksheet will be added between the current active worksheet and the previous worksheet.
To insert a new worksheet, use one of the following methods:
!" Select Insert and then Sheet.
!" Right-click on the sheet tab where the new sheet is to be inserted and then click on Insert
Sheet from the shortcut menu.
If there are more worksheet tabs than the status bar can display at one time, the tab scrolling buttons
can be used to display the other worksheet tabs.
As well, when worksheets are no longer needed they can be removed from the workbook. You should
save your workbook before deleting a worksheet. Once deleted, a worksheet cannot be retrieved with
the Undo command. You should also check every worksheet for error messages after deleting the
worksheet — there may have been formulas (discussed in the next section) in the deleted worksheet
that will affect the values in the rest of the worksheets.
Exercise
$
1
Make sure the Budget - Student workbook is active.
2
Select the 2004 Budget tab.
3
Select Insert, Worksheet.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
208
USING MICROSOFT EXCEL
Note that the new worksheet is added before the current active worksheet. The worksheet should
now appear as follows:
Click on the 2004 Budget worksheet again.
5
Click in the new worksheet and type your first name in cell A1.
6
Select Edit, Delete Sheet.
4
If nothing had been entered into the worksheet, Excel would delete the worksheet automatically.
This is a warning reminder from Excel regarding any data contents that might affect other data
in the workbook.
Click on the Delete button.
8
7
9
Close the workbook without saving the changes.
The worksheet is now deleted from the workbook.
Repeat for the 2005 Budget and the 2006 Budget tabs.
Summary
In this lesson you selected items in a worksheet for the purpose of making changes or manipulating
the data. You should now be familiar with the following:
!" Selecting cells or ranges of cells
!" Making changes to the cell contents
!" Using Undo or Redo
!" Copying or moving data
!" Filling cells with content automatically
KEY APPLICATIONS 1102-0C
!" Changing the column widths or row heights
!" Inserting or deleting rows or columns
!" Hiding or unhiding rows or columns
!" Managing worksheets
© CCI LEARNING SOLUTIONS INC.
209
USING MICROSOFT EXCEL
Review Questions
1. A range can be as small as a single cell, or as large as the entire spreadsheet.
a. True
b. False
2. Which key can you use to select multiple non-consecutive ranges of cells?
a.
c.
d.
b.
3. Which key activates the Edit mode?
c.
a.
d.
b.
4. When you click on the Undo button itself, Excel will undo the last action performed only, whereas
if you click on the down arrow for the Undo button, you can undo multiple actions.
a. True
b. False
5. When you activate the Cut or Copy command, a marquee appears around the selected cell(s) to be
used with the Cut or Copy command. How can you remove the marquee?
c. Continue entering data in new areas
a. Press
d. All of the above
b. Press
e. Only a or c
6. How many items can the Office Clipboard hold for insertion into an Excel worksheet?
a. 12
c. 1
b. 24
d. 36
7. What is the AutoFill feature?
All of the above
Only a or c
8. How can you adjust the width for a column?
a. Select Format, Column, Width
d.
b. Select Format, Column, AutoFit
e.
c. Click and drag the line at the right side of
the column heading
9. When you insert a new row, where is it inserted?
10. The names of each of the sheets cannot be changed.
a. True
b. False
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
.
Key Applications
IC3 – Module B
Unit 4: Using Microsoft PowerPoint
This unit includes the knowledge and skills required to
communicate effectively with presentation software such as
Microsoft PowerPoint, and to use simple functions specific to
creating and editing presentations (as opposed to common
functions included in Unit 1: Common Elements). Topics include
the ability to create and modify slides in a presentation, create
different types of presentation output and identify the most
effective ways to use a presentation program to communicate with
others.
© CCI LEARNING SOLUTIONS INC.
Lesson
1
2
3
4
5
6
7
Topic
Getting Started
Setting Up the Presentation
Working with Text
Formatting Text
Working with Objects
Enhancing the Presentation
Bringing It All Together
KEY APPLICATIONS 1102-0C
280
USING MICROSOFT POWERPOINT
Lesson 1:
Getting Started
Objectives
Suggested Timing: 1 Hour
The objectives of this lesson are to introduce the basic features of Microsoft PowerPoint to create a simple
presentation. Upon successful completion of this section, you should be able to do the following:
!" move around in PowerPoint
!" create a presentation using the AutoContent Wizard
!" create a presentation using a blank slide
!" open, save and close a presentation
!" add and edit text in different views
What is a Presentation Manager?
A presentation manager program is designed to create, edit, and manipulate slides, transparencies, or
on-screen presentations.
What is PowerPoint?
When creating the components for a presentation, this type of program allows you to enter text, draw
objects, create charts, and add graphics. Printing the presentation can be done through a printer
(usually a laser printer) or can be sent to a designated printing company to produce the slides. You
can even do your presentations over the Internet. Most presentation manager programs also have the
ability to distinguish and produce the components in color, if a color printer is available.
Microsoft PowerPoint (commonly referred to as PowerPoint) is a presentation manager program that
allows you to quickly and easily create professional looking presentations including slides, speaker
notes, and audience handouts.
Some of PowerPoint’s key features are as follows:
!" a Slides tab is included with the Outline tab in the Normal view so you can see a thumbnail
or miniature view of your slides for layout and design, or switch back to Outline view to
type the text for the slide
!" a grid is displayed on the slide to help you line up objects on the slide
!" multiple templates to select when creating a presentation
!" the ability to obtain help by using the Office Assistant field to ask questions in your own
words
!" some frequently used dialog boxes may appear in a separate window on the side of the
screen instead of sitting over top of the slide
!" a preview of the presentation in the Open File dialog box
!" the Clip gallery allows you to add multiple images to your presentation
!" the ability to manipulate the graphics or objects, e.g., rotating, multiple selection, Text
AutoFit, optimization, etc.
!" the abiliy to save selected objects or backgrounds as a picture
!" the ability to draw a variety of objects to enhance your slides
!" the Graph 2000 features that allow you to easily create charts and graphs
!" the Animation Effects features that allow you to animate objects and text in the presentation,
as well as control the timing on these effects
!" organization chart effects and diagram charts to add in the presentation
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
281
USING MICROSOFT POWERPOINT
!" options for handling a variety of effects once the presentation is saved to an HTML format
for the Internet or intranet
!" ability to track changes in the presentation when it is sent to others via e-mail
!" the PowerPoint Viewer that allows you to view your presentation on computers that do not
have PowerPoint installed
!" access to the World Wide Web directly from within PowerPoint
!" the ability to convert your presentation into web pages
PowerPoint 2002 is a program designed to run under Microsoft Windows, therefore utilizing the
program’s ability to easily integrate data from other Windows applications.
When you start PowerPoint, you can select one of the options in the New Presentation task pane to
work with a presentation.
Displays a list of names for any presentations
opened previously on this system. If you want to
open one of these presentations, click on the
appropriate file name.
New
Choose from one of the three methods to create a
new presentation.
New from
existing
presentation
Create a new presentation from one already saved on
the system.
New from
template
Choose to create a new presentation using one of the
pre-designed templates that Microsoft provides for
PowerPoint. These can be either from a location
available to your system, or Microsoft’s web site.
Other
The last three options at the bottom of this dialog
box give you the opportunity to create a new folder
for this presentation if it’s going to be saved on the
web, access the PowerPoint help option, and display
this task pane every time when you start PowerPoint
(if you don’t like this task pane, uncheck this box).
Open a
presentation
4.1.2
Working with Presentations
Each slide you insert and include in the presentation has placeholders. Placeholders contain the
content you want included on the slide, and displays with a help message indicating you can click in
that placeholder to either enter text or insert an element, such as a picture, chart or sound clip.
Whenever you see a dashed line box with a tip on what to do, this is a placeholder.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
282
USING MICROSOFT POWERPOINT
The placeholders shown here require you to click inside the placeholder in order to insert text or a
picture. When you see a placeholder similar to the following, PowerPoint wants you to click on one of
the icons in the box within the placeholder to insert the appropriate object.
As you place the mouse cursor over the icon, PowerPoint will display a screen tip indicating what
object will be inserted if you click on it.
To move from one placeholder to another on a slide, either click in the appropriate placeholder or
press
+
.
Creating a Presentation
There are three different types of new presentations you can create in PowerPoint:
Blank Presentation
Generally the most common method, you can start with a blank presentation
style and then customize for colors, backgrounds, images, etc. to suit your
needs.
From Design
Template
These are pre-designed themes using specific backgrounds and colors that
Microsoft has set up for you. Similar to the AutoContent Wizard, you need
only to change the text to match the contents for the presentation.
1.2.6
From AutoContent
Wizard
A wizard that takes you through a step at a time in selecting certain aspects
of the presentation. In most cases, these presentations are pre-designed and
you need only to change the text to match the contents for the presentation.
As you create your presentation, consider saving it so you can access it at a later date. It will also save
you time in case you have to recreate it. Once a file has been saved, you can also save it with a new
name in case you want to keep the original intact.
You can also create more than one presentation at a time, and switch between the multiple
presentations to add or change items as needed.
In addition to creating a blank presentation using the New Presentation task pane, you can also create
a blank presentation quickly by using one of the following methods:
!" Select File, New and then Blank Presentation.
!" Click on the
!" Press
+
button on the Standard toolbar.
.
Before creating your presentation, give some consideration to the following:
4.1.1
!" Plan your presentation in draft form before creating on the computer; this will give you a
starting point from which new slides can be added or modified as the presentation evolves.
!" Keep the text consistent in format and layout as too many variations of the text can be
distracting. Also, keep in mind that text is generally read from left to right, top to bottom.
!" Keep the number of colors used to a minimum. Too many colors on one slide can be
distracting and take away from the message of the slide.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
283
USING MICROSOFT POWERPOINT
!" Use contrast to emphasize a message. For example, be aware of the color used for the
background of the slides. If the background is white or too light in color, your text may be
“lost” due to the glare of the background.
!" Keep points to a minimum. The standard is six points per slide. Also, make the points brief;
too much reading per slide causes your audience to lose attention quickly.
!" Try adding special effects to the slides, but keep these effects consistent and use only when
necessary for effect. For example, if a slide has six points, consider using an effect that
displays one point after the other.
!" If using graphs or charts, keep the information to a minimum or split the information into
several slides. The rule is: “if it takes you a long time to create the slide, it will take just as
long for the audience to read and figure it out”.
!" Once you’ve entered the items and enhanced the presentation, be sure to check that the
presentation also clearly identifies who you are. For instance, you may want to show your
company name and logo on the title page, but also continue to show a smaller logo at the
lower left corner of every slide. This helps the audience to remember that the presentation
was delivered by you.
Remember that the appearance and delivery method of the presentation will determine how successful
you are in reaching your target audience. One of the factors in delivering presentations is being able to
reach the audience and entice them to buy or want more information about your service or product.
This can be accomplished by producing the most appropriate presentation to match your audience.
Entering Text
4.1.3
There are a couple of ways that text can be entered onto a slide. Neither method is better than the
other; both have advantages and disadvantages. Focus should be placed on what is easiest for the user:
entering all the text at one time in the Outline pane, or using the Slide pane to see exactly where to
insert items.
Using the Outline Tab
Text can be added either in the Outline tab (similar to using a
word processor), or directly in the slide. The Outline tab is meant
to allow you to enter text only. Most people will begin their
presentation by creating all the text first and then adding the
enhancement features required for the presentation. This feature
can be very handy for this purpose.
Take note of the following:
!" The Outline tab may also display with
if the Slides tab is active. Click on this tab to
display the Outline tab in full.
!" The first line next to the slide icon
will always be the title for the slide. As you type text
on this line, the text will be inserted into the Title placeholder box.
!" If you press
after typing in the title, a new slide will appear, generally in the Title
and Text slide layout.
!" To insert text for the next text placeholder, press
+
.
!" If the slide has the Title and Text slide layout applied, when you press
+
after
typing in the title line, PowerPoint will move you to the Bulleted List placeholder. When
you press
after typing in the first bullet point, PowerPoint will then display another
bullet for the next point.
!" To move in a level or create a subpoint, press
© CCI LEARNING SOLUTIONS INC.
.
KEY APPLICATIONS 1102-0C
284
USING MICROSOFT POWERPOINT
!" To move back a level for the subpoint, press
+
.
!" To create a new slide after entering all the points in a bulleted list, press
+
.
!" When you want to select the entire slide in the Outline
tab, click on the slide icon for the slide. This will
select everything in the slide, even though you will
only see the text for the slide.
Using the Slides Pane
In most cases, you will use the Slides Pane to
insert or modify items on the slides. Since
this view allows you to see everything on the
slide, most people prefer to work with this
mode, even when entering text. The
placeholders are clearly shown on the slides,
thereby providing you with a guide as to
where you may want to enter the text.
Do not confuse the Slide pane with the Slides tab. The Slides
tab displays miniatures of your slides so you can see how the
information is flowing or appears in different areas of the
presentation. You cannot make changes directly to the slide;
this is meant to work similar to an “instant preview” of the
presentation.
Use the split bar between the Outline and Slide Panes to show more or less of each pane. For
example, if you prefer to enter all the text for the slides at one time, drag the split bar to the right to
show more text in the Outline Pane.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
285
USING MICROSOFT POWERPOINT
Vertical Split Bar
#
Horizontal Split Bar
Exercise
As part of a marketing project, you have been asked to present information on some of the weather
phenomena over the past few years. Your group has been given the topic of hurricanes. Some research
on the Internet or periodicals will be needed and while you may not have all of the information, you
decide to begin the presentation with the information previously compiled. You will create a new
presentation using the Blank Presentation option.
Start PowerPoint, if not already active on the screen.
2
Click in the first text placeholder on the slide that shows Click to add title.
3
Type: Hurricanes
4
Click in the second text placeholder on the slide that shows Click to add subtitle.
5
Type: Marketing Project and press
6
Press
1
+
. Type your name on the second line.
.
PowerPoint now displays a new slide for you with a Title placeholder and a bulleted list
placeholder. This is the default slide after a title slide.
7
button on the Standard toolbar.
Click on the
Notice how PowerPoint creates a new blank presentation for you to use.
8
Press
+
.
PowerPoint should now have created another blank presentation (i.e., Presentation3) for you.
There are no restrictions as to the number of new presentations you can create at any time other
than hardware restrictions on your system, such as the amount of RAM.
9
Leave all presentations open on the screen.
Managing Your Files
As you begin to work with presentations, you will need to manage the files for quick retrieval, saving
to different locations or types, closing the files when they are no longer needed, or switching between
open presentations for multiple tasks.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
286
USING MICROSOFT POWERPOINT
Switching Between Presentations
1.2.3
You can switch between the different presentations by using the Window menu, or selecting the
required presentation from the Taskbar. As you save files and leave them open on the screen,
PowerPoint minimizes each and displays a button for that presentation in the Taskbar.
Saving a Presentation
1.2.8
As with any other file, it is important to save your presentations as you work on them in order to be
able to use them again at a later date. PowerPoint automatically assigns a .ppt extension at the end of
the file when you chose the default setting (Presentation). The presentation can also be saved as a .pps
making it a PowerPoint show; this can be handy when you want to send a presentation file via e-mail
and you are unsure if the recipient has PowerPoint installed.
The first time you save a presentation, you will always be presented with the Save dialog box:
PowerPoint will display a file name as a suggestion based on the text entered on the title slide. You
can accept this name or enter another name. PowerPoint will also display the default folder (i.e., My
Documents) as well.
When you want to save the changes made to the existing presentation, use one of the following
methods:
!" Select File and then Save
!" Click on the
!" Press
button on the Standard toolbar
+
If you want to save an existing file with a new name, you will need to select File and then Save As.
Closing a Presentation
1.2.9
Once you have completed creating or editing a presentation, be sure to save the presentation and then
close it if you no longer need to work on it. This clears the screen, allowing you to start a new
presentation or to open an existing one.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
287
USING MICROSOFT POWERPOINT
To close a document, use one of the following options:
!" Selecting File and then Close
!" Click the (Close Window) button at the far right of the menu bar
+
.
!" Press
Once the last presentation on screen has been closed, the Document window becomes gray and most
of the buttons on the toolbars are unavailable.
Opening a Presentation
!" Select File and then Open
button on the Standard toolbar
!" Click on the
1.2.7
Once you’ve closed a presentation, you can open it very easily if you need to use it again. A
presentation file can only be opened if it has been saved previously. Use one of the following methods
to open a presentation file:
+
!" Press
!" Click on the appropriate file in the Open a presentation area on the New Presentation task
pane.
!" Click on one of the four recently used files listed at the bottom of the File menu.
You can also open a file directly from My Computer or Windows Explorer, provided the file type is
recognized by Microsoft PowerPoint. For instance, a file that has a file type of .ppt or .pps will
automatically open in PowerPoint from one of the file management tools. When you double-click on a
file in My Computer or Windows Explorer and the file does not open in PowerPoint, this is an
indicator that the file type is not recognized by PowerPoint. You will then need to either change the
file type, or open the file in the original program it was created in and resave the file using a format
that PowerPoint will recognize.
In the case of a system failure, PowerPoint will try to recover any documents that were open at the
time of the system failure. A Recovery pane will appear on the left side allowing you to choose the
appropriate file. If you do not see the Recovery pane, then the document could not be saved and
recovered during the system reboot, and you will need to create the document again (or use a backup
copy, if available).
#
Exercise
Select Window.
2
Click on Presentation1.
1
This should be the presentation with text entered in the title page.
3
Click on the
4
If necessary, move to the Student data files location, type: Hurricanes - Student in the File
name field, and then click on the Save button.
5
Close this presentation by clicking on the
button on the Standard toolbar.
button at the far right of the menu bar.
PowerPoint will then display the next open presentation on the screen so you can continue to
close the presentations in sequential order. If, however, you want to close only specific ones,
you will need to either switch to that presentation from the Window menu or the taskbar.
4
Press
5
Close any remaining presentations.
© CCI LEARNING SOLUTIONS INC.
+
to close this presentation.
KEY APPLICATIONS 1102-0C
288
USING MICROSOFT POWERPOINT
Everything should now be grayed out on the screen. Whenever you see this, it means that there
are no new or open presentations on the screen. To close any dialog boxes on the screen, you can
button for that dialog box.
click on the
6
Click on the
button for the task pane.
7
Click on the
button on the Standard toolbar.
8
Click on the down arrow for the
9
Click on the Preview option.
10
button.
If necessary, from the Look in field, select the drive and/or folder where the Hurricane Student file is stored.
11
Click on this file and then click Open.
!
Practice Exercise
Select File, New to create a new presentation.
1
The file is now displayed on your screen.
2
Click on the From AutoContent Wizard link in the New Presentation task pane.
KEY APPLICATIONS 1102-0C
© CCI LEARNING SOLUTIONS INC.
289
USING MICROSOFT POWERPOINT
Click on Next.
4
Click on Corporate. Select the Business Plan presentation if it is not already highlighted.
5
Click Next.
6
Select Black and white overheads. Click Next.
3
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
290
USING MICROSOFT POWERPOINT
Type: New Project Business Plan in the Presentation title field. Click Next.
8
Click Finish.
7
Your presentation should look similar to the following:
9
Press
+
. Type: New Project - Student in the File name field and press
10
Press
+
to close the presentation.
KEY APPLICATIONS 1102-0C
.
© CCI LEARNING SOLUTIONS INC.
291
USING MICROSOFT POWERPOINT
Displaying Information in the Presentation
4.1.4
Once the presentation is open on the screen, you can add or change anything in the presentation. You
may also want to change the view so you can see more (or less) of the slide contents. Each view will
change the way that PowerPoint displays your slides.
To change the view of the presentation, use one of the following methods:
!" Select View.
Normal
This view has three panes: Slide, Outline containing a slide
miniature option in the Slide tab, and Notes. Everything you need
to work on your presentation is available in one screen. Each
pane can be adjusted in size, depending on which pane you want
to use.
View multiple slides on one screen, in miniature. The number of slides you
see will depend on the zoom percentage as well as the size of your monitor,
and the number of slides contained in your presentation.
Slide Show
Enables you to run and view the slide show for the presentation at any time.
Notes Page
Add text, graphics or audio to your speaker notes. You can type your notes in
the Notes pane of Normal view, and then change to this view to add graphics
and audio. Alternatively, use this view to enter speaker notes.
Master
This option has a fly-out window that lists all of the available Masters in
PowerPoint.
Slide Sorter
!" Click on one of the view buttons at the bottom left hand side of your screen:
The Normal View button displays the three panes you generally see when you start
PowerPoint.
The Slide Sorter View button allows you to see smaller versions of the slides with
the intent of rearranging or sorting the slides in the presentation.
The Slide Show View runs the slides in the presentation as a slide show, similar to if
you were delivering the presentation to an audience.
#
Exercise
Ensure the Hurricanes - Student presentation is active on the screen. Then select View.
2
Make sure you are in the Normal view.
3
Click on the Outline tab, and then click at the right of the slide 2 icon.
4
Type: What is a Hurricane? as the main title for this slide.
1
Notice that as you begin typing, the text also appears in a larger display in the Slide pane.
However, the cursor displays in the content lines for slide 2 in the Outline tab.
5
Press
+
to allow you to enter text in the second text box.
PowerPoint now displays a bullet and waits for you to begin entering text. When working with
bulleted points, the bullet symbol used for each point is considered a level. The is the first
, PowerPoint moves you down (demotes) to the second level. Each
level. When you press
time you press
, the point will be demoted to the next level. To move back (promote) a
level, press
+
.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
292
USING MICROSOFT POWERPOINT
6
Type: Considered a Tropical Cyclone and press
.
7
Type: Originates over ocean water and press
8
Type the following points for this slide:
.
Temperature is at least 26.5C
Notice that PowerPoint ends this line and moves you to the next line where another bullet is
available for the next point.
Grows in height due to unstable cool air
9
Click the
10
Press
Air in upper atmosphere above the storm is in a high pressure area
button to save the presentation.
.
+
PowerPoint will display a new slide icon for the new slide. Notice how the Slide pane displays
another Title and Text slide layout.
11
Click in the title placeholder of the slide in the Slide pane.
12
Type: How Are Hurricanes Named?
13
Click in the second text placeholder and type the following points (press
subpoints and
+
to promote points as appropriate):
•
•
KEY APPLICATIONS 1102-0C
to demote the
Based on region of world where storm occurs
-
Hurricanes occur in the Atlantic or eastern Pacific Oceans
-
Typhoons occur in western North Pacific Ocean or Philippines
-
Cyclones occur in Indian and South Pacific Oceans
List of names predicted by Tropical Prediction Center in 1953
-
Alphabetical order
-
Alternate from male and female names
© CCI LEARNING SOLUTIONS INC.
293
USING MICROSOFT POWERPOINT
13
!
Your slide should look similar to the following:
Click the
button on the Standard toolbar again.
Practice Exercise
1
Press
2
+
to activate the Save command. Type: Competition - Student in the File name
Press
field and then press
.
3
Click on the Outline tab if it is not already selected.
4
Place your cursor to the right of the slide 1 icon.
5
Type: Our Competition as the presentation title.
6
Press
to create a new blank presentation.
+
.
+
Notice that the cursor moves to the next line on the Outline pane and to the next text box on the
actual slide. If you had pressed
, you would have created a new slide.
7
Type: Joan Citizen as the subtitle.
8
Press
+
9
Press
+
© CCI LEARNING SOLUTIONS INC.
.
to close this presentation.
KEY APPLICATIONS 1102-0C
294
USING MICROSOFT POWERPOINT
Moving Around in the Presentation
1.3.1
As you begin adding more slides to the presentation, occasionally you may want to move around the
slides. Use one of the following methods to move between the slides:
!" Click on the
(Previous Slide) button or press
to move to the previous slide in the
presentation.
!" Click on the
(Next Slide) button or
to move to the next slide in the presentation.
!" In the Outline pane, click on the slide you want to move to in the presentation, or use the
or
#
keys to move between the slides.
Exercise
Ensure the Hurricanes - Student presentation is active on the screen.
2
Click on the
3
Click on the icon for slide 1 in the Outline tab.
4
Use the scroll bar to display the contents for slide 3. Click any line on slide 3 in the Outline tab.
and
1
buttons to move between the slides in your presentation.
PowerPoint displays slide 3 now in the Slide pane even though your cursor is blinking in the
Outline pane.
Summary
The objectives of this lesson were to introduce the basic features of Microsoft PowerPoint to create a
simple presentation. You should now be able to do the following:
!"move around in PowerPoint
!"open, save and close a presentation
!"create a presentation using the AutoContent Wizard
!"add and edit text in different views
!"create a presentation using a blank slide
Review Questions
1. What type of software is PowerPoint considered?
a. Slide Presentation
c.
Graphics
b. Presentation Manager d.
Word Processor
2. Placeholders contain the content you want included on the slide and display a help message
indicating what can be entered into the placeholder.
a. True
b. False
3. List the three types of new presentations you can create using the New Presentation task pane:
a. ________________
c.
________________
b. ________________
4. Which method can you use to create a new blank presentation?
a. Click on the
button on the c. Click on Blank Presentation on the New
Presentation task pane
Standard toolbar
b.
KEY APPLICATIONS 1102-0C
Press
+
d.
e.
All of the above
Only a or b
© CCI LEARNING SOLUTIONS INC.
295
USING MICROSOFT POWERPOINT
5. When entering points onto a slide, how many points should you try to limit on a slide?
a. 6
c. 10
b. 8
d. There is no limit
6. What’s the difference between the Outline and the Slides tab?
8. How can you close a presentation?
a. Select File and then Close
d.
b. Press
+
e.
c. Click on the Close Window button at
the far right of the menu bar
All of the above
Only a and b
9. Which method can you use to open a presentation?
a. Select File and then Open
d.
Press
+
All of the above
Only b, c, or d
7. How can you save a file for the first time?
a. Select File and then Save
d.
b. Select File and then Save As
e.
c. Click on the
button on the Standard f.
toolbar
b.
button on the Standard e.
c.
Click on the
toolbar
Press
+
f.
Select the file from the bottom of the File
menu
Select the file from the New Presentation
task pane
All of the above
10. Identify each of the view modes:
_____________________________________
_____________________________________
c.
_____________________________________
a.
b.
© CCI LEARNING SOLUTIONS INC.
KEY APPLICATIONS 1102-0C
.
125
USING THE INTERNET
Lesson 4:
Using Information From the Web
Objectives
Suggested Timing: 1 Hour
In this lesson you will look at different ways that you can retrieve information from a web site as well as some
options to customize the web browser. On successful completion, you will be familiar with how to:
ƒ Save a web page
ƒ Copy and paste information from a web site into a document
ƒ Print a web page
ƒ Download information from a web site
ƒ Customize the web browser options
Retrieving Information from a Web Page
Often there is a need to use the information that you’ve accessed via the Internet. For example,
information or pictures needed to complete an essay or you need to include information in a report or
proposal. The browser makes accessing and using Internet information easy.
You can only use text and pictures in documents that will be printed. If the information is to be
viewed on-line, you can use any information from the Internet as long as your workstation can display
that format.
4.3.2
ƒ copy and paste text or images
ƒ do a screen capture
ƒ save images to a disk
ƒ save web page to a disk
ƒ print a hard copy of a web page
There are several ways that you can use to obtain information from a web page:
A word of caution about copyright — all material on the Internet is automatically copyright protected
(belongs to the web site owner) unless the site specifically gives permission for its information to be
used. If you have found some text or a picture that you’d like to use but you are not sure whether you
may, you can simply request permission. Most sites will have an e-mail link that allows you to contact
someone at that site. Remember to state clearly for what purpose you intend to use the information.
The contents of a web page can be saved to a location on your hard drive or network, as needed. This
could be for the purpose of reviewing or comparing how other web sites display their information, or
to work with the web site when you are offline (i.e., not connected to the Internet). Remember that if
you save the contents of someone else’s web site that you may be infringing on their copyright; this is
especially crucial to remember if you plan to use the information elsewhere, e.g., your web site, an
essay paper, etc. Copyright is discussed in the next lesson.
3.2.8
Saving a Web Page
Internet Explorer provides with four different formats for saving a web page:
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
126
USING THE INTERNET
Saves the entire web page with any required folders to hold the graphics
or other links that may exist on the page in its original format. When the
web page is opened in a program that recognizes html format, the web
page looks very similar to the way it did in the browser.
Web Archive, single
file (*.mht)
Save the web page with the graphics and text set up as one page for the
purpose of being able to publish it as one page. This format is similar to
taking a picture of the entire page.
Web Page, complete
(*.htm, *.html)
Save this page only in an html format so it can be opened either on
another web browser software or offline. No graphics or other media
linked in the original page is saved.
Web Page, HTML only
(*.htm, *.html)
LIVING ONLINE 1103-0C
© CCI LEARNING SOLUTIONS INC.
127
USING THE INTERNET
Saves as a text file only, meaning the web page displays as text only with
no graphics or formatting of the text shown.
Text File (*.txt)
Exercise
1
In the Address field, type: www.certiport.com and press
2
Select File and then Save As.
3
In the Save as type field, click on the down arrow and then click on Web Page, complete
(*.htm, *.html).
4
Move to where the data files location is on your system.
5
Keep the name as the same and then click on Save.
6
Minimize Internet Explorer and start Microsoft Word.
7
Click on the
8
Move to where the data files are located and then double-click on the Certiport Home Page file.
.
button from the Standard toolbar.
It appears as if nothing is on your screen; however, when you scroll down you will see that
individual parts of the web page appear in different areas of the document. If this was a file you
actually wanted to use in your promotional material, for example, you could now delete those
items you don’t want and apply formatting to those that you do want, as needed.
Close Microsoft Word.
9
Using Copy and Paste
Using copy and paste with web pages is the same procedure as with application software programs.
You must select the item(s) prior to activating the copy commands.
3.2.8
To copy selected items from a web page, use one of the following methods:
ƒ Select Edit and then Copy.
+
.
ƒ Press
ƒ Right-click on the selected item and then click on Copy.
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
128
USING THE INTERNET
To paste the selected items from a web page into a blank document in another application, open the
application with a new blank document and then use one of the following methods:
ƒ Select Edit and then Paste.
+
.
ƒ Press
ƒ Right-click in the new location and then click on Paste.
Remember that when you use copy and paste of items from a web site that you get permission or
clearly state on your report where the information was obtained.
Exercise
The following exercise provides an example of how you could copy and paste an item from a web site
into a new promotional material to be created with Word.
1
In the Address field, type: www.certiport.com and press
2
Click on the IC3 link in the first paragraph.
3
Position the cursor at the beginning of the first paragraph and drag down to select the entire
paragraph.
4
Select Edit, Copy.
5
Click Start, Programs, Microsoft Word.
6
Type: Becoming IC3 Certified for the title and then press
7
Select Edit, Paste.
.
three times.
8
Type the following below the inserted text from the web site:
* Excerpt from www.certiport.com/yourPersonalPath/ic3Certification
On successful completion of the certification, Certiport will send you a
certificate confirming same.
9
Click on the Internet Explorer button on the taskbar to switch back to the web browser.
10
Right-click on the picture of the certificate and then click on Save Picture As.
11
Move to the location where your data files are, leave the file name as certificate and then click
on Save.
12
Click on the Microsoft Word button on the taskbar to switch to your document.
13
Select Insert, Picture, From File.
LIVING ONLINE 1103-0C
© CCI LEARNING SOLUTIONS INC.
129
USING THE INTERNET
Move to the location where the data files are and then double-click on the certificate file.
15
Save the file as Becoming IC3 Certified (promo) - Student and then close it.
16
Close Microsoft Word.
Š
14
Practice Exercise
1
Start your web browser and enter this URL: www.microsoft.com/office and press
2
Right-click on the Microsoft Office image at the top left corner and then click on Copy.
3
Click on Start, Programs, Accessories, Paint.
4
Press
.
+
.
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
130
USING THE INTERNET
5
Select File, Save.
6
Type: Office logo as the file name and click on Save.
You could now manipulate the colors or other elements of this image, if required. If you had
another graphic program with more features in it, you could paste the image into that program
and make the changes as needed.
7
Click on the
button to exit Paint. Do not save any changes.
Printing a Web Page
You can also print a web page. This is particularly useful if the page is long and it is difficult to read
online.
To print a web page, use one of the following methods:
3.2.9
ƒ Select File and then Print.
button on the toolbar.
ƒ Click on the
+
.
ƒ Press
General
LIVING ONLINE 1103-0C
Select the printer to use for printing the web page, the number of copies to be
printed, or what is to be printed.
© CCI LEARNING SOLUTIONS INC.
131
USING THE INTERNET
Select the layout for the web page, as appropriate. If the web page was designed
with frames (blocks of text or images), the preview will indicate same.
Layout
Set up options for your printer as to how the web page should print. For instance, if
there is a wide amount of text on the screen, you may want to set up a landscape
orientation instead of the traditional portrait. These options will vary depending on
the printer selected to print the web page.
Options
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
132
USING THE INTERNET
Set up which tray contains the paper to be used by the printer.
You may occasionally find that when you send
the document to print, the hard copy may be
missing certain elements that appeared on
screen. This is usually due to the way the web
page was designed or the print engine used for
the web browser. Before printing the web page,
consider using the Print Preview command
from the File menu to preview how the web
page will appear when it is printed. You will be
able to tell with this display whether the entire
contents of the web page will print or not. This
option automatically displays a dialog box for
how the web page should be set up for
previewing as well as printing.
Paper/Quality
Paper
Select which paper size and which tray contains the paper that the printer will use.
Headers and
Footers
These fields display codes to represent the type of information that will appear
across the top or bottom of every page. The header information generally is the
name of the web page and the current page of total number of pages. The footer
information generally shows the URL or web address and the date the web page
was printed.
Orientation
Select whether you want the web page to be displayed in portrait or landscape
mode.
Margins
Set up the margins for the web page to be printed. This affects only your printout,
not the actual web page.
Once you have made your selections in the Page Setup dialog box, Internet Explorer then displays the
web page with your selections in the same way it will appear when you send the document to print.
LIVING ONLINE 1103-0C
© CCI LEARNING SOLUTIONS INC.
133
USING THE INTERNET
Notice the new toolbar available for working with the previewed web page. Please refer to the
appendix at the back of this book for further details on the buttons in this toolbar.
Sometimes you may only need a printed copy of a portion of the page. This is faster than printing the
entire web page if the whole page is not needed. Be sure to select the portion of the page to be printed
prior to activating the Print command and then click on the Selection option in the Print dialog box.
Exercise
Open your browser and type: www.loc.gov/copyright/resces.html and press
.
1
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
134
USING THE INTERNET
2
Select File, Print Preview.
3
Click in the Left margin field and change the measurement to be 0.5”. Repeat for the Right
margin. Click OK.
4
Click on the
5
Click on the down arrow for the
6
Use the
7
Click on the
8
Click on Close to leave the preview mode.
9
Select the text starting from the title, Copyright Resources, to the end of the WIPO line.
10
Select File, Print. Click on the Selection option and then click OK.
button to display the next page.
button and click on 100%.
to zoom out and see more of the web page.
button to send the web page to print.
The printer now only prints the text. However, the browser still includes the URL and the date at
the bottom of the page so that you can still identify where the page is from.
Downloading Information
3.2.10
Downloading refers to the process of copying a file from another computer to your computer. You
can download numerous items from the Internet from music files to software programs to data files.
Depending on what you are downloading, many web sites will require you to register or fill out some
information prior to the download starting. This process gives the company some general information
about you such as your age group or position in a company for marketing purposes, as well as
indicates you are serious about downloading this file.
Some considerations regarding downloading information on the Internet:
ƒ Set up a separate folder to store all the downloaded files. This will give you a central location
to manage the downloaded files, as well as one area where you can delete files if you need
space on your hard drive (or general file maintenance).
ƒ When asked whether to open or save a program file, consider saving the file to the folder where
your downloads are stored. This gives you the option of installing the program at a later date,
or if you need to reinstall the program, you have a copy of it without having to go back onto
the Internet and download it again.
ƒ Always run a scan on the downloaded file prior to installing it! This will protect your system
against any potential viruses that may have been packaged with the downloaded file.
ƒ If a downloaded file comes with a Read Me text file, be sure to read this file prior to installing
or using the downloaded file. These files usually contain information about the file that may
impact the configuration or tweaks you may need to do in order for the file to work correctly.
Some downloads do not require you to actually download a copy of the file to your system. Web sites
that include media such as video may display a separate page where you can view the download,
which essentially comes from their server onto this page. This process is much faster than
downloading a large file to your own system as a copy of the file is actually downloading into RAM
memory so you can view it. These types of downloads will display a progression bar on the screen to
show much of the file has been downloaded to the screen. Depending on the web site and the file, the
media may begin playing automatically after a certain percentage has been downloaded, or it may
wait for the entire file to be downloaded and you then can click on the Play button to start the media.
The file is not actually saved on your drive and will remove itself when you choose another video or
exit the web browser.
LIVING ONLINE 1103-0C
© CCI LEARNING SOLUTIONS INC.
135
USING THE INTERNET
Exercise
1
In the Address field, type: www.winzip.com and press
2
Click on the WinZip link in the Downloads area of banner at the left of the screen.
3
Click on the Download Evaluation button.
4
Click on the Download WinZip 9.0 Evaluation Version link.
5
Click on the Save button.
.
6
Move to the location where the data files are located. Keep the file name as is and then click on
the Save button.
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
136
Š
Practice Exercise
USING THE INTERNET
1
In the Address field, type: www.apple.com and press
2
Click on the QuickTime tab across the top of the screen.
3
Click on the Movie Trailers link at the left side.
4
Scroll in the page to find a movie you are interested in viewing and then click on it.
.
Depending on which movie you select, you may also see an additional prompt asking you to select the
size of the window to preview the movie trailer. Select the appropriate size for your monitor.
After a few seconds, a screen should appear with a window that has a bar across the bottom of it.
This is where the movie trailer will play. The left corner of the status bar will show you the web
site address where this file is being downloaded.
As you begin to watch the movie trailer, notice that the progression bar continues to download
the rest of the video for you.
5
LIVING ONLINE 1103-0C
When the movie trailer has completed, click on the
the list of movie trailers.
button to go back to the page with
© CCI LEARNING SOLUTIONS INC.
137
USING THE INTERNET
Customizing the Web Browser
3.2.11
Every web browser comes with features to help you customize or personalize the web browser
features. For example, you can reset the home page from the default used by this browser to one that
may be used more frequently by you, e.g., your company’s web site at work. The number of features
you can change or set will vary with the web browser. To change or customize Internet Explorer,
select Tools and then Internet Options.
With the General tab, you can change the
web site address set up as the home page, as
well as perform some basic management of
files for sites you have visited. The options
in the Temporary Internet files area may
become more crucial to you as you begin to
receive more unwanted mail or see more
popup windows. Use this area to perform
maintenance on the web browser.
Also use the History area to clear the list
showing which sites you have visited over a
time period (e.g., current, last week, two
weeks ago, etc.) after a specific number of
days. This can prevent spam harvesters from
finding sites that match their marketing
criteria; the downside is that you will also
lose an interesting site address that you may
have visited and did not bookmark.
3.2.4
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
138
USING THE INTERNET
Use the Security tab to help you set up
which options you can see with on the
Internet. If the security is set too high, you
will not be able to view or download certain
files, as well as some animated or media
types of elements on a web page may not
display. Be sure to check with the network
administrator (or someone who is familiar
with security settings) before making
changes to these options to ensure the
required options are blocked or enabled, as
per your requirements.
The Privacy tab can help you set up how
much information can be gathered or
harvested on your system. Do not set this
for anything lower than Medium although
High will give you the most protection
against cookies that are designed to provide
marketing information to other web sites.
Again,
check
with
the
network
administrator or someone who is familiar
with this option before making any changes.
Exercise
1
Select Tools and then Internet Options.
2
In the Address field of the Home Page area, type: www.microsoft.com and press
3
Click on the
.
button on the toolbar.
Your web page should now display the Microsoft main page.
4
LIVING ONLINE 1103-0C
Select Tools and then Internet Options.
© CCI LEARNING SOLUTIONS INC.
139
USING THE INTERNET
5
Click on the Delete Cookies button in the Temporary Internet Files area.
6
Click OK.
Windows has now cleared out all the cookies in the Temporary Internet Files folder on your
system. The only downside to doing this is that any information recorded (e.g., login id and
password) for a web site you visit frequently has also been deleted and you will need to log in
with your id and password the next time you visit this site.
Click on the Delete Files button in the Temporary Internet Files area.
7
8
This option can be handy when you want to keep your system clean, especially if you have
visited a large number of web sites.
Click on the Delete all offline content option and then OK.
You will now delete the history list for sites visited from users on your system.
Click on the Clear History button near the bottom of the Internet Options dialog box.
9
Click on Yes.
11
Click on the Security tab.
12
Click on the Custom Level button.
10
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
140
13
USING THE INTERNET
If the setting in the Reset to field shows High, click on the down arrow to change this to
Medium.
Try not to make any changes in the listed options unless you have someone who can explain
what these options are for security purposes.
14
Click on the Privacy tab.
15
If the setting is Medium or lower, click on the button in the slider and drag up to between
Medium and High.
16
Click OK to leave the Options dialog box.
Summary
In this lesson you will look at different ways that you can retrieve information from a web site as well
as some options to customize the web browser. On successful completion, you will be familiar with
how to:
ƒ Save a web page
ƒ Download information from a web site
ƒ Copy and paste information from a web ƒ Customize the web browser options
site into a document
ƒ Print a web page
LIVING ONLINE 1103-0C
© CCI LEARNING SOLUTIONS INC.
141
USING THE INTERNET
Review Questions
1. How can you obtain information from a web page?
a. Copy and paste the text or images
b. Capture the screen
c. Save the pictures to a disk
d. Save the web page to a disk
e. Print a copy of the web page
f.
All of the above
2. When you save a web page, you can save it only to a location on your local drive.
a. True
b. False
3. When you copy items from a web page, you must copy everything before you can paste it into a
document.
a. True
b. False
4. Items can only be copied from a web page and pasted into a Word document.
a. True
b. False
5. What could be the problem if you print a web page and certain elements are missing? Is there any
option you can use to check how much of the web page will be printed, and if so, what is it?
6. There is no way you can adjust the width of the web page to show more of the web page when it is
printed.
a. True
b. False
7. What does downloading refer to?
8. Anything that requires you to download means you need to have space on your hard drive in order
to save it.
a. True
b. False
9. Why would you want to use any of the options in the Temporary Internet files area?
10. What should you consider before customizing the Security or Privacy tab?
a. Speak to the network administrator about what changes should be made
b. How low or high the settings should be based on what you want to see
c. How much maintenance will be required if you change these options to Low
d. All of the above
e. Only a or b
© CCI LEARNING SOLUTIONS INC.
LIVING ONLINE 1103-0C
.