ECDL
Level 1 & 2
ECDL v6
Module 1; Computer essentials
Module 2; IT Security
Module 3; Online essentials
Module 4; Presentation
Module 5; Spreadsheets
Module 6; Wordprocessing
Module 7; Database
Exam
Module 1; Computer essentials
1.1
1.2
1.3
1.4
1.5
1.6
Computers and Devices
Desktop, icons, settings
Outputs
File management
Networks
Security and well being
1.1
Computers and Devices
This module sets out essential concepts and skills relating to the use of devices, file
creation and management, networks and data security.
Module Goals
Successful candidates will be able to:
 Understand key concepts relating to ICT, computer, devices and software.
 Start up and shut down a computer.
 Work effectively on the computer desktop using icons and windows.
 Adjust the main operating system settings and use built-in help features.
 Create a simple document and print an output.
 Know about the main concepts of file management and be able to
efficiently organise files and folders.
 Understand key storage concepts and use utility software to compress and
extract large files.
 Understand network concepts and connection options and be able to
connect to a network.
 Understand the importance of protecting data and devices from malware
and of backing up data.
 Recognise considerations relating to green IT, accessibility and user health.
In this unit
ICT
Hardware
Software and Licensing
Startup, shut down
You see the letters ICT everywhere - particularly in education. But what does it mean?
ICT is an acronym that stands for
Information Communications Technology
A good way to think about ICT is to consider all the uses of digital technology that
already exist to help individuals, businesses and organisations use information.
ICT covers any product that will store, retrieve, manipulate, transmit or receive
information electronically in a digital form. For example, personal computers, digital
television, email, robots.
In business, ICT is often categorised into two broad types of product:
The traditional computer-based technologies (things you can typically
do on a personal computer or using computers at home or at work); and
1
The more recent, and fast-growing range of digital communication
technologies (which allow people and organisations to communicate and
share information digitally)
2
The physical components of the computer such as, the monitor, keyboard, the system
unit, mouse and so on, are known as the hardware.
In this section we will go over the following types of hardware:

Personal computers

Laptop & palmtop computers

Apple computers

Handheld devices

Parts of a computer

Input/Output ports

Storage devices & cds/dvds

Input/Output devices
Personal Computers
Personal computers in the early days ran an operating system called Disk Operating
System (DOS).
Computers now will more often than not, be running a version of Microsoft Windows,
such as Windows 7 or Windows 8.
The typical user of a computer varies from office workers to those in education; well it’s
actually just about everyone that needs to know how to operate a computer.
CostsPrices depend on the capacity and power of the machineCapacityLarge working
memory (RAM) and larger hard disksSpeedFast (Usually measured in GHz)Laptops &
Palmtop computers
Laptop computers are smaller, portable computers that run on batteries as well as mains
power. They have efficient screens allowing for a better battery life and increased
portability.
A smaller version of a laptop is a “Notebook”, increasing portability further. An even
smaller version is a palmtop computer.
Usually used by people who require mobility or work on the move such as, business users
or students.
CostsPrices are usually higher compared to a PC with the same powerCapacityLarge
working memory (RAM) and larger hard disks, but usually less than that of a
PCSpeedFast (Usually measured in GHz), but usually less than that of a PCApple
computers
Apple Mac's are computers, but are not considered PC's.
They use a different type of operating system, and usually will require different versions of
applications of programs like spreadsheets and word-processors.
Hardware will usually be specifically for Apple Mac’s also.
They operate in much the same way as a PC.
Handheld devices
Hand held devices include a variety of devices including:

Personal Digital Assistants (PDAs)

Mobile phones

Smartphones

Tablets

Multimedia players
Personal Digital Assistant (PDA)
These are compact devices that are used for retrieving and storing information.
The operation of the device usually involves the use of a special pen, rather than a
keyboard. Many can connect to the internet.
They will have basic built-in features such as a calendar, calculator and clock.
Some will have more advanced features such internet access via Wi-Fi, sending and
receiving e-mails, word processing, writing on spreadsheets, games, Global Positioning
System (GPS), bar code scanning.
The newer models will have colour screens with audio capabilities allowing them to be
used as media players, web browsers or smart phones.
Mobile phones
Mobile phones are primarily used for communication, through speech and text
messaging. Today the mobile phone have the capability to send and receive pictures
and video.
Mobile phones will usually not work when out of range of a local transmission tower or if
the signal is physically blocked by something such as a mountain.
If you are using a satellite phone you should never be out of range but the signal as they
use a signal from a satellite, but they can still be blocked by large obstructions such as
tall buildings.
Smartphones
Smartphones offer more advanced features than a mobile phone.
 They have features similar to that of a computer.
 Most smart phones use some type of operating system such as Android or iOS,
this allows smartphones to have applications installed on them and connect
to one another.
 They usually can browse the internet and have the ability to send and
receive e-mails.
 Most will feature a personal organiser of some sort.
 Most have touch screen functions too.
Tablets
Tablets are similar to smartphones but with larger screens and higher processing power,
but they do not have the ability to make phone calls.
Tablets are better designed for multi-media and surfing the web.
Computer parts
Over the next slides we will go over computer parts, you will need to know about, the
central processing unit (CPU), the hard disk, the types of memory and input and output
devices.
CPU
The Central Processing Unit (CPU) determines how fast your computer will run, which is
measured in MHz or GHz. It is one of the more important components of a computer,
usually an Intel or AMD (or something equivalent). The CPU is responsible for performing
the calculations in the computer for programs such as word-processors, databases and
spreadsheets.
The CPU is made up of the following elements:
 Registers
- These are memory storage areas, they hold data that is worked
on by the ALU
 Arithmetical Logical Unit (ALU)
- This uses data stored in the CPU registers to
perform mathematical calculations
 Bus
- The computer bus transports data between the memory and registers
 Control Unit
- controls the sequencing and timing of the elements making up
the CPU
Memory (RAM)
The Random Access Memory (RAM) is where the operating system of the computer is
loaded to when the computer is switched on. When you start an application such as a
database program or word processor it is copied over to the RAM, which are then
copied over to the disk when data is saved.
The more RAM the better. Most computers have around 4 gigabytes of RAM installed.
ROM-BIOS
The Read Only Memory – Basic Input Output System (ROM-BIOS) chip is on the
computer’s systems mother board. It has the software that is needed to allow your
computer work with your operating system, an example of this is its role of copying the
operating system into the RAM when the computer is switched on.
UEFI
Unified Extensible Firmware Interface (UEFI) is the newer replacement of ROM-BIOS, it
performs the same role but with a few added features such as a flexible pre-operating
system environment, with networking options and the ability to boot from large disks.
Disks
Any data that you save, such as video file or word document is stored on a disk. There
are many different types of disk.
The hard (fixed) disk
Hard disks store your operating system and are the main data storage area within the
computer. They also hold the application programs such as your word processor and
games. The hard disk is an internal storage installed within the system unit of the
computer.
Input/output ports
These ports are usually located on the back of the computer.
Here is a list and short description of the standard ports:

Universal Serial Bus (USB) port - There will usually be one or two at the
back of the computer and sometimes one or two at the front. They allow the
plugging in of devices designed for the USB. It can be a wide range of devices
including digital cameras, keyboards and printers. You will also often find
memory sticks designed for USB input. (You can distinguish the USB port as it will
usually have the image below near it.)

Serial port - located at the back of the computer, allowing you to
connect items such as modems to the computer.

Parallel port - located at the back of the computer, items such as
printers can be connected through this port.

Network port
- you can plug network cables in through this port,
allowing you to connect to the internet or to other computers that are
connected to the local network.

High-Definition Multimedia Interface (HDMI) port - This is usually
located at the back of the computer, allowing the connection of devices such
as monitors.

Video Graphics Array (VGA) port - usually located at the back of the
computer, for connecting to items such as monitors.

Digital Visual Interface (DVI) port - usually located at the back of the
computer, for connecting to items such as monitors.
Computer performance
Computer performance is affected by a wide range of factors, including CPU speed,
RAM size, memory, graphics card and processor. It is also affected by the number of
applications running. Just having a fast CPU whilst all the other components that affect
computer performance are of a low speed is quite pointless.
The components controlling computer performance are:
 CPU Clock speed
- The higher the computer clock speed determines how
fast the CPU will run. The clock speed is measured in megahertz (MHz) or
gigahertz (GHz).
 CPU speeds
- This is the overall speed. The CPU clock speed deals with the
internal components only. In both cases the higher the amount the better.
 RAM size
- Is memory, higher memory means the computer will appear to
operate at a faster rate.
 Hard disk speed and storage
- hard disks also have different speed, this is the
disk access time, which is measured in milliseconds. The smaller the access time
the faster the hard disk retrieves and stores data.
Free hard disk space - As well as the disk access time the amount of free space on
the hard disk affects the computer performance. The reason for this is because
Windows is always transferring data between the hard disk and the RAM. If too much of
the free space is taken from the hard disk Microsoft Windows may not be able to run
programs

Optimizing drives - On previous Microsoft Windows operating systems
it was disk defragmentation, however in Windows 8 it is called optimizing drives.
Over time files can get broken up into separate pieces, which can be spread
over the hard disk. The process of optimizing files involves joining the file pieces
back together again. Doing this periodically will speed up your computer.

Multitasking considerations - Windows can run many programs at one
time. When more programs are running at the same time it can impact the
performance of the computer. Depending on the programs that are running
the extent of the slowing effect can vary. For example running video editing
software and working on a large high definition file will take up a lot of the
processing power of the CPU.
Memory and storage
Memory can be permanent or temporary.
Data that is being processed is stored in the RAM (Random Access Memory) this is
temporary memory.
Data that has been stored on the hard disk is permanent.
When someone refers to the memory of a computer they usually will be referring to the
RAM.
Storage capacity measurements
When looking at certain hardware parts you may come across measurements, it
important to understand what these measurements for storage capacities are:
 Bit
- computers work by processing zeros and ones, each one of these units
is a bit.
 Byte
- A Byte consists of eight bits.
 Kilobyte (KB)
- a KB consists of approximately one thousand bytes.
 Megabyte (MB)
- a MB consists of approximately one million bytes.
 Gigabyte (GB)
- a GB consists of approximately one thousand, million bytes.
 Terabyte (TB)
- a TB consists of approximately one million, million bytes.
Storage media
The storage media available include internal and external hard disks, USB flash drives,
online file storage and network drives, CDs and DVDs.
Certain types of storage media are more suitable for certain jobs.
Input devices
Known as input devices as they allow you to input information to the computer:
 Mouse
– allows you to point, click, drag, drop and interact with the
operating system.
 Keyboard
– allows you to type information into the computer.
 Touch pad
– serve the functions of a mouse on a laptop, or can be wired
usually used in graphic design.
 Tracker ball
– again a tool used by graphics designers instead of a mouse for
its higher control.
Scanner

– allows you to scan printed material and store or edit them as file format.
Joystick
– allows you to play games, if it is preferred over a mouse and
keyboard.

Web cam

Digital camera

Microphone
– allows video communication over the internet.
– photos can be uploaded and stored in a file format.
– mostly used in communication over the internet.
Output devices
These are items such as:
 Monitor
– the screen used to view. Most PCs will come with a flat screen.
 Projector device
– a projector can be used, providing the same function as
a monitor.
 Speakers and headphones
 Printer
– an audio output for your computer.
– Used to create a hard paper copy of data once you have created.
Types of printer
There are many different types of printer:
 Laser printers
– they are called “laser printers” as they contain a small laser.
Able to produce documents at a high speed and at a high quality. These are
often used in offices, in which they are connected through a network.
Coming in black and white or colour.
 Inkjet printers
– so called as they spray ink onto the paper using tiny jets.
They are often preferred in home use as they are quite and capable of high
quality prints but are not as fast as laser printers.
 Dot Matrix printers
– they work by firing tiny pins into an ink ribbon, the more
pins the higher quality the print. But they are very noisy and in general produce
a low quality print.
Input and output
An input/output (I/O) device is a hardware device that has the ability to accept
inputted, outputted or other processed data. It also can acquire respective media data
as input sent to a computer or send computer data to storage media as storage output.
An I/O device is also known as an IO device.
Because I/O device data is bi-directional, such devices are usually categorized under
storage or communications. Examples of I/O storage devices are CD/DVD-ROM drives,
USB flash drives and hard disk drives. Examples of communication I/O devices are
network adapters, Bluetooth adapters/dongles and modems.
Computer instructions
Sometimes abbreviated as S/W, software is a collection of computer instructions that
enable a user to interact with the computer or have the computer perform specific tasks
for them.
Without software, the computer would be useless.
For example, without your Internet browser software you would be unable to browse the
Internet or read this page and without a software operating system the browser would
not be able to run on your computer.
computer instructions
When referring to the computer processor, an instruction is a segment of code
that contains steps that need to be executed by the computer processor.
How do you get software?
Software can be purchased at a local retail computer store and online and is usually
included in a box similar to the one shown to the right.
This box usually contains all the disks (floppy diskette, CD, DVD, or Bluray) required to
install the program onto the computer, manuals, warranty, and other important
documentation.
Software can also be downloaded to the computer over the Internet.
Once downloaded the setup file can be run to start the installation of the program on
your computer.
Free software
In addition to purchasing software there are also millions of free software programs
available that are broken into several different types of categories:
 First,
shareware or trial software is software that gives you a few days
to try the software before you buy the program. After the trial time expires
you'll be asked to enter a code or to register the product before you can
continue to use the program.
 Freeware
is another type of free software, this software is free to use to
anyone for as long as they wish with no obligations to pay.
 Finally,
open source software is like freeware but not only is the program
given away but the code used to make the program is also given away, which
allows anyone to modify the program or just view how it was created.
Types of Software
Operating Systems
There are several types of software available to use and they all have different purposes
but the piece of software that will have the biggest impacted on your computer is
the Operating System.
The operating system is a special type of program which loads automatically when you
start your computer. The operating system allows you to use the advanced features of a
modern computer without having to learn all the details of how the hardware works.
Each operating system has a very different look and feel (what is professionally known as
a "User Interface") and changing operating systems can dramatically change your
computer.
There are many different operating systems to use but as of today there are three main
operating systems in use and these are:
 Microsoft Windows
 Apple OS X
 Linux Ubuntu
Microsoft Windows, Windows is Microsoft's operating system offering and has long
been the most popular operating system in the world with a market share of over 90%
Windows was initially released in 1985 but a lot has changed since then that the latest
version of windows, Windows 10, shares very little with the original.Because of Microsoft's
monopoly on the operating system market you are most likely using Windows 7, Windows
8 or Windows 10 on your current computer. Windows Logo's from start to latest
Apple OS X
OS X is the latest operating system from Apple Inc. and the second most popular
operating system with a 5% market share.
OS X is only able to run on Apple built laptops and computers (Mac-book's and iMac's)
and it considered a more "up market" operating system due to the high price tag of
Apple products.
Although very different to Windows under its skin, to the average consumer the features
of OS X are very similar to Windows, and the only main difference is the way it looks.
OS X is considered by some as a safer, faster and more reliable operating system than
Windows.
Linux Ubuntu
Ubuntu is the most popular Linux based operating system and is largest free/open-source
operating system available today even though it only holds a small 2% market share.
Linux based operating systems are aimed at the more advanced computer user
because many features have to be set up manually and it gives you more control over
the code, the Ubuntu version of Linux goes some way to making it more user friendly, but
it is still not suitable for people with little or no computer experience.
Because of its editable and more complex nature, Linux based operating systems such
as Ubuntu are popular in the darker online communities (i.e hackers).
Mobile Operating Systems
Other devices use operating systems too. Smart phones and tablets for example will run
on an operating system.
You may have heard of iOS, this is the operating system used by Apple products such as
the iPhone and iPad.
Android is the most popular smartphone operating system; they also have versions that
are more suitable for tablets.
Other mobile OS (operating system) include Blackberry and Windows Phone.
Application Software
An application is the type of software which you use once the operating system has
been loaded. Examples include word-processing programs (for producing letters, memos
etc.), spreadsheets (for doing accounts and working with numbers), databases (for
organising large amounts of information), games programs and graphics programs (for
producing pictures, advertisements, manuals etc.).
These software packages have traditionally been installed on your own computer and
be used at any time like the popular Microsoft Office software package.
Or more recently they have been kept in the "cloud" so that you can access them from
any computer (not just your own) as long as it has an internet connection, an example
being the Google Docs software package.
Application Software (also called
end-user
programs)
It is important that you can recognise examples of different types of applications
covering the following areas:

Word processing - Microsoft Word, Google Docs, OpenOffice Writer

Spreadsheets - Microsoft Excel, Gnumeric, OpenOffice Calc

Databases - Microsoft Access, Portofino, OpenOffice Base

Presentations - Microsoft PowerPoint, SlideRocket, OpenOffice Impress

Emailing - Microsoft Outlook, Gmail, Thunderbird

Web browsing - Google Chrome, Apple Safari, Mozilla Firefox

Photo editing - Adobe Photoshop, GIMP, Adobe Fireworks
The difference between the operating system and application programs is that the
operating system works closely with the hardware that you have installed within your
computer. It interprets the input via the mouse or keyboard and outputs data to the
screen.
Figuratively speaking, applications software sits on top of systems software because it is
unable to run without the operating system and system utilities. For instance
Microsoft Word is designed as a word processing program, while Microsoft Excel is a
spreadsheet program.
End-User License Agreement (EULA)
When you purchase a piece of software you don't actually own the software. What you
are buying is a licence to be able to use the software. You are able to load your software
onto your machine at home and use it for as long as you like.
The licence which comes with commercial software is also known as the EULA or End User
Licence Agreement. An End user Licence agreement is a legal contract between a
software author or publisher and the user. Software Copyright is a way to legally protect
the ownership of software.
The EULA will appear on the first screen of the installation wizard when you start to install
the product. In order to continue with installation, you must read and agree to the terms
set out in the licence.
Starting up and logging on
We are now going to cover the basics of turning on a computer, logging into a secure
account as well as the ways to shut a computer back down afterwards.
This is just a theoretical exercise and you do not have to actually turn off your computer,
just understand the processes and keep on reading!
Before turning on a computer you need to check the following things:
 First check that all cables are plugged securely into the rear of the machine
and switched on at the wall
 Then check that the monitor is turned on
After you have checked these simply find the power button (normally on the front or the
top on the computer) and turn it on, simple! After the computer has booted up you may
be asked to supply a Login ID and password, if these are needed you should know these
already.
Logging off, restarting and shutting down
Logging off and shutting down is almost as simple as starting up a computer.
1.1
Desktop, Icons, Settings
This module sets out essential concepts and skills relating to the use of the Windows
operating system and how to navigate its features and settings.
In This Unit
Desktop and Icons
Using windows
Tools and settings
The Desktop
The Desktop is the first screen you see in your computer after Windows is loaded. And it
always stays there (sometimes underneath other windows) until you shut down your
computer. The purpose of the Desktop is to provide icons such as Recycle Bin and
Shortcuts which you have created to your applications.
You can personalise your desktop in different ways such as changing the desktop
background picture or changing the colour of the taskbar. Below is an example of a
standard Windows desktop along with a customized desktop.
SubTitle
The purpose of the taskbar is to provide the user with an easy way of opening and
managing programs installed on their computer.
You add shortcuts to your taskbar for easy access just like the desktop, but because the
taskbar is always visible even when multiple applications are open it is best for the
applications you use most often.
Your currently open applications will also be shown on the taskbar, allowing you to
quickly switch between multiple applications.
Common Icons
Every application has its own icon so that you know what it is if you have placed a
shortcut on your desktop or taskbar, because of this there are hundreds of thousands of
icons.
We are going to cover the ones that you will use every day, such as the Recycle Bin,
Folders and the common Microsoft Office programs.
Manipulating Icons
Because all icons represent something like an application or folder of files, there are
many different things you can do just by clicking on the icon.
To select an icon all you have to do is left-click on the icon using your mouse, and to
move an icon you just left-click and then hold the left mouse button down, from here you
can now drag the icon to where ever you want to place it.
You can also create a shortcut of an icon so that you can place it on your desktop or
anywhere else you might want it.
To do this you right-click on the icon, a menu will now appear as shown on the right.
From this menu you can do many things such as copy, delete, rename and create a
shortcut on an icon just to name a few.
Identifying parts of a window
Although every application is different and some more advanced than others they all
share a similar layout so that the basic tools are easy to find, whether its a simple
application like Microsoft Word or a more advanced application like Adobe Photoshop.
Below is a picture pointing out the layout of Microsoft Word, hover over it to see different
parts pointed out.
Minimizing, resizing and closing windows
Sometimes you might want to minimize an application so that you can use a shortcut on
your desktop, resize a window to fill the screen or close an application all together.
All these features are always located in the same place (unless it's a full screen program
such as a computer game) in the right hand corner of the application's title bar.
if you want to resize a window yourself, move the mouse over the edges of the window
until you see a double-ended arrow. You then need to click the left mouse button and
drag the window to the right size.
Switching between open application windows
If you have a application open, but its window is minimised, you can restore them quickly
and easily. All you need to do is click on the application that you want to open,
displayed in the taskbar. If you want to switch between your open applications, you can
also use the keyboard shortcut 'Alt+Tab'. To do this you hold the 'Alt' key and while
holding down the 'Alt' key you press the 'Tab' key, this will cycle through your open
applications, each press of the 'Tab' button will cycle to the next application, when you
have selected the application you wish to open simple release the 'Alt' button.
Help and Support
Operating systems are huge programs with hundreds of features, many of which you will
most likely never use or learn to use, but if you ever get stuck or want to know how to do
something, Windows has a built in Help and Support application.
You can quickly find answers to questions about working with Windows 10 using Cortana.
1 Click in the Cortana text box and type a help term to search on.
2 Select an item that is displayed for help information related to your search
term.
The Control Panel
Up to Windows 8 the Control Panel was the central hub for all the settings of your
computer.
You can do things such as add new user accounts to your computer, change the date
and time, change internet network settings, uninstall programs and add printers just to
name a few.
With Windows 10 Microsoft decided to have two separate places to house all the
settings:
1 One is the traditional Control Panel and
2 the other is the new ‘modern’ Settings app.
Here’s how to open the Control Panel in Windows 10.
Type Control panel in search menu.
Here if you type like this , then control panel should come up and you can easily redirect
yourself to the control panel folder easily.
This is the way to access the control panel and from here you can also pin it to the start
menu and also on the task bar.
Viewing basic system information
Knowing how to view your computer's basic information is very important, as you might
be asked this if you are ever on the phone to tech support or you might just be curious
and want to know what is inside your machine.
To view your computers information you first need to access the Control Panel, from here
you want to select the System and Security option then select 'View amount of RAM and
processor speed' under the System option.
You will now be shown a window with all the basic information about your computer on
display such as the version of Windows you are using, your RAM speed and your
Processor speed.
Desktop configuration settings
When you first turn on the computer things like the time, date and language are already
set to your local settings, but if they turn out to be wrong or you want to change them
yourself then you can do that.
On the right side of the taskbar you will see the volume icon (A speaker) the language
currently in use for example you might see "ENG" (English) and also the date and the
time.
Clicking on any of these will bring up more detail about the subject, and will give you an
option to manually change them.
Shutting down a non-responding application
Sometimes a program / application fail to respond i.e. the program ‘hangs’. Typically
non-responsive cannot be closed in the normal way. In such case, you need to follow
these steps in order to shut down (close) the program:
 Press and hold Ctrl, Alt and Delete on your keyboard.
 An overlay will appear and you will see a list of things you can choose from,
It’s important that you click on Start Task Manager. You will see a list of
programs. Click on the program that is not responding and click End Task
 The End Program dialog box will be displayed.
 Click End Now button.
Capturing a full screen, active window
Windows has a built in feature that lets you take a snapshot of whatever is currently on
your screen, this can be useful if you want to save a picture for editing or if you are
sending a snapshot of what you are seeing to a tech support company.
To do this locate the print screen button on your keyboard and press it once. This will take
a picture of the current screen
From here you can paste the picture in any photo editing software such as Photoshop or
Microsoft Paint and save it where ever you want.
1.2 Outputs
This module sets out essential concepts and skills relating to text document creation,
editing and printing.
In This Unit
Working with text.
Printing
Opening a Word Processing Application
A word processing application is the name for any computer program that performs the
composition, editing, formatting and sometimes printing of any sort of written material.
Throughout this chapter we are going to be using the most popular Word Processing
Application, Microsoft Word. Although the steps are normally the same or very similar for
any Word Processing Application.
To open Microsoft Word you first need to go to the start menu. from here you should see
a tile that will say Microsoft Word or Word 2016. Also you can search for Word using
Cortana search bar.
If you cannot see Microsoft Word here then you can also use Cortana search bar: type
in Word and it will appear in the list if this is installed on your device.
Closing a Word Processing Application
There are two different ways to shut down Word, one is using the cross in the right hand
corner of the title bar, and this will completely shut down the application.
If you are just looking to close the current document but keep Word open then you need
to press File in the top left corner of the application, from here you press the Close
button.
Entering text into a document
Entering text into a document is extremely simple. The flashing insertion point indicates
where the next character you type will appear. Simply start typing on your keyboard to
enter text. If you make any mistakes, use the Backspace key to delete unwanted
characters.
Copy and move text within a document
To save yourself a load of time if you are ever rewriting a piece of work, or want to copy
someone else’s writing from an e-book or website, you can use a feature called Copy
and Paste.
Do this in Word you simply highlight the piece of text you wish to copy, just clicking and
dragging your mouse over the work you wish to copy.
Once highlighted you have two options, you can press the copy button on the
Clipboard menu or you can hold down the Ctrl button on your keyboard and press
the C button, Both of these methods do the same thing and copy the text to your
Clipboard.
Now click at the position within the document where you wish to paste the copied text.
This can be anywhere, it doesn’t have to be in the same Word document. The clipboard
is a global feature so any copied work on the clipboard can be pasted in any
application.
Now to paste either hold down the Ctrl button and press V on your keyboard or if
you are pasting into another Word document you can also use the Paste button on the
Clipboard menu.
Save and name a document
Saving a Word document follows a very similar process to opening one, but instead of
clicking Open from the file menu you click Save.
The first time you save a document it will ask you to name it and save it in a location of
your choice. Each time you save it after naming the file and choosing a destination it will
automatically overwrite the original file
If you wish to save the file again but under a different name or destination then you have
to use the Save As button in the file menu.
Installing and uninstalling a printer
To install a printer you first need to access the Control Panel
to select the Hardware and Sound option.
and from here you need
From here you can click Add a Device under Devices and Printers to install a
printer or you can click on Devices and Printers and it will open up a window with all
your currently connected devices. From here you can click Add a Device or Add a
Printer.
If you want to uninstall a printer you need to open up your currently connected devices
window, as stated above, then right click on the printer you wish to uninstall and then
select Remove Device from the menu.
Printing a document from Word
Now that you know how to install a printer we are going to cover how to print a page
from Microsoft Word.To print your Word document simply select Print from the File menu.
From here you will be shown a preview of what your printed page will look like, you can
also choose what printer the page will be printed from if you have multiple printers and
you can also change the layout of the print and the paper size.
View, pause, restart, cancel a print job
Once you have started printing you can view a print job’s process.
In the right hand corner of your task bar you should now see a printer icon double click
on this icon and a dialog box showing the progress of your print jobs will appear.
From here you simply right click on the job you wish to change, and choose Pause,
Restart or Cancel from the menu.
1.3 File Management
This module sets out essential concepts and skills relating to the Windows file structure,
file organisation and file storage.
In This Unit
Intruducing Files and Folders
Organising Files and Folders
Storage and compression
What are Drives, Folders and Files?
When accessing a drive on your computer, Windows uses a system of drive letters to
serve as logical pointers to the different physical drives you have access to. From each
drive letter it is possible to access all of your files stored on that particular physical drive.
For instance, the Hard Disk drive letter is usually ‘C’. On some computers, you will find
two hard disks, one of which will be the C drive and the other will be the D drive. The
Floppy Disk is referred to as drive A. Pen drives are referred to as Removable Disks and
they may be assigned different letters, depending on the number of disks installed on
your computer.
To help organise your files it is possible to create folders (also referred to as directories) to
help divide and even sub-divide the files stored within the various logical drives available.
A system of hierarchical folders within folders which represent your hard disk are often
referred to as the folder (directory) tree, in the same way the very top of the file system is
known as the root folder (directory). Finally, at the very end of this structure are the
various files which we use. Each file name can be up to 255 characters in length.
Display file and folder properties
File and Folder properties shows useful information like the type of file it is, the location of
a file or folder and the size of the file/folder. To find these properties you simply right click
on the file or folder you wish to view the properties of, and on the drop down menu
select the bottom option called Properties.
Change the file/folder display view
Open the Folder and click on the View tab in the toolbar at the top of the window. From
here you can choose options such as tiles, icons, list and details aswell as removing or
adding a preview pane.
Identify common file types
Within the Windows Explorer window each file will be marked with a small icon, as
illustrated. In the example shown, the first file displays an icon representing Microsoft
Word, and if you look along the line of information about this file, it clearly states
(assuming that you are using the details mode to view the files) that the file is indeed a
Microsoft Word Document. The second file is marked as a Microsoft PowerPoint
Presentation file in the same way.
File extensions
File names usually end with a 3 character extension. A period (.) separates the filename
from the file extension. Some of the common file extensions are listed below:
 .doc - MS Word Document
 .rtf - Rich Text Format
 .txt - MS Notepad
 .xls - MS Excel Workbook
 .ppt - MS PowerPoint
 .mdb - MS Access
 .bmp - Bitmap Image
 .wav - Wave File (Sound)
 .avi - MS Video
 .mpg - MPEG Animation
 .exe - Executable
 .zip - Compressed File
Recognise good practice in folder/file naming
When naming a folder or file you should always use a logical and meaningful name not
just to you, but to other user’s as well in case anyone ever needs to look through your
computer.
User lowercase when naming files and do not use the following characters:
& , ( ) % # ‘ â€oe / \ - { } [ ] < > @
Bad filenames:Web Browsers see:Good filenames:F&A Costs.htmlF&amp;A%20Costs.htmlfa-costs/index.htmlmy
PDF file#name.pdfmy%20PDF%20file%23name.pdfmy-pdf-file-name.pdfWhen numbering similar types of
files or sequences try to anticipate maximum numbers.
Files should not be located in directory structures with more than six levels, as this can
create difficulties when accessing and archiving files.
Create a folder
The first step to creating a folder is to find the location you wish to place the new folder
e.g. Desktop or My Documents.
Right click in the empty space, then from the menu click on New then click Folder.
Now name your folder and press enter.
Rename a folder
Right click on the file/folder that you wish to rename.
Click Rename on the menu that appears.
Type in a new name and press enter.
Search for files by properties
Windows 7 – Legacy
Method 1 - Use the File Explorer
Using the File Explorer is probably the most traditional and simplest way one can find a
file. Here’s how to go about it:
1 Open the Start Menu and click on “File Explorer” to open it in a new screen
or just simply use the Windows + E keys.
2 In the search box at the top right, type in the file name you want to look for.
3 You can even select which folder you want to search your file in by selecting
& opening that specific folder and then typing in a search query.
4 Your file will appear in the results. You can even click on the “Open file
location” option to find out which folder the file exists in.
Method 2 - Use Cortana or the Search Box
If you don’t feel like typing in a search word, you can use Cortana and speak your
search query in the microphone to find a file. Here’s how:
1 Click on the Cortana microphone and say the file name you want to search
for or type in the file you’re looking for in the search box on the taskbar
where it says “ Ask me anything” and press “Enter”.
2 In the new box, click on “My Stuff” to find any kind of file from the results that
match with your input query.
Search for files by properties
To search for a file using wildcards instead of the full name. In the previous example, we
knew the full name of the file or folder for which we were searching. In some cases we
may only know part of the name, in which case we can use wildcards.
For Example
 To search for all files whose names start with z - type: z*
 To search for all files whose names start with za - type: za*
 To search for all files whose names start with za and contain 5 characters type: za???*
 To search for all Microsoft Excel files whose names start with za and contain 5
characters - type: za???.xls*
Select individual, adjacent, non-adjacent files/folders
To select an individual file / folder simply click once on the file / folder. The file / folder will
be highlighted in blue.
To select a number of adjacent files / folders. Click on the first file / folder in the block you
wish to select, then press Shift and keep holding the key whilst clicking on the last file /
folder in the block. To select a number of non-adjacent files / folders. Click on the first file
/ folder that you wish to select. Then press and hold the Ctrl key, whilst clicking on the
other files / folders that you wish to select.
Sort files/folders in ascending and descending order by properties
You can sort files in the File Explorer by name, size, file type and the date/time they were
last modified.Do this open up the View tab as shown previously in this chapter and then
select the Details view then click the appropriate header that you wish to sort the
files/folders by.
To reverse the sort order, re-click the appropriate header.
SortFilesFolders.aspx
Windows 7 - Legacy
Copy and move files/folders between folders/drivers
To move or copy files and folders to different locations first Select the files / folders that
you wish to duplicate / move.
Right click on the file or folder to Copy (to duplicate) OR Cut (to move and delete the
original).
Open the folder where you want to paste the files/folders and Right click, then select
Paste
Delete files/folders to the recycle bin and restore to original location
To delete a file, simply right click on it and click Delete. The same procedure applies for a
folder.
Files and folders that you delete are placed in the recycle bin, from where you can
permanently delete a file or restore it.
To permanently delete a file / folder:
Double click on the Recycle bin to open it. In the Recycle Bin right click on the file /
folder that you wish to remove permanently, then click on delete
Restore from Recycle Bin:
Double click on the Recycle bin to open it. Right Click on the file or folder you want to
Restore and click Restore.
Empty the Recycle Bin:
Double click on the Recycle bin to open it. Right Click on the white-space then click
Empty Recycle Bin.
Identify the main types of media
Internal Hard Disk: All PCs are supplied with an internal hard disk. This is where the
operating system (such as Windows) is stored. It is also where you store your data. When
you install new applications, they are copied from CD or DVD to your internal hard disk.
They come in two main forms a HDD (Hard Drive Disk) or on more expensive computers
and laptops a SSD (Solid State Drive)
HDD's are cheaper and give you more storage space for your money, but they are also
a lot slower and less reliable than SSD's, SSD's are more expensive but offer very fast
speeds and much better reliability so you have less chance of losing your data.
External hard drives: As the name suggests these are secondary hard disks that you
can plug into your computer. They are normally connected via a USB cable. They are
available in a range of speeds and storage capacities and are an ideal way to backup
your data, such as photos or videos.
Network Drives and online file storage: Within an office it is normal that the computers
are connected together via a network. This allows you to store your data centrally, on a
network server. This network server should be backed-up by the IT support staff on a daily
basis. This means that your data is safely backed up for you. This is also becoming more
popular in the home and is often called "Cloud Storage".
CD: Most computers are now supplied with a CD- ROM (Compact Disc - Read Only
Memory) drive. CD-ROM discs look exactly like music CDs but contain computer data
instead of music. The advantage of a CD-ROM is that it can hold a vast amount of data
(equivalent to the storage capacity of over 450 floppy disks). The other big advantage of
CD-ROMs is that they are interchangeable. This means that you can own a range of
different CD-ROM s and choose which one to insert into your CD-ROM drive.
DVD: Short for "Digital Versatile Disk”. Similar to CD-ROM drives but allows you to use
DVD disks, which contain vastly more information than a traditional CD - ROM disk. These
also transfer the data from the disk to the computer far faster, allowing you to watch
movies on your computer screen. A CD-ROM can store 650 – 700 MB of data, while a
single-layer; single-sided DVD can store 4.7 GB of data.
USB flash drive: Flash drives plug into the USB port and when viewed via the Windows
Explorer, look just like any other drive. They are supplied in a range of sizes with the 1 GB
devices being a very cheap way of transferring relatively small amounts of data
between computers.
View available space on a storage device
To view the amount of storage space you have on your computer first you have to
access the "Computer" window, you can do this in two ways either click on the File
Explorer icon on the task bar, or if the File Explorer isn't on your task bar use the search
function as shown previously in this chapter and search for "Computer".
Once you have access to the Computer window, right click on the drive you wish to
check the available space on and then select Properties.
You will now be shown the name of the disk (which you can rename to whatever you
want), the type, the used space and the free space left on the drive.
Understand the purpose of file/folder compression
File compression allows you to compress files so that the file size becomes smaller. This
allows you to save disk space. It is useful when sending files over the Internet (especially
when you have a slow connection).
To compress a file or folder first right click on the folder you wish to compress, from the
popup menu select Send To then click Compressed (zipped) Folder.
Extract compressed files/folders
To extract a compressed file or folder right click on the compressed file and click Extract
All on the popup menu.
A window will appear asking you to select a destination to extract the files to, by default
it will be set to the same destination as the compressed file.After you have chosen a
destination click Extract.
1.4 Networks
This module sets out essential concepts and skills relating to networks and the internet.
In This Unit
Network concepts
Network Access.
Define the term Network
When you have two or more computers connected to each other, you have a network.
The purpose of a network is to enable the sharing of files and information between
multiple systems and also access data and devices securely by a Username and
Password. The Internet could be described as a global network of networks. Computer
networks can be connected through cables, such as Ethernet cables or phone lines, or
wirelessly, using wireless networking cards that send and receive data through the air.
Define the term Internet
Internet
A collection of networks started by and for the US military to enable them to 'survive' a
nuclear war. Later adopted by the educational system, and now exploited by the
commercial world. The Internet is a global network of interconnected networks. The
unique thing about the Internet is the sheer amount of information which you can access
from it. Whatever your interest, you can search for and find information on the most
obscure topics. The Internet is an incredibly valuable tool, which can be used for
research, communication, marketing and business, amongst other things.
World Wide Web (WWW) vs. the Internet
The World Wide Web (WWW) is just a small part of the Internet as a whole. The Internet
relates to all the hardware and software involved, as well as the WWW. It also includes
FTP (File Transfer Protocol), email and newsgroups. The WWW is basically the text and
pictures which you can view using your web browser, such as Microsoft Internet Explorer,
or Netscape Navigator.
Define the term Internet
Voice over Internet Protocol (VoIP)
Voice over Internet Protocol, is a technology that allows you to talk with other people via
the Internet. You can talk at no extra cost to other people using VoIP on their computers.
You can even make calls to real telephones at a much cheaper rate than normal.
This system is ideal when you need to make a lot of long distance international calls. You
can use VoIP by just installing a microphone and headset, or you can purchase a special
VoIP compatible phone, which will normally plug into one of the USB sockets on your
computer. A well known VoIP product supplier is Skype, who produce a range of
excellent phones.
Electronic mail (e-mail)
Email allows you to send a message to another person almost instantly, anywhere in the
world. It requires both computers to be connected to the Internet. As well as sending a
text message, files can be sent as email attachments.
Define the terms intranet and VPN
Intranet is a smaller, closed version of the Internet, which can only be accessed by
authorized members of an organisation. Intranets are becoming an increasingly popular
way to share information within a company or other organisation. An Intranet uses
Internet technologies to allow users to access company documents, search databases,
schedule meetings and of course send emails. The Intranet can only be accessed by
employees working within a particular firm, using a specific username and password.
VPN (Virtual Private Network) is a network that uses a public telecommunication
infrastructure, such as the Internet, to provide remote offices or individual users with
secure access to their organization's network. A virtual private network can be
contrasted with an expensive system of owned or leased lines that can only be used by
one organization. The goal of a VPN is to provide the organization with the same
capabilities, but at a much lower cost.
Understand what transfer rate means
Transfer rate is commonly used to measure how fast data is transferred from one location
to another. For example, a hard drive may have a maximum data transfer rate of 480
Mbps, while your ISP may offer an Internet connection with a maximum data transfer rate
of only 1.5 Mbps.
When you download or upload data the speed of the data transfer is measured by the
amount of data that is transferred per second.
Common transfer rate units are:
 Bits per second (bps) (Very slow connections will be quoted in bits per
second)
 Kilobits per second (kbps)
 Megabits per second (mbps) (High speed data transfer is measured in
megabits bits per second)
 Gigabits per second (gbps)
Understand the concepts of downloading
You can ‘download’ data from a network, for instance you can download a file from a
web site. Another example of downloading would be copying a file from another
computer on your Local Area Network to the hard disk on your computer. Uploading
refers to copying data from your computer to another computer, either on your local
area network or on your company website.
Identify the different options for connecting to the internet
Phone line
The most common type of Internet connection. Your computer is connected to a
modem which connects to the phone line. You can use dialup or broadband via the
phone line.
Cable
The same cable that supplied TV channels can also supply your Internet connections.
Often cable gives you very high speed Internet access. Mobile phone: This is often very
expensive. The connection is established via special, Internet compatible mobile phones.
Wi-Fi
Some public places, such as airports and local councils now offer wireless access to the
Internet. Sometimes this service is provided free of charge. It may also be provided with a
charge, or else you may need a username and password in order to use the service (e.g.
in universities)
Satellite
If you live in a very remote area, your only way to connect to the Internet may be via a
satellite link. This may require large satellite dishes and expensive specialised equipment.
The cost of the Internet connection may also be high.
Connect to a wireless network
To connect to a wireless network first you need to access the Settings menu by using the
Charms Bar as shown previously in the Chapter.
From here you should see all the available wireless networks that you can connect to, if
the network requires a password then here is where you will have to enter it.
1.5 Security and Well-Being
This module sets out essential concepts and skills relating to computer security, keeping
your self safe online and your well-being while using a computer.
In This Unit
Protecting Data and Devices
Malware
Health and Green IT
Recognise good password policies
Password policies refer to guidelines or requirements on the structure and use of
passwords. They can be required for access to a computer system or a group of files or a
single file. The following are some guidelines for password policies:
1. They should never be blank.
2. They should not be the names of family members or pets or anything else that would
be easy for an intruder to try out.
3. Ideally they should never be words, especially words like administrator, admin or
root.They should never be less than five characters and preferably longer. Short
passwords can easily be determined by a brute force password cracker. This is a piece of
software that repeatedly feeds in all combinations of letters and numbers until accessed
is gained. With short passwords this can be done in seconds.
Recognise good password policies
A good policy is to use a meaningless combination of letters and numbers that is seven
or eight characters long. What some users do is to take a meaningful word such as
looking and replace the o with the number 0 and the letter i with the number 1 so that
the password becomes l00k1ng. You could also make a less obvious change, for
example replace k with 3 and g with 9 so that the password becomes loo3in9.
Passwords should be changed on a regular basis. Administrators can set a policy that
automatically causes passwords to expire after a certain period of time, for example 7
days.
Define the term Firewall
A firewall consists of software and hardware protection against invasion via the internet.
In larger companies any connection to the internet automatically goes through a firewall
that would have been installed and customized by the company‘s technical IT team.
The importance of including a firewall in your security strategy is apparent; however,
firewalls do have the following limitations:
 A firewall cannot prevent users or attackers with modems from dialling in to
or out of the internal network, thus bypassing the firewall and its protection
completely.
 Firewalls cannot enforce your password policy or prevent misuse of
passwords.
 Firewalls cannot stop internal users from accessing websites with malicious
code, making user education critical.
 Firewalls cannot protect you from poor decisions.
 Firewalls cannot protect you when your security policy is too lax.
Understand the purpose of backing up data
It’s important to take regular backups as your files can be lost or destroyed accidentally;
the hard disk may also develop problems. Thus, backups have to be made not only on
the hard disk but also on an external device such as CDs, DVDs, external hard disks or
tape drives. This data should also be protected from fire or flood disasters.
Recognise the importance of regularly updating software
No computer software is perfect, just as no human is perfect. This is why, over time, the
software matures as a result of important updates released by their developers. Upon the
first release of a computer program, there will be numerous unforeseen problems and
issues experienced by the initial user base, most of which the developer could not have
discovered without the feedback from users. Hence, the developers release updates.
Basically, updates are additions to software that can help prevent or fix problems, or
enhance and improve how your computer works.
With this in mind, it is important to remember to regularly check for updates to your
software (including Windows, which can often be forgotten) for a variety of reasons.
Improved security is the most important reason why you should make sure to update your
software. Security updates are designed to protect your software (and computer) from
harmful programs, viruses, and exploits. You wouldn’t want your software to leave a
back door open on your computer and give intruders access to your personal
information.
Recognise the importance of regularly updating software
New features are released over time for software as the creators continue to develop
and mature it. Some features may improve the functionality of the program, or allow you
to easily perform that one task you could never do before.
Enhanced overall performance of the software and the computer is also often a good
reason to keep up-to-date with updates to your PC programs. At initial creation
developers may only envision one way of writing code and using computer resources to
accomplish the necessary task. Then, down the road, the software developer may
discover a less resource-intensive way to complete the same task, or a simpler way to
write the code, either of which could help improve load times of software and in-use
performance.
Understand the term Malware
Malware is short for “malicious software” - computer programs designed to infiltrate and
damage computers without the users consent. “Malware” is the general term covering
all the different types of threats to your computer safety such as viruses, spyware, worms,
Trojans, rootkits and so on. We will cover the main types of Malware on the next few
slides.
Virus
These are malicious programs that are intended to sabotage. They can destroy some or
all your files stored on your computer or even the computer itself. An anti-virus program is
a must to be installed on your computer system to be protected. It is important that you
update the antivirus on a regular basis. Computer Viruses can easily copy themselves
once downloaded on your computer; sometimes they can also send themselves to
recipients in your email address book.
Worm
A worm is a virus that does not infect other programs. It makes copies of itself, and infects
additional computers (typically by making use of network connections) but does not
attach itself to additional programs; however a worm might alter, install, or destroy files
and programs.
Trojan
Trojan is a malware attack that disguises itself as something innocent, such as a
computer game, or a YouTube search results page. An example of a devastating Trojan
horse used an email with a link that supposedly connected the reader to a video of the
Saddam Hussein hanging, but instead just infected them with malware. Once installed
on a computer, the 'Saddam' Trojan horse then downloaded and installed a key logger
onto the infected computer. This key logger was used to record every keystroke by a
computer‘s user, thus stealing financial account information and passwords.
Trojans are particularly dangerous because they all appear so harmless on the surface.
Often Trojans are found on a particular website (usually adult, gaming, or gambling),
hidden in downloaded free software, or, as in the "Saddam" Trojan horse, a person might
be infected by clicking on a link sent to them in an email.
Spyware
As the name implies, this is software that "spies" on your computer. Nobody likes to be
spied on, and your computer doesn't like it either. Spyware can capture information like
Web browsing habits, e-mail messages, usernames and passwords, and credit card
information. If left unchecked, the software can transmit this data to another person's
computer over the Internet.
So how does spyware get on your computer? Just like viruses, spyware can be installed
when you open an e-mail attachment containing the malicious software. It can also be
installed when you install another program that has a spyware installer attached to it.
Be aware how malware can infect a computer or device
Once a computer has been compromised by malware, cyber criminals can attempt to
access your personal information by logging your keystrokes or monitoring your
computer’s activity. Your computer could also be controlled to visit websites or perform
other actions without your knowledge. The effects of malware range from brief
annoyance to computer crashes and identity theft.
Use anti-virus software to scan a computer
Antivirus software is a type of utility used for scanning and removing viruses from your
computer. While many types of antivirus (or "anti-virus") programs exist, their primary
purpose is to protect computers from viruses and remove any viruses that are found.
An anti-virus program is a must to be installed on your computer system to be protected.
It is important that you update the antivirus on a regular basis. Updating an antivirus
program ensures that you have as many samples of virus definitions in your system as
possible. This ensures that your computer is completely protected from latest virus
definitions, which are created every day.
Recognise ways to help ensure well-being while using a computer
If you do any physical activity for a long time without a break you risk straining or injuring
yourself. Using a keyboard or a mouse for a prolonged period can lead to the computer
user’s equivalent of tennis elbow. It can affect the fingers, hands, wrists, elbows, or even
the back.
Repetitive Strain Injury (RSI)
RSI stands for Repetitive Strain Injury. This means damage to nerves, muscles and other
soft body tissues resulting from repeated physical movement. To avoid this one needs to
take regular breaks.
Eyesight
Extended periods of staring at the PC screen can lead to fatigue and ultimately to
eye-strain. Make sure that your work area is adequately lit and ventilated.
Posture
The hardware of your pc should be arranged in the best possible way in order to provide
comfort for the user.
The Desk
The desk should not be very high or very low. When you place your fingers on the keys of
your keyboard, your forearms rest on the desk
The Chair
The height and seat depth of the chair should be adjustable.
The Screen
The top of the screen should rest at eye level. It is advisable that the user stays 40 – 60 cm
away from the screen.
Other Factors
The area where you are using the computer should be adequately lit. Make sure that no
light reflects on the monitor. Take frequent breaks when using the computer. Also, make
sure you never have any trailing cables around your computers, as these can result in
accidents.
Recognise computer and device energy saving practices
People are becoming more aware and more concerned about how our modern lifestyle
is having an impact on the environment.
Here are some of the things that you, as a computer user, can do to help reduce the
impact on our environment:
 Use a monitor that consumes less power whilst the computer is inactive.
 If you are not going to be using your computer for a period of time, switch it
off and don't just leave it on standby.
 Apply Automatic Shutdown to the Computer.
Recognise the roll of recycling IT related produces
We can also help to reduce the impact on our environment by:
 Recycle paper for printing. If you are printing out non-essential documents,
print on the back of old paper. If the paper can no longer be used put it into
a recycling bin.
 Don't print unless absolutely necessary. Read your documents on the screen.
Pass them onto others in an electronic format
 Recycle your old printer ink cartridges and toners.
 Recycle your computer - Just because you want a new computer doesn't mean
to say that your old one is worthless. You can pass your computer onto someone
else.
Identify some options available for enhancing accessibility
There are a range of options to improve computer accessibility built right into windows.
These cover:
 Voice recognition software
 Screen reader software
 Screen magnifier software
 On-screen keyboard
 High Contrast
Voice recognition software
Voice recognition software lets you talk to a computer and use simple commands or
sentences. These systems are easily confused by regional accents and background noise,
but are getting better each year as the software improves.
Screen magnifier software
This type of software magnifies the screen contents, making it easier to read. Microsoft
Windows has basic screen magnifier software included.
On-screen keyboard
An on-screen keyboard is a representation of the physical keyboard on the screen. It is
designed for use by individuals who are not able to use a physical keyboard. Windows
has a basic on-screen keyboard option located within the Accessories group.
High Contrast
Make the screen easier to read with a High Contrast colour scheme. You can heighten
screen contrast with an alternative colour combination or change the font sizes for
greater legibility.
1.6About This Module
This module sets out essential concepts and skills relating to the ability to understand the
main concepts underlying the secure use of ICT in daily life and to use relevant
techniques and applications to maintain a secure network connection, use the Internet
safely and securely, and manage data and information appropriately.
Module Goals
Successful candidates will be able to:
 Understand the key concepts relating to the importance of secure
information and data, physical security, privacy and identity theft.
 Protect a computer, device or network from malware and unauthorised
access.
 Understand the types of networks, connection types and network specific
issues including firewalls.
 Adjust the main operating system settings and use built-in help features.
 Browse the World Wide Web and communicate on the Internet securely.
 Understand security issues related to communications including e-mail and
instant messaging.
 Back up and restore data appropriately and safely, and securely dispose of
data and devices.
In This Unit
Data threats
Value of information
Personal security
File security
Distinguish between data and information:
 Data
- is unprocessed information for data processing. Data may be a
collection of unprocessed numbers, text, or images.
 Information
- is the processed output of data making it meaningful to the
person who receives it.
Understand the term cybercrime:
Cybercrime
- is an illegal activity that uses the Internet or a computer.
Examples include:
 Attacks against computer hardware and software, for example, botnets,
malware and network intrusion.
 Financial crimes, such as online fraud, penetration of online financial services
and phishing.
Hacking
 Which involves using computer expertise to gain access to a computer
system without authorisation.
 The hacker may wish to tamper with programs and data on the computer, use
the computer’s resources, or just prove they can access the computer.
Password cracking
 Involves recovering passwords from data that has been stored in or
transmitted by a computer system.
 This can be attempted manually by guessing the password, or by using
software.
Software cracking
 involves disabling or removing certain features in software that are deemed
undesirable by the software cracker, for example, copy protection, serial
numbers, hardware keys, date checks.
Ethical hacking
 involves attacking a computer security system with permission from its owners to
find vulnerabilities that a malicious hacker could exploit.
Recognise threats to data from force majeure
Force majeure
like:
- is a ‘superior force’ or an unforeseen event that can threaten data
 Fire
 Floods
 War
 Earthquake
Employees

- Could steal company data such as new product information
Service providers
- Could lose, destroy, or steal valuable company
data

External individuals
steal/delete data
- Could gain access to a computer system and
Understand the reasons for protecting personal information like:
 Avoiding identity theft and fraud
-
 Choose good passwords and PINs. Choose words and numbers that
no one would be able to guess even if they were privy to other parts
of your personal information.
 Protect your computer. A strong and regularly updated firewall,
anti-virus program and anti-spyware program will provide most of
the protection individuals need.
 Beware phishing scams. Phishing involves seemingly harmless emails
being sent to you, asking you to verify certain things such as
passwords, account numbers or credit/social security details.
 Don't accidentally on-sell or give away your identity details. When
you get rid of your computer, be sure to wipe out all of your
information first. Ideally, restore it to the factory settings.
 Take care when shopping online. Always check the security symbols
when using an online site for shopping
Understand the reasons for protecting commercially sensitive information like:
 Preventing theft or misuse of client details
 Preventing theft or misuse of financial information
Make sure you know who is getting your personal or financial information.
Don’t give out personal information on the phone, through the mail or over the Internet
unless you’ve initiated the contact or know who you’re dealing with.
If a company that claims to have an account with you sends you an email asking for
personal information, don’t click on links in the email.
Instead, type the company name into your web browser, go to their site, and contact
them through customer service.
Or, call the customer service number listed on your account statement. Ask whether the
company really sent a request.
Identify measures for preventing unauthorised access to data like:
 Encryption: is the process of encoding data to make it unintelligible to any
unauthorised person who tries to read the data.
 Passwords: are a string of characters used for authentication, to prove identity
or gain access to a resource.
Understand basic characteristics of information security like:
 Confidentiality: Ensures information is protected against unauthorised access
or disclosure.
 Integrity: Refers to the trustworthiness of information resources.
 Availability: Refers to the availability of information resources.
Identify the main data/privacy protection, retention and control requirements in your
country
 In EU countries the 1995 European Data Protection Directive applies.
 (officially Directive 95/46/EC on the protection of individuals with
regard to the processing of personal data and on the free movement
of such data) is a European Union directive adopted in 1995 which
regulates the processing of personal data within the European Union. It
is an important component of EU privacy and human rights law. On 25
January 2012, the European Commission unveiled a draft European
General Data Protection Regulation that will supersede the Data
Protection Directive.
Understand the importance of creating and adhering to guidelines and
policies for ICT use
 They provide a standard for users to follow and ensure that there is a clear
position on how ICT should be used to ensure the protection of the
organisation's data.
 They provide guidelines for the conditions of acceptance and the
appropriate use of the computing and networking resources
 Protect the privacy and integrity of data stored on your computer.
 Mitigate the risks and losses from security threats to computer and network
resources such as virus attacks and compromises of network systems
Understand the term social engineering:
 Social engineering: involves manipulating people into performing an action or
divulging confidential information, rather than by hacking to obtain the
information.
Identify methods of social engineering like:
 Phone calls: Misleading someone about your identity in a phone call to gain
valuable information.
 Phishing: Misleading someone about your identity online to gain valuable
information.
 Shoulder Surfing: Using direct observation to get information.
Understand its implications like:
 Information gathering: gathering information that may be confidential or
valuable.
 Fraud: using gathered information to commit an act of fraud.
 Data access: It facilitates unauthorised computer system access - potentially
revealing confidential information.
Understand the term identity theft
Identity theft involves assuming another person's identity for personal gain. This can lead
to the theft or misuse of personal, business or legal information.
How Does Identity Theft Happen?
It's easier than you might think, actually. ANYONE who has access to the basic info
needed to apply for credit, or even telephone or cell phone service, could potentially
use that info to steal your identity. The clerk in the store where you applied for a credit
card, your landlord, the cashier you handed your credit card to who asked for ID to
verify your identity... Anyone at all.
As usual, life isn't like the film. "The Net" made this sound like a high-tech risk, not
something that could happen anywhere, at almost any time. It's true that there are high
tech approaches that make things easier for some thieves, and we'll explain how to
avoid them (or give you pointers on avoiding them), but don't stop there. Offline
approaches are much more common.
There are other Identify methods of identity theft like:

Information diving
discarded material

- The practice of recovering information from
Skimming
credit/debit card
- Using a scanner device to skim information, often from a

- Gaining personal information through deception
Pretexting
You should understand the effects of enabling or disabling macro security settings.

Enabling a macro will ensure that the macro will run but may harm your
computer if the source of the file is unknown.

Disabling a macro will ensure the macro will not run but may prevent
you from using all the features in a file.
Passwords for Files
How to set up a password for your
document:
 Click
File.
 Click
Info.
 Click
Protect Document.
 Click
Encrypt with Password.
 Choose a password and click
OK.
 Re-enter the password and click
OK.
Users who had used now “half-dead” Windows XP operating system before switching to
Windows 7/8 have probably observed that in Windows 7 and above cannot create a zip
file with password.
Even though Windows 7 and Windows 8/8.1 allow you create a zip file, you can’t create
a zip file with password without the help of third-party tools.
Luckily, there are plenty of free tools out there to create a password protected zip file.
In the guide you can find by accessing the following link, we will show you how you can
use two popular tools WinRAR (shareware) and 7-Zip (free) to create a zip file
with password.
How to add password to a compressed file created with 7-Zip or WinRAR
Set a password for files like:
Spreadsheets:

Click
File.

Click
Info.

Click
Protect Workbook.

Click
Encrypt with Password.

Choose a password and click

Re-enter the password and click
OK.
OK.
Advantages and limitations of encryption
Advantages:
 Encrypted data cannot be read without a key
 Only an authorised receiver can read the message
Limitations:
 If the encrypted key is lost it leaves the data unusable
 Only an authorised receiver can read the message
Malware
This module sets out essential concepts and skills relating to the ability to understand how
Malware works. It will explain the types of Malware and how to protect against it.
In This Unit
Defination and Function
Type
Protection
What does the term malware mean?
Malware is malicious software that is designed to install itself on a computer without the
owner's consent.
That's where the word Malware comes from a blend of
Malicious
and
Software.
A program is perceived Malware based upon the perceived intent of the creator. For
example an intention to cause damage or retrieve sensitive information.
There are different ways that malware can be concealed like:

Trojan
- A destructive program that masquerades as an application.

Rootkit - Used to enable continued access to a computer while
actively hiding its presence.

Back door
- Used to bypass system security.
There are many types of infectious malware, and you should always understand how
they work like:
Viruses - The most commonly known malicious program, it infects and copies itself into
a computer. Viruses spread to other computers by infecting files on a network space
which is then accessed by another computer. It is important not to confuse a computer
virus with other malicious programs such as computer worms. Computer worms are
technically different; they can spread to other computers without needing to be
transferred manually.
A true virus can only spread if the user sends it knowingly or
unknowingly over a network or the Internet, or if it is carried
on a removable medium such as a CD, DVD, USB or hard
drive.
Computer Worms - A computer worm can be a malicious program that will use a
network to send copies of itself to other computers on that network.Unlike a virus, it does
not need to attach itself to an existing program or file.
Therefore it will almost always cause at least some damage to the network i.e.
consuming the bandwidth.
Trojan horse - The Trojan horse appears to the user to perform a desirable function,
however it will in fact give the hacker unauthorised access to the user's computer system.
Unlike viruses and worms the Trojan horse is not self-replicating, it requires interaction with
a hacker to fulfil their purpose.
Trojan horses are designed to allow the hack access to the computer.
The hacker if successful will be able to delete files, modifyfiles, upload/download files, log
keystrokes and view the users screen.
Types of data theft, profit generating/extortion malware
Adware - Software package that automatically plays, displays, or downloads
advertisements to a computer.
Spyware
consent.
- Malware that collects information on the users browser habits without their
Botnets
- Can infect and control computers without consent.
Keystroke logging
- Involves the capturing of information that is typed on a keyboard.
Diallers - Malicious programs that install onto a computer and
attempts to dial premium telephone lines at other locations.
How does anti-virus software work and what are its limitations?
Its important to run an Anti-virus software on a regular basis for example weekly or
monthly otherwise it will remain inactive.
This is to insure the user's computer remains free from malicious programs.
Secondly it is important for the user to keep the Anti-virus software updated.
This is import because Anti-virus software will compare the scanned content
of the user's computer against a database of known viruses.
Therefore the user is only protected against viruses that pre-date the last
virus definition update.
Once detected anti-virus software can detain and possibly
delete the virus.
Back Ups
It is good practice to make regular backups of data on a different media such as flash
drives, CD and DVD's, which are unconnected to the system.
This will minimise the damage done by a virus, if data is lost or damaged by a virus, the
user can start again using the backup.
On the newer version of Microsoft operating systems (Windows Vista,
Windows 7 and Windows 8) a tool known as System restore, restores the
registry and critical system files to a previous checkpoint.
Restoring the system to a date before the computer contracted
the virus, it will leave affected files virus free.
System restore is seen as a last resort, the user is also advised to
back up post virus files, as data can be lost.
Anti- Spyware Software
The main difference between anti-spyware software and that of anti-virus is that once
installed anti-spyware software will scan data automatically.
Anti-spyware software scans all incoming data (i.e. Downloaded files from the internet)
for spyware and blocks it.
It can also be used for the detection and removal of spyware already
installed onto your computer, the user will have to schedule such scans
manually.
As with anti-virus software many anti-spyware software needs to be
updated frequently to avoid new threats.
As a result, anti-spyware software is of limited use without a regular
source of updates.
Network Security
This module sets out essential concepts and skills relating to:

the ability to understand the concepts underlying the secure use of ICT
in daily life

use relevant techniques and applications to maintain a secure network
connection

use the Internet safely and securely and manage data and information
appropriately
In This Unit
Networks
Network connections
Wireless Security
Access control
What is a network?
A computer network is two or more computer systems linked together. There are various
types of networks some of which are listed below.
 Local-area networks (LANs):
This is where the computers are
geographically close together, often in the same building.
 Wide-area networks (WANs):
This is where computers are further
apart and connected by telephone.
 Metropolitan-area networks (MANs):
This is a computer
network which is designed for a town or city.
Networks are also split into public and private spaces, the
internet is an example of a public WAN.
Unsecured Networks
A default wireless network will be unsecure and visible to others thus making the user's
information obtainable to other computers connected to that network.
The user should therefore not send unencrypted information across
the internet there is a danger that it might be intercepted.
The user should begin with securing their network, the simplest
way to do this is by setting up a username and password
therefore securing access to the router.
The user can also adjust their internet security to prevent
unauthorised access to their computer/network.
Network Administrator
Network administrators are involved in managing the authentication, authorisation and
accounting within a network.
Tasks include maintaining staff access to required data on the network and ensuring
network usage is in line with ICT policy.
Firewalls
A firewall is designed to block unauthorised access while allowing authorised
communication.
Firewalls exist as software as well as hardware.
They are commonly used to prevent unauthorised internet users from accessing private
networks connected to the internet.
Therefore protecting the user against hackers.
Network Connections
There is more than one way to connect to a network like:
 Cable
- This involves connecting to a network using physical cables.
 Wireless
- Is a connection that allows you to wirelessly connect to a
network without the need for a cable.
Sometimes connecting to a network has implications for security like:

Computers connected to a network may be infected with

Connecting to a network may open your system up to potential
unauthorised data access.
for

Connecting to a network may increase the challenge of
privacy.
malware.
maintaining
Wireless network security
If you are using a wireless network (also known as Wi-Fi) to access the Internet, you should
make sure it is secure; otherwise, all of your activity and information could be accessible
to hackers and cybercriminals.
Securing a wireless network can get technical, so beginners may
prefer to get help from their Internet service providers (ISPs).
When setting up your wireless security, consider the following tips:

Limit your signal strength
boundaries of your home.
so it cannot be detected beyond the

Disable SSID broadcasting so your network is not visible to other
wireless users within its signal range.

Use a strong password. You should choose a password or passphrase
that's easy for you to remember but difficult for others to guess.

Enable MAC (Media Access Control) address filtering
unauthorised wireless clients from breaking into your network.

Make sure your network utilises
Access) or WPA2.

WPA (Wi-Fi Protected
If you use the older WEP (Wired Equivalent Privacy)
make sure to maximize the encryption.
Different types of wireless security
Here are some different types of wireless security:
to prevent
instead of WPA,
 Wired Equivalent Privacy (WEP): a security protocol for wireless local area
networks (WLANs) defined in the 802.11b standard. WEP is designed to
provide the same level of security as that of a wired LAN.
 Wi-Fi Protected Access (WPA): a Wi-Fi standard that was designed to improve
upon the security features of WEP. The technology is designed to work with
existing Wi-Fi products that have been enabled with WEP (i.e., as a software
upgrade to existing hardware).
 Media Access Control (MAC): a hardware address that uniquely identifies each
node of a network. In IEEE 802 networks, the Data Link Control (DLC) layer of the
OSI Reference Model is divided into two sub-layers: the Logical Link Control (LLC)
layer and the Media Access Control (MAC) layer.
Unprotected wireless networks can be dangerous
Locations that offer wireless Internet access like hotels and airports typically also provide
the use of Internet kiosks or public computers for Web access and word processing.
This is a great benefit for those without their own devices, but can also pose many risks:
 Key loggers may be installed. Every keystroke you make may be recorded –
comprising any login information, even for VPN connections.
 Your browsing history may be cached. People can see what Web sites you’
ve visited, and they may be able to view these cached sites, which may
invade your privacy, especially if you use a public place such as the Library.
 Saved login information. Any saved login information ― such as from clicking
the well-known “Remember Me” option when logging into a site ― may allow
others to access your account(s).
Connect to a protected/unprotected wireless network
To see a list of available networks:
 Swipe in from the right edge of the screen, then tap
Settings. (If you're using
a mouse, point to the bottom-right corner of the screen, move the mouse
pointer up, then click Settings.)
 Check the network icon. It'll show if you’re connected and how strong the
connection is.
 If you’re not connected, tap or click the network icon
or
 Tap or click the name of the network you want to connect to, and then tap
or click
Connect.
You might be asked for the network password. You can get it from the
network admin. If you’re at home, this is probably someone in your family. If
you’re at work, ask your IT admin. If you’re in a public place, like a coffee
shop, ask someone who works there.
 If you want to connect to this network every time it's in range, select
the
Connect automatically
check box.
Purpose of a Network Account
You should access a network account through a user name and password.
 For security reasons, a
Username
user to access a network.
and
Password
should be required for a
Good Password Policies
You should recognise the use of good password policies like:
 Use complex passwords. That means a case-sensitive combination of letters,
numbers, and special characters--at least eight in total. Because "complex"
can sometimes mean "easy to forget," however you could try using
memorable phrases broken up by spaces, special characters, and/or
numbers.
 Don't reuse passwords. This one's a must, yet it remains a common danger.
Employees that use the same password across multiple systems--often both
professional and personal--to keep things simple can turn a minor, isolated
issue into a major security breach.
 Change passwords regularly. It's the last piece of the holy trinity: Change your
virtual locks regularly to further minimize risks. We recommend updating
credentials at least every 60 days; better yet, do it every 30.
Biometric Security Techniques
Instead of using something you have (like a key) or something you know (like a
password), biometrics uses who you are to identify you.
Biometrics can use
physical characteristics
like:
 your face,
 fingerprints,
 irises,
 veins.
or
behavioural characteristics
like:
 your voice,
 handwriting,
 typing rhythm.
Unlike keys and passwords, your personal traits are extremely difficult to lose or forget.
They can also be very difficult to copy. For this reason, many people consider them to be
safer and more secure than keys or passwords.
Secure Web Use
This module sets out essential concepts and skills relating to the ability to understand the
main concepts underlying the secure use of ICT in daily life and to use relevant
techniques and applications to maintain a secure network connection, use the Internet
safely and securely, and manage data and information appropriately.
Secure Web Pages
When online you should be aware that certain online activities should only be
undertaken on a secure web page like:

Purchasing – e.g. Online shopping - if you are doing online shopping;
whether it is your food shopping, buying a car, or just treating yourself, you
should always make sure that you are on a secure web page before
exchanging personal data.

Financial Transactions – e.g. Online banking, fund transfers when doing online banking you must make sure you are on
a secure web page before making any transactions, even
typing in the password to access your personal bank details.
Identify a secure website
To identify a secure website you must look out for:

the web page URL for “https” -

or the
Lock Symbol
in the browser window (like PayPal etc.) -
Pharming
Be aware of pharming. Pharming is an attack that redirects a website's traffic to a
fake website. Look at the diagram below:
Digital Certificate
A digital certificate is used to provide 3rd party verification that the sender of a message
is who they claim to be.
The - file contains a public key and other authentication information to allow it to be
validated.
One-Time Password
What is a One-Time Password?
One-time password (OTP) is a mechanism for logging on to a network or
service using a unique password which can only be used once.
This prevents different forms of identity theft by ensuring that a user
name/password combination cannot be used a second time.
Typically the user’s login name stays the same, and the one-time
password changes with each login.
One-time passwords are a form of strong authentication, and offer more
effective protection to on-line bank accounts, corporate networks and
other systems containing sensitive data.
Autocomplete and Autosave
You should select appropriate settings for enabling, disabling
autocomplete, autosave when completing a form.
Autocomplete:
 Click on the
 Select
Tools
icon on the Command bar.
Internet Options.
 Select the
Content
 Click the
Settings
 Check/uncheck the
tab.
button beside
AutoComplete.
AutoComplete
options as
required.
 Click
OK.
Autosave:
In Internet Explorer you have the ability to save
identification data needed to
connect to certain Web pages (Forum, profiles, online messaging, etc..) and no longer
have to re-enter those details.
Password saving option is on by default in Internet Explorer, but you can to turn it
on/off by following these steps:
1 Click on the
2 Select
Tools
Internet Options.
3 Select the
Content
4 Click the
Settings
5 Check
icon on the Command bar.
tab.
button beside
AutoComplete.
User names and passwords on forms.
6 Check
Ask me before saving passwords
confirmation before entering a password.
for Internet Explorer to ask you for
The importance of not disclosing confidential information
Whilst using Social Networks, you should make sure to never allow other users, use of your
confidential information.
Examples of confidential information are:

Passwords,

PIN Numbers,

Certain company information,

Client details.
Disclosing such information could lead to person information, company information,
client information or - finances being stolen or misused.
Appropriate social networking account privacy settings
You should always take the necessary privacy precautions to make sure that your
personal details are only viewable to friends and trusted people.
Making your account public will allow anybody to view your personal details.
Most social networking sites will allow you to change this setting allowing you to show
your personal details:

to either everybody,

to only people on your friends list,

or only to yourself.
You should always ensure that personal details are hidden.
Potential dangers when using social networking sites
There are some potential dangers when using social networks like:

Cyber bullying - Involves using the Internet and related technologies
to harm other people, in a deliberate, repeated, and hostile manner.

Grooming - Involves using the Internet and related technologies to
befriend a person, in the negative context of preparing them to accept
inappropriate behaviour.

Misleading/ dangerous information

False identities
other users.

- can be posted by users.
- may be assumed by social network users to contact
Fraudulent links or message
- may be sent to elicit information from
you.
Communications
This module sets out essential concepts and skills relating to the ability to understand the
main concepts underlying the secure use of ICT in daily life and to use relevant
techniques and applications to maintain a secure network connection, use the Internet
safely and securely, and manage data and information appropriately.
Encrypting and Decrypting an E-mail
Encryption is used just about everywhere in all kinds of applications.
The main purpose for the use of encryption is to protect the confidentiality of data, or to
aid in the protection of the integrity of a message or file.
Email encryption refers to encryption, and often authentication, of email messages, to
protect the content from being read by any but the intended recipients. Email
encryption has been used by journalists and regular users to protect privacy.
Email encryption can rely on public-key cryptography, in which users can each publish a
public key that others can use to encrypt messages to them, while keeping secret a
private key they can use to decrypt such messages or to digitally encrypt and sign
messages they send.
Digital Signature
A digital signature is basically a way to ensure that an electronic document (e-mail,
spreadsheet, text file, etc) is authentic.
Authentic means that you know who created the document and you know that it has
not been altered in any way since that person created it.
Digital signatures rely on certain types of encryption to ensure authentication.
Encryption is the process of taking all the data that one computer is sending to another
and encoding it into a form that only the other computer will be able to decode.
Authentication is the process of verifying that information is coming from a trusted
source.
These two processes work hand in hand for digital signatures.
Create and add a digital signature
Follow these steps to create a digital signature:
 Open a
Microsoft Word
 Click
FILE.
 Click
Info.
 Click
Protect Document.
 Click
document.
Add a Digital Signature.
Fraudulent and Unsolicited e-mail
Spammers will use every trick in the book to get you to click on their links to malicious
web sites, or to open their malicious attachments, or to divulge personal information for
identity theft.
Most are designed to create a sense of alarm and urgency, threatening financial harm,
embarrassment or inconvenience unless one takes the bait.
Others flatter the recipient and/or hint at sexual benefits. Still others purport to be from a
friend with something curiously exciting to share.
Often, the "From:" e-mail address on such fraudulent e-mail messages is forged, or
"spoofed", to resemble that of a well-known service (such as Facebook, MySpace,
Verizon or CitiBank).
If you have that service in your approved senders list, such junk mail will slip right past your
junk-mail filter. You should never trust the "From:" address on any e-mail; it is easy to forge.
Be aware of the danger of infecting the computer with malware
If you’re not familiar with the sender, do not open, download, or execute any files or
email attachments.
Some viruses replicate themselves and spread via email.
Stay on the safe side and confirm that the attachment was sent from a trusted source
before you open it.
Instant Messaging (IM)
The Internet has revolutionised the way we communicate.
E-mail has been the most rapidly adopted form of communication ever known.
Less than two decades ago, not many people had heard of it.
Now, many of us e-mail instead of writing letters or even calling people on the phone.
People around the world send out billions of e-mail messages every day. But sometimes
even e-mail isn't fast enough.
You might not know if a person you want to e-mail is online at that moment.
Also, if you're e-mailing back and forth with someone, you usually have to click through a
few steps.
This is why instant messaging (IM) has become so popular.
Security Vulnerabilities of IM
So far, the IM platform seems very easy and manageable. No, it's not and the platform
on which the IM programs operate have two fundamental risks:
The communication between the client(s) and the server are not
encrypted. This is the same as writing a letter and sending it without an
envelope, allowing anybody who handles or intercepts its way to read it.
1
The clients are adding special features to distinguish themselves from
the others. The most frightening feature is allowing scripting on the client systems
by using Visual Basic, Java or any proprietary language.
2
If we look at the first vulnerability, it is no more than offering everything private to travel
freely over the Internet.
Whatever you write, whatever you send as a file can be seen, read, downloaded,
logged and saved.
The eavesdroppers work is easy: find an IP address, sit down and read whatever is on the
screen.
Then, the client programs are prone to account hijacking, leading to identity theft.
The password protection is very limited and some IM clients store the username and
passwords on a file on the disk, offering everything to the attackers on a golden plate.
If you don't know how to steal those, a quick search will take you to
many how-to websites that describe the process.
If these are not enough, the IM programs have bugs/limitations that can be exploited by
the attackers.
This is not only for the IM programs, but for all the software installed on the computer
(including the operating system).
If we look at the second vulnerability, it is not less frightening than the first one.
You would not want a piece of malicious code working on your favourite IM program,
which seems to change skins but who knows what it is doing in the background.
Secure Data Management
This module sets out essential concepts and skills relating to the ability to understand the
main concepts underlying the secure use of ICT in daily life and to use relevant
techniques and applications to maintain a secure network connection, use the Internet
safely and securely, and manage data and information appropriately.
Physical Security
You should always recognise ways of ensuring physical security of devices like:

Log equipment location and details,

Use
cable locks,

Implement
biometric scans.
access control
measures such as swipe cards or
Having a Back-up Procedure
Sometimes you may lose data, this is why it is important to keep a back-up.
Having a back-up procedure will ensure that data can be recovered in the event it is
lost.
A few examples of items to back-up include:

Data,

Financial records,

Web bookmarks/history
Features of a back-up procedure
Here are a few examples of the features of a back-up procedure:

Regularity/frequency

Schedule
- This refers to how often you want a back-up to
occur.

- You can set up a back-up schedule.
Storage location
an external hard drive.
- You can set up a location to store your back-up to
Backing up or restoring personal files
In previous versions of Windows, you could use Backup and Restore to back up your files
or create and use a system image backup or repair disc.
Windows 10 gives you choices about how you can recover your PC and back up your
personal files.
You can use File History to back up the files on your PC in the Documents, Music, Pictures.
Videos and Desktop folders and the OneDrive files available offline on your PC.
Over time, File History builds a history of your files.
You'll first need to set up a File History drive and turn File History on.
If your original files have been lost, damaged or deleted, you can restore them.
You can also browse and restore different versions of your files.
To set up a drive for File History
If you're going to use a new external drive, connect it to your PC. If you see a notification
asking if you want to configure the drive for File History, tap or click it, then turn on File
History on the screen that appears.
Otherwise, follow these steps to choose either a network drive or an external drive that’s
already connected to your PC.
Swipe in from the right edge of the screen, then tap Search. (If you're
using a mouse, point to the bottom-right corner of the screen, move the mouse
pointer up, then click Search.)
1
Enter File History settings
History settings.
2
Tap or click
you want to use.
3
4
Turn on
in the search box, then tap or click
File
Select a drive, and choose the network or external drive
File History.
If the network drive you want isn’t in the list of available drives, tap or click Show all
network locations.
If the drive you want isn’t listed there either, open File History in Control Panel, tap or
click Add a network location, and follow the instructions on the screen.
How to back-up & restore files using File History
Windows 10’s File History is an easy way to get started with backing up your personal files
since it comes built-in to your system.
File History takes snapshots of your files as you go and stores them on an external hard
drive either connected over USB or your home network. Over time, File History builds up a
library of past versions of your documents that you can recover if need be. Say, for
example, you really liked a paragraph from the first draft of an essay, but you deleted it
long ago and are now battling regret. You can dip into File History, retrieve the right
version of your document, and copy the paragraph.
Windows 10’s File History is an essential part of any PC backup strategy, but it’s only one
part. Ideally, you’d have your files in three places: the working copy on your internal
hard drive, a local backup that you can access straight away, and a remote backup
that keeps your files safe offsite. That way, if anything ever happens to your house such
as a fire, flood, or tornado, the third copy is still safely tucked away in the remote
location.
The easiest way to take care of the remote backup is to use an online backup service.
We’ve got a separate article dedicated to reviews and purchasing advice for online
backup. While you’re at it, check out our look at the best external drives for backup,
storage, and portability to get a quality drive for your local File History backups.
To get started with File History in the latest version of Windows 10, open the Settings app
and go to Update & Security > Backup.
Once you’re there, hook up your external hard drive to Windows and then in the Settings
app click the “+” next to Add a drive. You’ll see a prompt to choose an external drive,
choose the one you want, and that’s it. File History is now archiving your data. An on/off
slider will now appear under a new heading called “Automatically back up my files.”
By default, Windows 10’s File History will back up all the folders in your User folder, back
up your files every hour (as long as the backup drive is available), and keep past copies
of your files forever. To change any of those settings click on More options under the
on/off slider.
The next screen you’re taken to is called Backup options. Right at the top is an
option to start a manual backup, and below that are drop-down menus to adjust how
often you’d like to run your backup with choices ranging from every 10 minutes to once
a day. If your backup drive is low on space, you can avoid having File History bug you by
clicking on the drop-down menu under Keep my backups and select Until space is
needed.
To add a folder to your backup, click the “+” under
Back up these folders.
To remove a folder, scroll down to find it, click on it to highlight, and then click
Remove.
Towards the bottom of this screen you can also create a list of folders to specifically
exclude, or stop backing up to the currently selected drive and choose another one you can only have one designated backup drive at a time.
Once File History is enabled, there’s a handy trick to access older versions of a file:
Right-click on a file in File Explorer, and then select Restore previous versions.
This is the same as right-clicking the file and going to the
Versions window.
Properties >
Previous
Permanently Deleting Data
Before you sell, donate, or recycle your old computer, beware: You may be handing
personal information to strangers.
Simply restoring the operating system to factory settings does not delete all data and
neither does formatting the hard drive before reinstalling the OS.
To really wipe a drive clean, users will need to run secure-erase software.
Deleting and Permanently Destroying Data
Deleting data by moving it to the recycle bin does not permanently destroy the data.
Permanently deleting data by shredding or degaussing ensures that it cannot be
recovered.
Some methods of permanently destroying data are:

Shredding

Drive/media destruction
- Shredding disks like CD/DVD,
- Physical destruction of a drive or media,

Degaussing - Leaves the magnetic domains on a disk in random
patterns rendering previous data unrecoverable,

Using data destruction utilities
destruction of data on a drive.
- Software/utility to carry out the
Web Browsing
This module sets out essential concepts and skills relating to Web Browsing.
Module Goals
Successful candidates will be able to:

Understand web browsing and online security concepts.

Use the web browser and manage browser settings, bookmarks, web
outputs.

Search effectively for online information and critically evaluate web
content.

Understand key copyright and data protection issues.

Understand concepts of online communities, communications and

Send, receive e-mails and manage e-mail settings.

Organise and search e-mails and use calendars.
email.
In This Unit
Key Concepts
Security and safety
Using the Web browser
Tools and settings
Bookmarks
Web outputs
The Internet
The Internet in fact was initially designed by the US military to allow it to ‘survive a
nuclear war’ and was also intended to be decentralised.
The Internet is a network of computer networks forming a massive worldwide networking
infrastructure.
Millions of computers across the world are connected through the Internet. They form a
network which lets any computer communicate to another computer that is also
connected to the internet.
World Wide Web (WWW) vs. the Internet
As a whole the World Wide Web (WWW) is just a small part of the Internet.
The Internet interacts with all the hardware and software engaged,
as well as
including the WWW, also includes FTP (File Transfer Protocol – more about this later), email
and newsgroups.
The text and pictures that you see whilst viewing your web browser such as Microsoft
Internet Explorer is basically what WWW is.
URL (Uniform Resource Locator)
A Web address can also be referred to as a URL (Uniform Resource Locator). URL’s
usually consist of the name of the protocol (HTTP or FTP) followed by the address of the
computer you want to connect to.
For example, a URL of http://www.openittraining.com would tell your Web Browser to use
the HTTP protocol to connect to the Open IT Web site.
Hyperlinks
When you click on a piece of text (or a picture) on a web page, which when clicked on
automatically:

Takes you to a different part of the same page

Takes you to a different page within the Web site

Takes you to a page in a different Web site

Enables you to download a file

Launches an application, video or sound
This is called a hyperlink.
When a piece of text is underlined this usually means that it is a hyperlink. These links are
displayed as blue by default normally.
When hovering over a hyperlink the mouse pointer will usually change to the shape of a
hand.
ISP (Internet Service Provider)
To connect to the Internet, you need to subscribe to an Internet Service Provider.
The ISP will connect you to the Internet either with your telephone line or through a
special digital high speed line.
An example of a popular ISP is BT Internet.
Web sites and URLs
Surfing the Web’ is a term that is used to describe when someone is searching for
Websites on the Internet. The Websites that you access freely are simply data which is
stored on a WWW server.
For example Microsoft has a Website; on their Website you can download information
and software. The only problem is that you need to know the address of the Website.
You can think of it in the same way you have to phone somebody, first of all you need to
know that persons phone number.
Getting the URL correct is important because they are all very precise. If you want to
browse the Web to visit the Microsoft Website you would have to use this
URL: http://www.microsoft.com
Consequently this means that if you wanted to visit a Website of a company that
produced this training material you would use this URL: http://www.openittraining.com
Due to the high number of organisations and people that now have Websites, there are
ways to find Websites if you do not know the Web address.
You can do this by using a search engine; by using the search engine you can search for
a word or phrase connected to that of which you are trying to find and it will then show
you sites which may match the information that you have provided to it.
The search engines can sometimes be engulfing. Doing a recent search in one of these
engines with the words “PC courseware” showed a list of about 872,000 results (in 0.19
seconds!).
Structure of a Web Address
Look at the following example; the Web address (URL) has a very specific structure.
Service:The first part of the URL, such as HTTP or FTP is the service specifier it agrees the
access method.
Host:
The second part of the URL is the server Internet address, in this
case: www.example. com
Folder and file structure:
Finally the last part of the URL shows the name of the folder holding a certain file as well
as the file itself. In most cases the starting file for a Web site is called the Index file.
Web Browser
The Web Browser allows you to view Web pages.
The Mozilla Firefox webpage looks like the image shown above.
There are many different Web browsing applications, these include ‘Internet Explorer’
(from Microsoft), Opera, Mozilla Firefox, Google Chrome and Safari (which is the browser
used on Apple Macs).
Later versions of Web browsers will offer the user much more versatility and also giving a
range of better built-in features.
For more information on Web browsers, you could try ‘surfing the Web’ and searching
for ‘Web Browsers’.
Podcasts
You can listen to radio programs in a way which is easily downloaded and listened to
later on a PC or mobile device such as an Apple iPod, these are called podcasts.
The word “podcast is a combination of the words “iPod” and “broadcast”.
There are many Websites that allow you to download content, the difference with a
podcast is that once you have subscribed to a podcast it will automatically be
downloaded for you.
Below is an example of a typical page that allows you to subscribe to a podcast.
Online Banking
Do all your day-to-day banking at a time and place that suits you, whether you're at
home, out and about or on holiday.
The benefits of using online banking are:

Convenience:
Unlike your local bank, online banking sites never close;
they're available 24 hours a day, seven days a week and they're only a mouse
click away.

Ubiquity: If you're out of town or even out of the country when a
money problem arises, you can log on instantly to your online bank and take
care of business, 24/7.

Efficiency: You can access and manage all of your bank accounts,
including IRAs, CDs, even securities, from one secure site.

Effectiveness: Many online banking sites now offer sophisticated tools,
including account aggregation, stock quotes, rate alerts and portfolio
managing programs to help you manage all of your assets more effectively.
Most are also compatible with money managing programs such as Quicken
and Microsoft Money.
The disadvantages of using online banking are:

Start-up may take time: In order to register for your bank's online
program, you will probably have to provide ID and sign a form at a bank
branch. If you and your spouse wish to view and manage your assets together
online, one of you may have to sign a durable power of attorney before the
bank will display all of your holdings together.

Learning curve: Banking sites can be difficult to navigate at first. Plan
to invest some time and/or read the tutorials in order to become comfortable in
your virtual lobby.

Bank site changes: Even the largest banks periodically upgrade their
online programs, adding new features in unfamiliar places. In some cases, you
may have to re-enter account information.

The trust thing: For many people, the biggest hurdle to online banking
is learning to trust it. Did my transaction go through? Did I push the transfer
button once or twice? Best bet: always print the transaction receipt and keep it
with your bank records until it shows up on your personal site and/or your bank
statement.
Internet security & password logins
When getting an Internet connection setup for you there is usually a logon ID and
password that is issued to you.
The details that are provided to you for your Internet connection should be kept private
and secure.
Once you have used these login details most PCs will remember the username and offer
the correct password automatically.
When connecting to a different network you may need to enter different details.
You should always make sure to sign out of the Website you are visiting after you have
finished.
Risks associated with online activity
There are also dangers as well as the benefits linked to online activity.
Unintentional disclosure of personal information:
To access all the features of some Websites you are made to register to that Website to
gain all the features.
The details that are needed to register often include your name, date of birth, address
and telephone number.
You must always make sure the Website you are giving these details to is accountable
and reputable before handing these details over.
You should think of things like if they publish a privacy policy and if they can be trusted to
store your details in a secure manner, safe from hackers?
Bullying or harassment:
The Internet has allowed bullies to continue harassing their victims through exploiting the
Internet.
Things that bullies tend to do online is send abusive or threatening emails.
However some bullies who are more able technically sometimes produce Websites to
circulate horrible rumours.
Targeting of users by predators:
There are certain levels of anonymity that the Internet can allow, however some people
abuse this.
People can mislead other people by pretending to be someone they are not, in order to
potentially gain your trust.
If you are in an online chat room never give any personal details out.
Encryption
Encryption is the process of disorganising a message or webpage. This is used to make a
transmission more secure, so that the planned receiver of the message will be able to
read the message. There are ways of authorising this encryption via the use of hardware
and software.
A well-known encryption program is called PGP
Today’s encryption programs are so secure that some governments are asking that the
manufacturers of the programs build a ‘back-door’ into the program, so that the
government, police, and intelligence communities can gain access to the encrypted
files easily. This will stop the criminals who use the Internet gaining access to unbreakable
encryption.
Encryption has different levels; they are often defined by the number of bits used within
the encryption. Meaning a system using 128 bit encryption is much safer than one using a
32 bit encryption
Secure web sites and https
Each time you visit a website that handles private or financial information, make sure the
website is safe.
To see if a website is safe, make sure that a lock icon appears in the window's title bar.
If the website is not secure, you may have been given a choice between a secure and
insecure connection when logging into the site.
Go back to the page where you logged in, and check for a link to a secure login.
Even if you do not plan to view private information, it's best to use a secure login
whenever possible, to ensure that your login information is encrypted.
If you are on a secure page, for the acceptance of credit cards the web site address
begins with "https" (instead of "http"), this image shows an example of that.
Digital certificates
For a secure transmission across the Internet you use a digital certificate to encrypt
information.
To stop tampering and to guarantee you are the valid sender of an email, a digital
certificate can be used to make a digital signature for the email.
Digital certificates can be verified by companies that are around to authorise these
digital certificates, you can purchase these from certificate authorities such
as www.verisign.com.
Internet based shopping Web sites use digital certificates to encrypt your credit card
details so they cannot be taken by anyone whilst traveling across the Internet.
You can view a secure Websites digital certificate by double clicking on the padlock in
the Web browsers address bar, e.g.https://www.paypal.com.
There are a range of trusted logos that you should be looking for when purchasing from a
web site.
Clicking on these trusted logos should authenticate the site.
The image below shows the Verisign Secured logo.
Parental control options
Some parents worry what their children are getting up to on the web. Here are some
issues to consider:
Supervision:
Set the computer up in a family room. This means that you will most likely be in this room
to watch and partake in what your child is doing on the Internet.
Web browsing restrictions:
If you are worried about anything inappropriate showing up on your computer, there are
many software products that will block access to these Web sites. If you would like to see
some more details on this try searching “cyber patrol” or “net nanny”. Internet browsers
have some basic parental control options that will also be covered later on in this course.
Computer game restrictions:
The same as films are rated with an age games are now rated in the same way. You can
use this age rating to help you decide if certain games are appropriate. Games consoles
have progressed a lot over the years and the latest generation of games consoles have
a parental control option built in to it allowing you to prevent the play of games that are
meant for adult audiences only.
Computer usage time limits:
You should always set limits for the amount of time spent using a computer. You should
always take a break from looking at your screen for at least 5 minutes every hour.
Opening the Microsoft Internet Explorer program
Usually displayed at the bottom-left of your screen an Internet Explorer icon is displayed.
Also on many computers the Internet Explorer icon may be displayed on your Desktop.
Entering a URL into the Address Bar
Towards the top of the screen there is an address bar. In this address bar type in the Web
address (URL) for Microsoft www.microsoft.com and then press the Enter key.
The page will load and the microsoft website will be displayed. Microsoft changes the
look of its website on a regular basis so when visiting this site the looks of the website
may change.
Refreshing Web pages
You can refresh a webpage, this means forcing the page to reload.
For example you may be watching a video that suddenly freezes, you might want to
refresh the page the see if the video can load properly this time.
Click on the Refresh icon to refresh the page.
Some Web pages, use special techniques to refresh themselves automatically, news
pages are an example if this.
Stop button
Once you have clicked on a Webpage or hyperlink you maybe want to stop the page
from continuing to download.
You may get fed up of a page being very slow to load waiting for all the pictures within
the Web page to be displayed.
Click on the
Stop
icon to stop the page from continuing to download.
Hyperlinks
If you were to slowly move your mouse pointer over a Web page, you would notice
when your pointer goes over certain text or pictures the mouse pointer changes to the
shape of a small hand.
When hovering over a piece of text or an image that changes its shape to the small
hand this means that you are pointing at a hyperlink.
Clicking on the hyperlink will jump you to a new location. That could be a different
location on the same page, or it could be a different Web page for the same Website, or
even a completely different Website.You may want to open the page that a hyperlink is
going to take you to but you might want to do this on a separate window. Hyperlinks
may also allow you to download files from the Website.Try clicking a few hyperlinks to see
what happens.
Forcing a Web page to display within a new window
If you want to do this right click on the hyperlink and
from the pop-up menu, click on the ‘Open in new
window’ command.
Your screen will now be displaying two copies of
Internet Explorer, one showing the original page you
were on and the second displaying the page that
you hyperlinked to.
To open a hyperlinked Web page within a new window, hold down the Shift key and
then click on the hyperlink.
Example Hyperlink
You may want to open the page that a hyperlink goes to, within a new tab, this means
opening another tab within the existing copy of Internet Explorer you have running.
Example Hyperlink
To do this you must right click on the hyperlink and from the pop-up menu that is
displayed, click on the ‘Open in new tab’ command.
Try this now and you will now see two tabs displayed within your Internet Explorer window.
Switching between tabs
Simply click from one tab to another with your mouse. Try this now.
You can also switch using keyboard shortcuts. Try using Ctrl + Tab.
Closing a window
If you have finished with a certain internet page that is open in a separate window and
want to close it down, you should do this by firstly looking at the bottom of your screen
and you will see your Internet Browser Icons.
If you then hover your mouse on your Internet Browsers Icons the multiple windows that
you have open will be displayed. From here select the page you want to close down.
Now look to the top-right of the screen and you will see a Close button. Click on the
close button.
Closing tabs
If you have finished on a tab or have lots of tabs open and want to close some.
At the top of each tab there is a Close icon displayed, you should click on this to
close the tab.
You can also close the tab using keyboard shortcuts. Try using Ctrl + W.
Visiting the Home Page
When you open your Internet Browser it normally opens to a set Home Page, this is the
first page that you view every time that you open the Internet Browser.
If you are visiting another page and wish to go back to your Home Page then simply click
on the Home icon within the toolbar normally located at the top-right side of your
screen.
You can also switch to the Home Page using keyboard shortcuts. Try
using Alt + Home.
Back and Forward buttons
At the top-left side of the Internet Browser there should be back and forward arrows.
These arrows allow you to navigate backwards and forwards through the Web pages
that you have recently accessed. The back button going to the previous page you
visited and the forward button going to the next page you visited. Have a go at using
these buttons.
Displaying your viewing history
Your Internet Browser will keep a log of all the Web sites that you have visited. To view the
recent Web sites that you have been on you need to display the history list within the
Internet browser.
The history can be found by clicking on the Favourites Centre icon that you can see on
the top-right of your window.Clicking on the Favourite button will display the following
drop down.
The keyboard shortcut to display this drop down is
Click on the
History
Alt
+
C.
button. You will see the following.
To see the Websites that you have viewed today simply click on the Today icon and
the list of Websites that you have been on today will be displayed. Clicking on an item in
this list will display that Website.
Below the Favourites, Feeds and History tabs there is a drop down menu. If you
click on this drop down box you will be able to sort your history by specified criteria, such
as View By Date, View By Site, View By Most Visited and View By Order Visited
Today.
Submitting & resetting Web based forms
Web based forms will look similar to this form some may ask for more details than others,
however they are all generally the same.
Sometimes you will have to enter the data that is being asked of you manually,
sometimes from a drop down menu or multiple choice options.To navigate through a
form you are usually required to use the TAB key (not the ENTER key) to move
from field to field.
At the bottom of a form there should be a button called Submit or something similar,
by clicking on this button it will transmit the form across the Internet.
Some forms allow you to Reset or Clear the information that you have just
entered into the form. There will be a button called Reset or something similar to this that
will allow you to remove this information.
Be very careful when sending your personal information via a web site form. Always read
the Privacy Policy of the organization providing the form.
Setting your Home Page (starting page)
Your Home Page can be any Web page that you want it to be. Once you have set your
Home Page this will be the page that is automatically displayed within the Internet
Browser each time you start the program.
First of all start by going to the Web page that you wish to be set as your Home Page. In
this case type in the address bar and then press Enter: www.google.co.uk. And you
will see:
When you arrive at the Google Home page and it is displayed on your
screen, RIGHT click on the Home icon. A drop down menu will appear and you will
have the option to select
Add or Change Home Page.
The Add or Change Home Page dialog box will be displayed as shown: Click on
the Use this webpage as your only home page option. Once you have selected that
option you should continue with Yes.
No changes to the Web page will happen, but the home page has been set.
Pop-Up blocking
For marketing purposes these pop-ups are usually
Certain Websites that you visit
may cause a pop-up to appear, this used, however they are sometimes used for surveys or
is a little window or message that other reasons.
will pop-up on your screen.
Your computer is able to block
pop-ups; it would be a good idea to
make sure you set this up.
To do this click Alt on your
keyboard this will display the Tool
Bar, from this you should click on
Tools.
From the drop down menu shown,
click on the Pop-up
Blocker command.
A submenu will then appear and you should make sure that pop-up blocking is enabled.
Pop-Up Settings
Click on the Image To Enlarge
From the Pop-up Blocker command, we are
The Pop-up Blocker Settings dialog box will now going to look at the Pop-up Blocking
settings
appear.
If you believe a website can be trusted then
you can set it up so that all pop-ups from
this site are allowed.
You can enter the Internet address (URL)
into the allowed sites section in the dialog
box that appears.
If you change your mind about a site you
can also remove any sites from this list.
You can also change the filter level section to set the strength of pop-up blocking.
Turning off popup blocking
To turn off popup blocking, you do this by clicking on the
Explorer toolbar.
From the drop down menu that appears click on the
Tools
button in the Internet
Internet Options command.
The Internet Options dialog box will now appear.
Along the top of this dialog box there are tabs, click on the privacy to tab.
Towards the bottom of the dialog box there is an option to Turn on Pop-up Blocker, you
should remove the tick from the tick box and click on OK button to close the dialog box.
Cookies
Using cookies some Websites will store hidden information about you on your hard disk.
The information that is stored is in small text files.
A useful thing about cookies is that a site may store your preferences about a Website;
they will do this so that when you are re-visiting that site again your preferences can be
accessed automatically.
Websites that require you to identify yourself via going through a “log in” process may
use cookies to record the log in information so that each time you visit you don’t have to
go through the login process.
To prevent the downloading of cookies or limit the type of cookies that is downloaded
on to your computer.
You should click on the Tools button in the Internet Explorer toolbar, and from the
drop down menu that appears select the Internet Options command.
When the dialog box appears go to the Privacy
tab to control the way cookies are handled.
tab, you can use the slider on this
If you drag the slider from top to bottom it will offer choices from Accept All
Cookies to Block All Cookies and also Low, Medium, Medium High and
High.
Once you have chosen the desired privacy level make sure to apply or click the OK
button that will be at the bottom of the Internet Options dialog box.
Toolbars
Internet Explorer has built in toolbars that are usually hidden; you can change this and
make them visible.
To do this you have to right click on the top of the Internet Explorer window (next to the
URL bar).
A drop down menu will appear and here you can select from a few toolbar options.
To have the toolbar showing on your Internet Browser click the desired toolbar so that the
tick shows.
As you select the toolbars you want shown you will see them appearing underneath the
URL bar.
Minimising, maximising, restoring and closing icons
These buttons act in the same way as every other standard Windows program and are
displayed at the top-right of your screen.
Clicking on the Minimise button will minimise the Program window down to the
Windows Task Bar (the bar that runs along the bottom of your screen).
Clicking on the
a window.
Maximise
button will maximize the program if you are viewing it within
Clicking on the
Restore Down
Clicking on the
Close
button will run the program within a window
button will close the program.
Deleting browsing history and temporary files
Find the Tools button (top right of your screen), and click on it. A drop down menu
will appear from this you should choose the Internet Options command. Once the
Internet Options dialog box has appeared, within the Browsing history section of this
dialog back click on the Delete button.
Now the Delete Browsing History dialog box will show. You may want to delete
certain types of files or maybe all your Browsing history. You can select what you want
deleting by using the tick boxes and then clicking on Delete.
Adding a Web page to your favourites
Favourites are also referred to as bookmarks, and acts in the same ways that you would
use a bookmark to mark a certain page you are at in a book.
You can use the book mark to recall on pages that you may need to revisit later.
This means that there is no need to remember that Web address, just click on your
favourites that you have saved for that particular page.
To add a bookmark, select the page you want to bookmark. For this example
use www.google.co.uk, now click on the Favorites icon (top-left of the screen).
A drop down menu will appear and from this select
The Add a Favorite
Add button.
Add to Favorites
command.
dialog box will now appear and from here you should click the
You have now created a bookmark for that currently displayed page.
Opening a favorite (bookmark)
Now we have added Google to your bookmarks we are going to try and open it.
Firstly go to a different Website so we can use the Google page you just saved as a
bookmark.
Now go to the
the Favorites
Favorites
button.
icon, and within the drop down menu that is shown click on
Here you can see the Web pages that you have saved as your bookmarks.
Click on the required item within the favorites list and Google will be shown on your
screen.
Creating a new favorites folder
You can create folders inside your favorites so that you can keep everything organised.
You can move favorites around so that they can be grouped together to make them
more accessible.
Click on the Add to Favorites icon and from the drop down that appears; select
the Organise Favorites command.
A dialog box will now be shown. To create a new folder, click on the
Folder button.
New
From here you will see that a New Folder has been created and is ready for you to give it
a name, so now you can type in the new name such as ‘General Use’ and then press
the Enter key.
Your new folder will be displayed in the
Favorites Center.
Moving a favorite to a folder
Maybe you want to move a certain bookmark into a folder, to do this you should go to
open the Organise Favorites dialog box again.
Once this dialog box is open again click on the Favorite you want to move and then
click on the Move button.
A new window will open inside the Organise favorites dialog box and from here you
should select the folder that you wish to move the requested favorite to.
Click okay to finish this process and now you will see that the favorite is now inside a
folder.
Renaming a bookmark
Still in the Organise Favorites
you want to rename.
Now you must click on the
Press the
Enter
dialog box, to rename a bookmark select the bookmark
Rename
button, and type in a new name.
key and see that the bookmark has been renamed.
Deleting a bookmark and favorite folders
So you want to delete an individual bookmark, to do this you should go to
the Organize Favorites dialog box again.
Select the bookmark that you want to remove from your favorites list.
Now you must click on the
Delete
button that is at the bottom right of the dialog box.
You now want to delete a folder, you do this in the same way that you would delete an
individual bookmark.
Select the folder you want to delete and press the
Delete
button.
This time it will ask you if you are sure you want to delete this folder, click on
now the folder is gone.
Adding a Web page to a specified bookmark folder
Yes
and
New favorites can be directly added to a folder within your favorites.
Go to a Webpage that you want to add to your favorites. Click on the Add
to Favorites icon and from the drop down that appears click on Add to
Favorites command.
Within the Add a Favorite dialog box there is a
the down arrow next to Favorites.
Create In
section you can click on
In this case we are going to select the General Use folder. Select this folder and click
on the Add button and the favourite will be created.
Go to the Favorites again to verify that the favourite has been added to the selected
folder.
Downloading files from a Web page
Certain Web pages provide the choice of clicking on a hyperlink to download a file.
This file may be a program or a document.
Numerous documents will be accessible as either Microsoft Word formatted files or
Adobe Acrobat PDF formatted files.
To download a file you would right click on the hyperlink, and from the pop-up menu
shown, select the Save Target As command.
After this step you will see a dialog box that allows you to choose which folder you want
to save the file.
Right click the image and give it a try.
Copying a picture from a Web site page
Display a Web page within the Internet Explorer Browser, such as www.google.co.uk,
use the search engine to find an image; when you find the image you want to copy,
right click on the picture and from the Pop-up menu select the Copy command.
The image has now been copied to the Clipboard. From here the image can be
pasted into a document using the normal paste command.
Open WordPad; to do this click on the Start
on Accessories and then WordPad.
button then click on
When the WordPad document is open Press
Clipboard into the WordPad document.
Ctrl + V
All Programs; click
to copy the contents of the
Saving a picture on a Web page as a picture file
Use Internet Explorer to go to a Web page, such as www.google.co.uk, right click on a
picture within the Web page, and select the Save Picture As command.
This will display the Save Picture dialog box.
The file can then be saved as a JPEG file to your hard disk. The picture can now be used
in any documents that you create.
Most pictures that you will see on Web pages are subject to copyright and you may
need permission to use them within any documents that you create.
Copying a Web address link (URL) from a web page to a document
Show a Web page on your screen, such as
www.google.co.uk.
Right-click on a hyperlink; a pop-up menu will be shown, from this select the
Copy
Shortcut
command.
Now the hyperlink URL has been copied to the
Clipboard.
Go back to your WordPad program again. Press
Clipboard into the WordPad window
Ctrl + V
to paste the URL from the
Copying a URL from a non linked area, such as the Address Bar
Open Internet Explorer if needed and in the address bar go to the Microsoft Home Page
URL, as shown below.Explore the website by clicking on links and navigating through the
Web page.
Each new page that loads will have a slightly different URL address and they will be
displayed in the Address bar, as shown below.
With your mouse, move the pointer over the URL within the Address Bar and click once.
The whole URL address will now be selected, as shown below.
Now on your keyboard use the shortcut command
items to the Clipboard.
Ctrl + C, this will copy the selected
Return the WordPad and use Ctrl + V to paste the contents of the Clipboard into
the WordPad Document.There should be a URL displayed within the WordPad Program
now.
Previewing Web pages
To see how the Web page will print, you should use the print preview option. Select a
Web page that you wish to print and then click on the Tools icon.
From the drop-down list that appears select Print, and another smaller menu will
appear where you can select the Print preview command.
At the top of the Print Preview window there is a Print Preview toolbar, the following
icons displayed.
After selecting the Print preview command, you will see the Web page being
displayed within the Print preview window.
Printing the entire Web page
Usually to print the whole page, you would show a page within the Internet Explorer,
perhaps the Microsoft home page.
Then click on the Tools icon; now from the drop-down menu that appears go to
the Print command, another smaller menu will appear click on
the Print command again.
The keyboard shortcut to print a Web page is
going through the tools icon.
Ctrl+P, you could use this instead of
Printing a selected area on a Web page
You can print selected areas of Webpages, to do this by selecting the area you want by
dragging your mouse (with the right mouse key pressed down) across the selected
area that you wish to print.
When you let go of the mouse key the area you dragged over will now be selected.
From here click on the Tools icon and go to Print or just use the shortcut
keys
Ctrl + P.
Within the Print Range section of the Print dialog box, click on
the Selection option. Click the Print button when you are ready and the selected
area will print.
Not all pages allow selection printing. Some pages do not allow you to print at all.
Web-Based Information
This module sets out essential concepts and skills relating to web browsing,
effective information search, online communication and e-mail.
1.1
In This Unit
Search
Critical Evaluation
Copyright data protection
Search Engines
A search engine stores information about pages on the Web sites throughout the
Internet.
The information that it holds about Web sites would have either been reported to the
search engine or ones that it has found out about automatically.
A search engine will not have complete information about all Web sites on the Internet, it
is important to realise this.
Different organisations run their own search engines; there are a number of different
ones.
You can use phrases within a search engine to complete your search, such as searching
for film reviews. If you search the words Film Reviews, the search engine will go through
its database and after a short pause it will display a list of sites that fit this particular
search.
Search Engine Web sites
There are a few different search engines if you wish to visit a search engine Web site
directly you can use any of the Web address listed below.
List of Search EnginesGooglewww.google.com MSN Searchhttp://search.msn.com Ask
Jeeveshttp://www.askjeeves.com Yahoohttp://www.yahoo.com AOL Searchhttp://search.aol.com
HotBothttp://www.hotbot.com Using keywords and phrases
Some people's first thoughts on a search engine, such as Google, is that it will magically
search the whole Web and find information that you need.
What you must understand first, is that a search engine like Google will only search
through a list, which maintains sites that have been registered with that specific search
engine.
This is why you may get different results when searching the same thing through many
search engines.
Also another reason for the results being different to each browser is because of the
criteria ranking for search results, i.e. the order that search results are shown on your Web
page.
In each search that you do, usually a list of 10 different results are shown, with a brief
description about each of the sites, which has been found matching the requirements of
your search.
In general it is better to use two or more words, or a short phrase when searching.
Don't use a single search word!
Usually when using a search engine; a search should consist of two (or more words),
sometimes even a short phrase rather than a single word.
Using direct words which relate to what you are searching is the best thing to do.
For example if you wanted information about film reviews, then you would search
using Film Reviews, and not just Reviews which would include all sorts of reviews.
Searching using specific words
If you search using two words such as Film Reviews, then usually a search engine will go
off and find all the pages which relate to film, reviews and film reviews.
This could include all types of reviews and not just film reviews.
Many search engines allow you to insert a + symbol between your words, this means that
you only want to find pages containing all your words.
Searching using an exact phrase
For a more accurate result, searches can sometimes benefit from having quotation (")
symbols either side of the words.
This will mean that you want to find the exact phrase that you have entered.
For example searching for "Film Reviews", using the quotation marks, then you should
see search results that are relevant to film reviews.
Search engine options will vary from one search engine to another. Always use the
on-line Help available!
Searching by excluding a word(s)
In some search engines you can search using an advanced option which allows you to
search while excluding certain words from the search
To try this firstly open the Web page
Google
in Internet Explorer.
Down the bottom-right side of the Web page select the Settings, and then from the
pop-up menu that appears click on Advanced Search command.
From clicking on the
appear:
Advanced Search
command, you will see the following options
In the example shown lets say we wanted to find information about viruses but
wanted to exclude the word computer from our search. We would type in the
following.
Searching by date
Load
Internet Explorer
and type
www.google.co.uk
into the
Address Bar, to
display the Google search engine.
In this example we are searching for the
engine.
News. Now type "News" into Googles search
Google will load all the pages relevant to your search but you want to see the recently
posted News.
Below the Google search bar click on Search tools button. The information below this
button will now have changed. Here you can select the Any time ? command and
you can choose anytime from Past year or Past hour.
Your search will change according to the selected time you choose.
Click on the Image To Enlarge
Online Encyclopedia
One of the best known online Encyclopedias is
a number of others.
Search
http://wikipedia.org
Wikipedia
, however the Internet has
into your Internet Explorer Address Bar and check it out.
There are other examples such as
at:
Yahoos
online Encyclopedias which you can view
http://education.yahoo.com/reference/encyclopedia/
You can also check out
Britannicas
site which you can view at:
http://www.britannica.com/
Try searching the web for other free online Encyclopedias.
Online dictionaries
You can find many online dictionaries by using the search engine.
Try searching the web for other free online dictionaries. Here are some examples:

http://dictionary.cambridge.org/

http://dictionary.reference.com/

http://www.thefreedictionary.com/
This example is of the Oxford Dictionary Web Page,
Click on the Image To Enlarge.
Purpose
One of the most important information literacy skills for students is learning how to
critically evaluate information found on the Web.
The online world is quickly becoming a source of primary information for everything.
With the enormous amount of information available online you need to be able to
critically evaluate Web pages for authenticity, applicability, authorship, bias, and
usability.
Authority
When we look at Internet information with a critical eye, we want to know the source of
the author’s authority. Some filters we can use are:

Do you recognise the author already?

Does online content contain a biography and e-mail address?

Did you come to this site from a trusted site?

Are you led to additional information about the author?
Dates
If a Website is credible it will include the date that it was created and the dates of the
most recent updates.
Another date that may be important for you to know is the date the data was collected.
You need to ask yourself if the information you are looking at is from an area that
demands more current information.
In this case, the date of the most recent update is an important feature to look for.
Misinformation and Credibility
You must learn to realise that some sources on the Internet may be misleading.
Web page authors are able to modify the Web page at any time; the use of opinion
verbs and appeals to emotion may indicate bias information; there are also many jokes
and pranks online.
So what makes a website credible?
You should always make sure that you can find a means of contacting the author of the
website like an ‘About Us’ section.
A website will be instantly judged upon arriving to its home page, if there is a logo or
brand absent then you are off to a bad start.
Nowadays websites will contain images, if they are not formatted on the page in a smart
fashion or the image is not at a quality resolution this could ruin some of the credibility of
a website.
Also look for references to other well known companies, and certifications. If a website
has nothing to hide, it will have no problem in having references to verify its quality.
The Five W’s
As with any investigative reporting, you can simply apply the five W’s to easily evaluate a
Web site:
1
Who wrote the pages and are they an expert in the field?
2
What does the author say the purpose of the site is?
3
When the site was created, updated, last worked on?
4
Where does the information come from?
5
Why is the information useful?
Different types of Web sites
In the section there will be examples of different websites and a description of each
individual type.
It is important to know what types of websites there are. There are various categories that
websites are put into.
Please note that the categories of the websites are not distinct and can overlap,
sometimes to a large degree; this is called fusion sites.
Search Engines & Directory Types of Websites
Example:
www.Google.co.uk
These types of websites are some of the most popular types of websites in the world.
Some of the search engine companies such as Google
homepage straightforward and stress on only one service.
choose to keep their
Sites like Yahoo! And MSN have more of a “portal” look, where a lot of services
are advertised to the user like email, news etc.
Portal style search engine websites provide a broader platform for the company to
promote their different services, but it also has a fragmenting effect on the visitors.
Classified directories such as yellow pages websites list businesses (both
offline) split into different categories or geographic locations.
online and
These sites may also include an internal search engine that helps the user to quickly
locate information.
Informational Types of Websites
Example:
www.bbc.co.uk
Websites that are dedicated to the purpose of providing information is what makes these
types of websites.
These informational websites might be hosting in a niche industry or be wider in their
scope, because of which they can be labelled as “news portals”.
Information Websites may also contain updated time tables, reference material, TV
guides, sports date (scores etc), stock data and weather.
Personal Websites
Example:
jasonsantamaria.com
There are a wide range of services available for creating a website. The number of
personal types of websites that you can find on the web is mind-blowing!
The fastest types of growing websites are personal and blogs. Unfortunately when it
comes to personal websites, you may be receiving misinformation, poor
designs and a sense of false-security for the general public in proper website
design.
A personal website can contain any kind of information and they are usually maintained
by a single individual who can select whatever the content of the site shows.
Anyone can create a web site these days using a free online hosting account; they
sometimes even offer pre-made templates that are like “ready-to-go-websites”; and
commercial versions of HTML editors like Frontpage, Dreamweaver etc.
Blogs & Online Diaries
Example:
Blogger.com
A Blog is just like an online diary. Anyone can create a blog using free services
like Blogger.com (Google) or wordpress.com (Microsoft).
Also if you run a website you can install blog software to it and start putting your thoughts
online in a matter of minutes!
Blogs are easy to create, manage and you can even
are lots of profitable blogs online, if you didn’t know).
earn
from them (there
They are very useful for many things from detailed and specific information about
technical fields, to wandering minds, there is a wide margin between the content of blog
types.
eCommerce i.e. Online Stores
Example:
www.eBay.co.uk
Nowadays you can do your shopping on the web; primarily the web is used for
communication and information search; now many companies have set up shops
online.
Some companies like Amazon.com a popular online shop, don’t have actual
brick-and-mortar shops –
you do all the buying and selling online.
You may think that online shops are restricted by them not being able to sell actual solid
products, however they are not restricted at all and they can also offer good services, an
example of websites would be travel and marriage.
You can also use payment gateways like Paypal.com to carry out your online
shopping experience and process the orders and receive funds.
Social Networking
Example:
www.Facebook.com
The newest trend on the web is social networking. These types of website have a massive
number of growing people.
Facebook, Orkut, LinkedIn and Twitter have been the big contenders for the past couple
of years.
From helping to reconnect old friendships, finding past school mates and micro-blogging,
these types of website have lots of utilities and features with more and more being
added each day.
Other types of websites such as dating websites have also grown over the years and now
offer a similar services to those of social networking websites, therefore a good fit to this
category as well.
Target Audience
An ad for a toy meant for a toddler may be created with parents in mind, however a toy
for children aged 10-12 may have ads meant to get the children of that age to be
interested.
Other considerations for choosing a target audience include lifestyle, career, location,
education and hobbies, among others.
Any company wanting to advertise and sell their products or services will have a certain
target audience they are out to impress, its the same with online websites.
Copyright and Intellectual Property
Most programs which you purchase are copyrighted and you must not copy them.
Many people will buy a copy of a game and make a copy for their friends or other family
member. This is also normally unlawful.
There are numerous organisations, such as FAST (the Federation Against Software Theft),
which are dedicated to preventing the illegal copying of software.
When downloading a software application from the internet, it might be freeware or
shareware.
When the software is freeware, you will download the software for free, and you will be
able to use all the features of the program without having to pay anything.
If you pass on a copy of the software to other people, you should do so free of charge.
Shareware is computer software that is distributed for free on a trial basis on the
understanding that if you want to continue to use the software after the trial is over e.g.
30 days, then you will voluntarily send the author of the software the required payment.
As a general guide, permission is more likely to be needed if the source material is short
or the excerpt which you wish to use represents a significant portion of the work in which
you found it or in which you intend to use it.
Also, any material which constitutes or represents the heart or key elements of the source
material, such that your use could possibly serve as a substitute for the original, will also
require permission. More specifically, you should always secure permission for:
A single quotation or several shorter quotes from a full-length book,
more than 300 words in it.
1
A single quotation of more than 50 words from a newspaper, magazine,
or journal.
2
Artwork, photographs, or forms, whether or not from a published source.
Sometimes more than one permission is required for a photograph, e.g., from
the photographer and also from the creator of the underlying work shown in the
photograph.
3
Charts, tables, graphs, and other representations where, inevitably, you
are using the entire representation, since the copyrighted features are
complete in themselves and inherent in the whole work.
4
5
Material which includes all or part of a poem or song lyric (even as little
as one line), or the title of a song.
Computer representations, such as the depiction of results of research
on computerised databases, the on-screen output of software, reproduction of
web pages, and the capture of Internet or other online screen shots. (For small
and insignificant portions, "fair use" may apply; see description below). Please
note, however, that if a website invites or authorises copying and there is
nothing to indicate it contains material which is original to others and therefore
would require permission from the original source, then you do not need to get
permission.
6
Any third party software to be distributed as an electronic component
with your book. A separate form letter and tracking table are available for such
permissions.
7
In addition to the above guidelines to obtain copyright permission, you are also
responsible for securing all other required clearances, including permissions for the use of
trademarks and releases from privacy claims. For example:
A release may be required for photographs or reproductions of specific brand-name
products and for use of trade names and logos. Contact the company.
You may need releases for photographs of people, especially private citizens as
opposed to public officials and public figures.
This is particularly necessary if such material will be used on the cover or in part of the
promotion of the work and does not specifically illustrate material in the text.
Data Protection Rights and Obligations In Your Country
If your computer system holds information about individuals, then you have a moral and
legal duty to treat that information with respect.
For instance if a police force computer is used by dishonest people to gain unauthorised
information about a person’s private life, that would be a clear breach of trust.
In the same way doctors, government departments and credit agencies often hold large
amounts of information about the general public, which is both sensitive and private.
In a free society you have the right to ensure that the information held about you is not
abused. In many countries, this right is enshrined under data protection laws.
Here is a list of what some obligations could be:

It must be collected for explicit and legitimate purposes and used
accordingly;

It must be adequate, relevant and not excessive in relation to the
purposes for which it is collected and/or further processed;

It must be accurate, and updated where necessary;

Data controllers must ensure that data subjects can rectify, remove or
block incorrect data about themselves;

Data that identifies individuals (personal data) must not be kept any
longer than strictly necessary;

Data controllers must protect personal data against accidental or
unlawful destruction, loss, alteration and disclosure, particularly when processing
involves data transmission over networks. They shall implement the appropriate
security measures;
1.1
Communication Concepts
This module sets out essential concepts and skills relating to online communication.
In This Unit
Online Communities
Communication tools
Email Concepts
Virtual Community
A virtual community, e-community or online community are all a group of
people that mainly interact through communication media such as email, telephone,
newsletters, internet social network service or instant messages rather than doing this
face to face, for social, professional, educational and many other purposes.
It is called an online community if the device is a computer network. Virtual and online
communities can also be an additional means of communication between people who
know each other in real life.
Social software separately or in a combination, including text-based chat rooms,
forums that use voice, video text or avatars, are the means of many online communities.
Social Networking Websites
There are many social networking sites through which
regularly formed.
Virtual Communities
are
Social networking websites present you the option to find old and new friends,
communicate with your friends through messages and instant messages, upload your
photos and comment on friend‘s photos, and even much more than this!
Two examples of Social Networking websites are
and Twitter (www.twitter.com).
Facebook
(www.facebook.com)
Internet Forums
An Internet Forum is a place on the internet where discussions about all different
types of topics are read and responded to by posting a comment back to the other
forum members.
As internet Forums can be focused on almost certainly any subject a sense of
a virtual or online community tends to develop among forum users.
Other terms for Internet Forums are
boards or web forums.
discussion groups,
message boards, bulletin
You may be thinking it sounds similar to a blog however it does differ from
blogs, as a
blog is usually written by one user and usually only allows for the responses of others to
the blog material. Whereas on an Internet Forum users can make posts and start new
topics.
Chat rooms are also different from Internet Forums as whilst you are in a chat room
usually the communication between members is at the same time. However on an
Internet Forum you can post messages to be read by others whenever they happen to
log on.
Usually when joining an Internet Forum you are required to register. To gain access
after registering you are asked to agree to follow certain online rules, these are to
respect other members and refrain from using profanity.
You are given the choice to choose your own name and password and can have a
photo of your choice as a picture that will show up next to your name on posts that you
make on the forum.
Web Conferencing
Web conferencing is a mode of real time communications RTC in which numerous
computer users, all connected to the Internet, see the identical screen at all times in their
Web browsers.
Some Web conferencing systems contain features such as
IP) and full motion video.
texting,
VoIP
(voice over
Web conferencing lets users carry on business meetings and seminars, make
presentations, conduct demonstrations, provide online education and offer direct
customer support.
Control of the session can be passed among users so that any attendee can act as the
main presenter.
The most effective Web conferencing solutions require high-speed Internet connections
at all user sites.
Chat
A Chat Room is a virtual area on the Internet where people from all around the world
can get together in one place and textually chat with one another.
The only two things a person needs to connect to a chat room are a
an internet connection of any speed.
computer
and
Chat room etiquette
Because Chat Rooms are places where lots of different types of people come together
to communicate with one another, specific rules need to be in place to keep the
peace.
Almost all of the bigger Chat Rooms are frequently moderated for any unpleasant
activity, but quite a few smaller Chat Rooms are short of such moderation and it is
therefore up to the users to be sure that no unpleasant activities take place.
Online Computer Games
Online computer games such as World of Warcraft are also another popular type of
online community.
Such games enable thousands of players from across the globe to come together online
through computer gaming.
Blogs
A blog (a mixture of the words web and log) is a website on which chronological entries
can be viewed by visitors.
The word Blog is used as a verb and describes the activity of maintaining a blog.
Blogs can supply information on a great range of subjects, and a lot contain
personalised views on a certain subject. Some are committed to news, politics or current
affairs.
Readers can often comment interactively on the blog while other blogs are more like a
shared, personal diary. Some blogs have become extremely popular and been made
into published books.
Blogs are mainly text based with the odd picture, but they may also contain music and
video contents.
Microblogs
Microblogging is a broadcast medium in the form of blogging.
A microblog is different to a traditional blog, this being that the content of a microblog is
normally smaller in both actual and total file size.
Microblogs allow users to exchange small elements of content such as short sentences,
individual images, or video links.
Podcasts
Podcasts provide content such as radio programs in a easy form which can be
downloaded and listened to later on a PC or mobile device like an Apple iPod.
The combination of words“iPod”and“broadcast”is where the term“podcast”comes
from.
This content can be downloaded manually by many websites.
However the thing that makes podcasts different for the user is that once you are
subscribed to a podcast the content will be downloaded automatically for you.
Protecting yourself when using online communities

Privacy Settings:
When opening an account on a social media website you should always check
the default privacy settings. On many social media websites the default privacy
settings are usually broad and may allow sharing of information to a big online
community. Change the settings slightly, if appropriate before posting any
information on a social media website.

Biographical Information:
To open an account with a social media website, you are usually required to
use biographical information. The information that you provided, can be limited
to the other social media users. Think about changing your privacy settings to
minimize the amount of biographical information others can view on the
website.
Account Information:
Under no circumstances give account information, Social Security numbers, bank
information or other sensitive financial information on a social media website. If you need
to speak with a financial professional, use a firm-sponsored means of communication,
such as telephone, written letter, firm e-mail or firm-sponsored website.

Friends/Contacts:
Think about why you use the website before choosing who are your friends or
contacts on a social media site.You don’t have to accept a “friend” request
of a service provider or anyone you don’t know for that matter.

Site Features:
Before you go ahead and broadcast messages on the social media site,
familiarise yourself with the functionality of the site. Who will be able to see your
messages? – only specified recipients, or all users?
Instant Messaging (IM)
Instant messaging or for short IM, is a type of real-time communication service.
It is similar to email, but much more like a chat room.
Both parties that are communicating are online at the same time and they “talk” to
each other by typing text and sending small pictures almost instantly.
Short Message Service (SMS)
SMS is the acronym for short message service.
SMS is also sometimes referred to as texting, sending text message or text messaging.
The service provides the ability to send short text based messages from one mobile
phone to another mobile phone or from the web to another mobile device.
Multimedia Message Service (MMS)
MMS is short for Multimedia Messaging Service; it is a standard way to send messages
that include multimedia content to and from mobile phones.
Converting a message to MMS extends the core SMS (Short Message Service) capability
that allowed exchange of text message only up to 160 characters in length.
The most common use for using MMS is the send images from camera-equipped
handsets, although it is also a way to deliver news and entertainment content that
includes videos, pictures, text pages and ringtones.
Voice over Internet Protocol (VoIP)
VoIP (Voice over Internet Protocol) is simply the transmission of voice traffic over IP-based
networks.
Electronic communication
You must recognise good practice when using electronic communications:

Be accurate and brief

Use clear subject headings

Do not inappropriately disclose personal details

Do not circulate inappropriate content

Spell check content.
E-mail
E-mail is basically the short form of electronic mail, a procedure for receiving, sending
and storing electronic messages.
In a lot of cases, e-mail has become the preferred method of communication.
The structure of an e-mail address
Take a typical e-mail address: support@simply.college
The first part of the address - support, indicates the department/person to whom the
email is addressed.
The second part of the address - simply.college indicates the e-mail address of the
company or organisation where the individual works (Sometimes it is of the ISP). From this
e-mail address we can see that simply is the host for this particular e-mail address.
In some cases you may use an email address such as jack@hotmail.co.uk, which
normally indicates a private email address, but in this case, one that is hosted by a
company called hotmail.
Possible problems when sending file attachments
You might encounter problems when sending e-mail attachments. Such problems
include:
The limits of file size – be cautious when sending big files... compressing files might be an
option.
Restrictions on file types – most executable files are recognised as containing viruses, thus
e-mailing of such files may give problems – a solution might be to rename the file using a
different extension.
Difference between the To, Copy (Cc), Blind copy (Bcc) fields
To:
This part holds the name(s) or email address(es) of the recipients of the message,
each name is separated with a semicolon.
Cc (Copy): Here you can add the name(s) or email address(es) of others receiving a
copy of the message as well.
Bcc (Blind Carbon Copy): The names and e-mail address of people listed in Bcc can’t
be viewed by others receiving the e-mail message.
Receiving fraudulent and unsolicited e-mail
You should always be aware of the possibility of receiving fraudulent and unsolicited
e-mail.
Also be aware of the possibility of an e-mail infecting the computer.
On the Internet spamming is a very common thing.
You should make sure to send unrecognised mail to “Spam folder” and delete
messages.
Phishing is a form of trickery intended to steal your valuable personal data, for example
credit card numbers, Windows Live IDs, other account data and passwords, or other
information.
Often phishing scams rely on placing links in e-mail messages, on Web sites, or in instant
messages that seem to come from a service that you trust, like your bank, credit card
Company, or social networking site.
Phishing scams may be found:

In emails even if it appears to be from a co-worker or friend.

On your social networking website.

On fake Web sites that are claiming to be charities, which ask for
donations.

On Web sites that make a copy of a familiar site (like your bank) using a
very similar Web address, hoping that you won’t notice.

In your Instant Messaging (IM) program.

On your mobile phone or other mobile devices.
If you receive an email message with an attachment from an unknown origin, it can
contain and spread viruses.
You can cause the virus to spread through clicking on the attached file that comes in
the email.
Simply reading the email will not cause your computer to become infected, but the
moment the attachment is opened, the possible virus can now infect your computer.
This is why when sending and receiving emails especially with attachments you should be
very careful.
To steer clear of viral infection use the following safety measures:

If an attachment looks the least bit mistrustful, destroy it without
opening.

If you have received an attachment but aren’t sure if it is legit, ask the
sender what it contains and why they have sent it to you. The victim of a virus
will spread the virus to their whole address book without them even knowing
about it.

Even when expecting the attachment from a familiar person you should
still check it before opening for viruses. The person who has sent you the virus,
may have done so not knowing themselves that the virus is present on their
system. ( You can check if a file has viruses by saving it to a folder on your
computer and then checking the content of the folder with a virus scanner).

You must always make sure to keep your anti-virus up-to-date.
Defining the term phishing
You may receive an email with the titles “URGENT: Update Account Status” or
something similar from using Web sites such as PayPal or online banking.
These emails are spammers attempting to “phish” your account information.
Phishing is referred to emails designed to trick the recipients into clicking on a link that will
redirect them to an insecure Web site.
Usually these phishing attempts are to steal account information for e-commerce sites
such as eBay, and payment processors such as PayPal.
Once you have clicked on the link provided by the spammer it will take you to a page
where you will be asked to re-enter your account details including credit card number(s)
and/or passwords.
Even if they look like your banks website they aren’t.
3.4 Using e-Mail
This module sets out essential concepts and skills relating to sending e-mail.
In This Unit
Sending a email
Receiving an email
Tools and settings
Organising emails
Using Calendars
Access an e-mail account
To start Microsoft Outlook

From the desktop view click on the start icon (bottom-left of your

The Metro menu will appear.

From here click on the circled arrow (bottom-left of your screen).

All your Apps and Programs will appear.

Choose Microsoft Office.

Outlook.
screen).
Below is a screen shot of how Microsoft Outlook looks like:
Main Purpose of Standard E-mail Folders

The Inbox:

As the name suggests, is the computerised equal of the
traditional in-tray. All incoming messages are located in the inbox. You
can then read, print, reply to these messages as necessary.

The Outbox:

Is where outgoing e-mail messages are briefly stored.
When you put together a message, most mail programs automatically
save a draft of your message in the outbox. The message is then stored
in the outbox until it is successfully sent to the recipient.

Sent Folder:

Is where all the messages that were sent will be shown.
Deleted/Trash Folder:

is where all the items that have been deleted will be
shown until you delete them again from the deleted/Trash items folder.


Spam/Junk Folder:

is where the emails that are read junk by the software
or you have selected them as junk will be received.
Create an E-mail
To create a new email:

Click on 'New Email'.

Type the E-mail address of the recipient you wish to send the message
to into the To...
Enter the message you want to send into the message text area in the lower half of the
dialog box.
To send a copy of a message to another address
Whilst composing your message in the Message window, enter the address of the person
you want to send a copy to in to the Cc... text box.
The following may be used: Send the message to the selected person. Send a Carbon
Copy of the message to the selected person. Send the message to the selected person as a
Blind Carbon Copy. A blind carbon copy is a copy of the message that is sent to someone
in secret, other recipients of the message will not know that the selected person has
received the message. Enter a short overview of the message into the Subject text box.
Add and Remove a File Attachment
Email is not limited to just simple text messages; you can also attach files into messages.
For example, if you had to send a copy of your CV to an employer, simply insert a copy
of the document into a message.
Once you have finished entering the text of your message, click on the paperclip icon on
the toolbar.
Browse to the file that you wish to attach to the message. Select OK to close the Insert
File dialog box. Another box with the name Attached under Subject will appear to
indicate the presence of a file.
To remove an attachment from an e-mail message, select the attachment and
press the Delete button on your keyboard.
Send an E-mail With and Without Priority
To set emails to Low or High Priority choose: For High Priority For Low Priority
These options can be found on the Ribbon in the
the Tags section.
Message
tab followed by
Open and Close E-mails
To open an email double click on the email received and to close the email click on the
close button.
Replying to E-mails
To reply to the sender of a message (to reply only to the person sending this message)
First you should select the message you want to reply to.
Then click on the
Reply
icon on the Standard toolbar.
When the message dialog box opens the text of the original message will appear in the
message area.
Reply to the E-mail, by typing above the text of the original message and then click on
the Send icon on the Message dialog box toolbar.
Replying to All
To reply to the sender and all recipients of a message (to reply to the sender and all
those who are copied in that email)
Firstly select the message you want to reply to.
Then click the Reply All icon on the Standard toolbar.
The message dialog box will appear and the recipient that was Copied into the email
has been selected to reply to.
And you can manually enter the person(s) you want to send to message to also.
The text of the original message will appear in the message area.
Reply to the E-mail, by typing above the text of the original message and then click on
the Send icon on the Message dialog box toolbar.
Forward an E-mail
First select the message that you wish to forward.
Now click the Forward icon from the Message toolbar.
Type the e-mail address of the recipient(s) you wish to forward the message to into the
[To...] text box.
The original message will be shown in the message area, you can add any comments
you want to above this message.
Send the message by clicking the Send icon on the Message dialog box toolbar.
Open and save File Attachments
To open a file attachment you just have to double click on it.
For example you have received an important file via e-mail and you want to save it in
your documents.

Open the email message that has the file attachment.

Right click on the file attachment.

Click Save As.

Now choose the location where you wish to save the file.

Then click Save.
Preview, print a message using available printing options.
To Print or Preview a message:

Select the message you want printed.

Click on File.

Then Print.
Here you can select the printing options and see a preview
of the message before it gets printed.
Using the available help functions
As in most applications Outlook has a built-in support feature. To use Help, simply click on
the Microsoft Office Outlook Help icon at the top right of the Outlook window.
The Help window will be displayed as shown here (click on the image to enlarge):
Select one of the available help topics, or click on the Search Box to search for a topic
by entering a keyword.
Display and hide the built-in toolbars and ribbon.
To Display and hide built-in toolbars:

Click the small "?" like icon at the top left of the Outlook window.

Here you can quickly add in more Commands to the toolbar from the
list provided.

Or you can click More Commands... that will open a dialog box that
allows you to add lots of different commands.
To Display and hide the Ribbon:

A quick way to minimise the Ribbon is to double click the name of the
active tab. Double click the tab again to restore the Ribbon.

The keyboard shortcut to minimise or restore the Ribbon is
Create and insert a text e-mail signature.
CTRL + F1.
In a new message, on the Message tab, in the Include group, click Signature, and then
click Signatures

On the E-mail Signature tab, click New.

Type a name for the signature, and then click OK.

In the Edit signature box, type the text that you want to include in the
signature.

To format the text, select the text, and then use the style and formatting
buttons to select the options that you want.
Insert a Signature
You can set a signature to be added automatically to outgoing messages, or you can
manually insert a signature when needed.
You can insert only one signature per e-mail message; you cannot include multiple
signatures.
If you want to include more information, create one signature with all the information,
and then save it with a new name.
Insert a signature automatically

Open a new message, on the Message tab, in the include group, click
Signature, and then click desired Signature if available.

Under Choose default signature, in the E-mail account list, click an
e-mail account with which you want to associate the signature.

In the New Message list, select the signature that you want.

If you want a signature to be included in message replies and
forwarded message, in the Replies/forwards list, select the signature. If not,
leave on ‘(none)’.

Click OK.
Turning on and off an automatic out of office reply
You need to start by making an e-mail template for your out of office reply message.
After you need to use a rule to send the template to people who send you mail while
your away.
Creating an e-mail template is really easy; simply open a New Message, Type your
message in, click on file save as template, be sure to select the Outlook Template from
the Save as type list when you save the template.
Now we have a template we are going to set up the rule to send it when you are out.

On the Home tab select Rule > manage rules and alerts from the list.

You want a new rule, so click new rule.

Apply rules on message I receive.

Next page of the wizard.
In the top box you can pick options for when to use the rule, for example you might want
to reply to emails only marked with high importance.
If you want the message to go out to all mail you don’t have to check any of the boxes.
Just click next to go to the next page of the wizard.
Now In the top box I select reply using a specific template.
In the bottom box I click the underlined link which will send you off to find the template
you made earlier.
Once you are done here move on to the next page.
Now we have all the information we need so click next and then finish to close to wizard.
This type of rule only works while outlook is running so while your away don’t forget to
leave your computer on, set it so it won’t go to sleep and leave outlook running.
When it’s time to turn off the rule, go back to rules and alerts and clear the check box
next to your rule.
Turning off the rule doesn’t delete it so you can use it again for when you’re out the
office next time.
The auto reply won’t turn off automatically when you get back, it might be a good
idea to set a calendar reminder to tell you to turn it off the reply when you are back.
Recognise e-mail status as read and unread
After opening an e-mail message, you might wish to mark the e-mail message as unread.
To do this, click on the button - Unread/Read button on the Message Toolbar.
Or right click on the email and click on Mark as Unread
If you want to mark it again as read, repeat the same step choosing – Mark as Read.
Flag and unflag an e-mail
Flagging is a method of marking messages which you want to stand out as being
important.
To flag a message, open the message, click on Follow up and choose one of the list.
To remove the flag repeat the same steps but choose Clear Flag
Create, delete, update a contact, distribution list / mailing list
Add a new contact
To add a new contact go to the address book, first open the Address Book form.
Once the Address Contacts Window has appeared, click on File > New Entry > New
Contact and then OK.
A New window will appear on your screen, fill in the contact details as appropriate and
click Save and Close.
Delete a contact
To delete a contact from the address book, first open the Address Book form.
Right Click on the Contact you want to delete.
Now click Delete.
You can also Open the Address Book form again; select the Contact you want to delete,
go to File and then click delete.
Add, remove message inbox headings
 On the View menu, Click on View Settings, this will open the
Advanced
View Settings: Messages, then click Columns.
 Here you can add fields to your inbox headings, select from the Available
columns list and then click Add ->.
 Click OK.
 You can see the Headings of the E-mails change to your preferences.
Search for an e-mail by sender, subject, e-mail content
Click on Search box under the Heading Inbox and write what you need to find or you
can click in
the Search Bar and another Tab on the ribbon appears.
Under the Search Tab click on Search Tools > Advanced Find...
Use the Advanced Find window to search for a message by Sender, Receiver, Subject
etc…
Sort e-mails by subject, by date and by size
To arrange your e-mails to your liking, you simply have to click on the heading by which
you need to sort.
For example, if you wish to sort your e-mails By Subject, click on the Subject field
heading.
Note next to By Subject, there is another option that says 'A to Z (with a down pointing
arrow)'. This allows you to arrange e-mails by Subject in ascending order.
You will see that the field changed to 'Z to A (with a down pointing arrow)' But if you
wish to sort by descending order click again on the field heading. The fields will change
back to 'A to Z'.
Create, delete an e-mail folder/label
By default, Outlook has 8 main folders:Inbox DraftsSent ItemsDeleted ItemsJunk E-mailOutboxRSS FeedsSearch
FoldersThese 8 folders cannot be deleted as they serve the main purposes in Outlook
Create, delete an e-mail folder/label
You might however need to add other folders to organise your e-mails better.
Click on File > New > Folder... (Or you can press Ctrl + Shift + E)
The Create New Folder window will appear.
From here you can give a name to your folder and you can also decide whether this
folder should be an independent folder, or a sub-folder of an existing folder, such as
Inbox.
To create an independent folder, make sure that you click on Personal Folders before
clicking OK.
A new independent folder called NewFolder was created.
The new folder will be displayed as in the example shown:
On the other hand, if you wish to create a sub-folder, click on the name of the folder in
which you wish to create your sub-folder before clicking OK.
In the example here, a new folder called SubFolder has been created as a sub-folder in
NewFolder.
To delete a folder that you have created, right click on the folder and click on Delete.
Move e-mails to an e-mail folder
To move an e-mail from one folder to another, open the folder which contains the e-mail
that you wish to move.
Then click on the e-mail to select it and drag it on the folder in which you want to place it
Delete an email
There are several methods to delete an e-mail.
First, you need to select the message you want to delete, and then you can:
 Click on the Delete icon that appears on the message when you hover over
it.

 Click on the Delete icon in the toolbar.

 Right click on the message and then choose Delete.
 Press the Delete button on your Keyboard.
Once you delete an e-mail message it will move to the Deleted Items folder.
Restore an email
To restore an e-mail which you have deleted, find it from the Deleted Items folder.
Then, right click on the e-mail and point to Move > now select which folder you want to
move the message to.
Empty the e-mail bin/deleted items /trash folder
To permanently delete items held in the trash bin, right click on Deleted Items and
choose Empty ‘Deleted Items’ Folder.
Outlook will ask you whether you are sure that you wish to permanently delete all items
contained in the e-mail bin.
Click ‘Yes’ if you want to confirm the operation.
Moving a message to and removing a message from a junk folder
In Mail, click the folder in the Navigation Pane.
Right-click any message that you do not want to be marked as junk.
On the shortcut menu, point to , and then click .
A message that is marked as not junk is moved to your Inbox or to the folder that it was
previously in.
When you mark a message as not junk, you see a prompt about adding the sender or
mailing list name to your Safe Senders or Safe Recipients List.
1.1.1.1 Module 4: Presentation
1.1
Using the Application
This module sets out essential concepts and skills relating to demonstrating competence
in using presentation software.
Module Goals
Successful candidates will be able to:

Work with presentations and save them in different file formats.

Choose built-in options such as the Help function within the application
to enhance productivity.

Understand different presentation views and when to use them, choose
different slide layouts and designs.

Enter, edit and format text in presentations. Recognise good practise in
applying unique titles to slides.

Choose, create and format charts to communicate information
meaningfully.

Insert and edit pictures, images and drawn objects.

Apply animation and transition effects to presentations and check and
correct presentation content before finally printing and giving presentations.
In This Unit
Working with Presentations
Enhancing Productivity
Opening the Microsoft PowerPoint Application
To Open Microsoft Powerpoint:

If the Windows
Start Screen

Locate the app
Powerpoint. (You may need to scroll down or right to

Click
Powerpoint. The app will start.

Click
Blank Presentation
is not already open, display it now.
find it.)
to start a new presentation.
To close a Presentation

Click on the
FILE

Now go to
Close.
tab.
To close PowerPoint
To close a presentation you must, Click the
click Close.
You can also exit
PowerPoint
PowerPoint icon
(top-left) and
by clicking on the 'x' button (top-right).
To close PowerPoint using the shortcut keys on your keyboard press:
Opening an Existing Presentation
To open an existing presentation, simply:
1
Click on
FILE
2
Now click on
at the top of the ribbon.
Open.
From the Open Tab you can select to
Open Recently opened presentations
quick and easy.
3
4
Or you can select from the files located
Alt + F4
on your computer.
You can open more than one Presentation at a time. To do this:

Click on
FILE
again and choose Open.

Now select the Presentations that you
wish to open from your computer.

Select the first file as normal by clicking
on it.

Then whilst holding down Ctrl on your
keyboard, select the other files you wish
to open also.

Finish by clicking on Open.
Create a New Presentation
To create a new presentation you must:

Click on

Then click on
FILE.
New.

From here you can choose to create a new
choose a Template.
You can use the shortcut
Presentation.
Ctrl + N
Blank Presentation
or
on your keyboard to create a new Blank
Saving a Presentation
If you wish to save the Presentation you are working on you must:

Click on

Find the location you wish to save to.
FILE.

Now click Save or Save As (remember, if you‘re sending the document
to someone who does not have Office 2013, click Save as Type, and
choose PowerPoint 97-2003 Presentation).

You can also click on the Save icon (top-left) on the the Quick Access
Toolbar.

One more thing you could do is use the shortcut
keyboard to Save your work.
Ctrl + S
on your
When you’re saving for the First time you need to click on save as but if you have
already saved the file and you want to save it again just click on save
To Save document as another file type
Sometimes you need to change the file type when saving. To do this you must:

Click on FILE.

Go to Save As.

Find the location you wish to save to.

In the Save as type field, click on the Arrow to the right.

A list of file formats will appear and you can select the type of format
you wish to save the file as.
Switch between open presentations
There are two ways you can switch from one open presentation to another:
You can click on the required presentation icon at the bottom of your
screen on the taskbar.
1
Or click on the View tab on the Menu Bar and then click on the Switch
Windows and choose the document required.
2
Update user information
When Microsoft PowerPoint is first installed, you will be asked to provide some basic
information such as your name, initials and address when you are registering the
software.
Microsoft PowerPoint uses this information when you create presentations and inputs it
into the summary information for each document.
If the information you initially entered has changed, you can easily update your new user
information, by following these steps:
1
Go to FILE, and then click Options.
2
Choose the General Tab (left on the PowerPoint Options Window).
Now from the Personalise your copy of
Microsoft Office, type the author name in the
User name box.
3
Change the default folder / default file location
By default, PowerPoint saves documents in the
root directory.
My Documents
folder, located in the
To change the default folder:

Go to FILE, and then click Options.

Choose the Save Tab (left on the PowerPoint Options Window).

From the default file location click inside the textbox area and type in
the location you wish to set as your default Save location.

Then Click OK.
Use available Help functions
Click the Microsoft Office Help button in the upper right or the
keyboard to open Help on your computer.
F1
key on your
The Help window will be displayed as illustrated:
Select one of the available help topics, or click on the
Search Box to search for a topic by entering a keyword
Use magnification/zoom tools
The Zoom feature in Microsoft PowerPoint provides a way for you to shrink or enlarge the
workbook you are working on for viewing purposes.
You can zoom out to see the complete workbook in a small enough size for it to fit in the
window.
Conversely, you can zoom in to get a close-up view of a part of the document.
To zoom follow these steps:
1
Go to the
2
Click on the
View
tab.
Zoom
button.
Choose one of the pre-set zoom options or
select a more exact zoom percentage with
the custom window at the bottom of the list.
3
Click
OK.
Display toolbars
Right click on an existing toolbar and click on
Quick Access Toolbar.
Customize
The Options Window will appear and you will see a list of Tools in the right box, that you
can choose from.
Select a tool and then click Add.
Remove toolbars
Right click on an existing toolbar and click on
Quick Access Toolbar.
Customize
The Options Window will appear and you will see a list of Tools in the right box, that you
can choose from.
Select a tool and then click
Remove.
Minimize the ribbon
At the top-right of Excel, Click on the
Ribbon Display Options
button .
A box with 3 options:
1.1

Auto-hide Ribbon

Show Tabs

Show Tabs and Commands
Developing the Application
'This module sets out essential concepts and skills relating to demonstrating competence
in using presentation software.
In This Unit
Presentation views
? understand the uses of different presentation view modes? recognise good practice in
adding slide titles? change between presentation view modes
Slides
? choose a different built-in slide layout for a slide? apply an available design template
to a presentation? change background colour on specific slide(s), all slides? add a new
slide with a specific slide layout? copy, move slides within the presentation, between open
presentations? delete slide(s)
Master slide
? insert a graphical object (picture, image, drawn object) into a master slide? remove a
graphical object from a master slide? enter text into footer of specific slides, all slides
in a presentation? apply automatic slide numbering and automatically updated date?
non-updating date into footer of specific slides
Understand the uses of different presentation view modes
PowerPoint has five views from which you can choose to create and edit your slides.
To access the views, you can go to the
View Tab.
Each view will have a different set of icons from which editing can be done.
Each view also displays the slide in a unique way.
To select a view, click on the appropriate view icon.
Normal View
In
Normal View, you edit one slide at a time.
With the current slide, you can add text, draw graphics, add clip art, and change the
layout.
This is the default view.
It allows you to see and work with several aspects of the presentation simultaneously,
including the slide, the outline/slide sorter section, and the task pane.
Outline View
An outline of your slides is accessible by clicking the
while you are in Normal View.
Outline
tab in the left pane
You can switch between the Slides tab and the Outline tab.
Slide Sorter View
This view is the
Slide Sorter View.
This view shows a miniature of your slides.
Under each slide it shows the slide number and transition between slides.
Note Page View
While the notes for each slide are available in the Normal view, this view shows your slide
in the upper half of the window and your notes in the bottom half in a new window.
This is a useful view for correlating your notes with a particular slide.
The notes you enter for each slide can be used as notes during your presentation since
they do not appear when the slide show is running. You can also print this view.
Reading View
This view is the Slide Show from Current Slide.
This view runs your presentation from the slide you were currently editing.
To get out of the Slide Show view and back to one of the edit views, press
the ESC key.
Choose a different built-in slide layout for a slide
On the
Home
tab, in the
Slides
group, click
From the tile style menu that appears select which
layout you want.
The layout of the current slide will change.
Layout.
Apply an available design template to a presentation
On the
Design
tab, in the
Themes
group, click More .
Do one of the following:
1
To apply a built-in theme, under
Office, click the theme that you want.
To apply a newly-created theme or an existing theme that you modified
and saved, under Office, click Browse for Themes and select the theme
you want.
2
Change background colour on specific slide(s), all slides
Click the slide or slides that you want to add a background style to.
To select multiple slides, click the first slide, and then press and hold
click the other slides.
On the Design tab, in the Variants
From here point to Background Styles
background colour options.
CTRL
while you
group, click More
.
and a tile style menu will appear with different
Click Format Background, and then choose
the options that you want.
If the
Format Background
button is on the task bar you can simply click this instead.
Add a new slide with a specific slide layout

On the

Click on the Arrow next to

Then choose what you need.
Home Tab
New Slide
Changing a Slide's Position
The easiest way to change a slide's position is to use the
Slide Sorter
view.
The slides are shown chronologically in this view, and you can select and drag individual
files to move them to different positions.
The image here shows slides in
Slide Sorter
view.
Move Slides from one presentation to another
To move slides between open presentations use
cut/copy
and
paste
techniques.

Right click on the slide that you need to move in the Slides Tab.

Click on Cut/Copy

Go to the other presentation

Right click where you need to put it in the Slides Tab

Click Paste
Delete slide(s)
The current slide can be deleted by Right clicking on it from the Slide tab and click
Delete Slides.
The next slides in the presentation will each move up in the slide order.
Insert a Graphical Object

Click on the
View

Click on the
Slide Master

Click on the
Insert

Choose between picture, shape or clip art

Go to
SLIDE MASTER

Click
Close Master View
Tab
Tab
Tab
Hide a Graphical Object

Click on the
View

Click on the
Slide Master
Tab

Under the Background area, check the box
Graphics

Click
Close Master View
Delete a Graphical Object

Click on the
View

Click on the
Slide Master

Select the Graphical Picture

Press
Delete

Go to
SLIDE MASTER

Click Close
Tab
from your Keyboard
Tab
Master View
Hide Background
Enter text into footer of specific slides, all slides in a presentation
From the
Insert
tab, select the
Header and Footer
Button
Insert text:
And if you need to add text of your choice as footer, first you have to tick the box next to
the text Footer and then write the text in the box provided.
The last step that you have to do is to choose between apply (that means to the
current slide only) or apply to all (that means to all the slides that you have in the
Presentation).
You can also choose not to show the footer on any title slides that you might have in the
presentation.
This can be done by ticking the check box next to ‘Don’t show on title slide.’
Apply automatic slide numbering, automatically updated date, no updating date into
footer of specific slides
Insert Date and Time in the slide footer:
If you need the date / time just tick the Date and Time, select a date / time format from
the drop-down menu and then choose between an update date (that means that
every time you open this PowerPoint presentation the date will update automatically) or
a Fixed Date (that means that if you write for example 17/07/1987 it will always
appear the same in the presentation.
Insert slide numbers:
If you need the slide numbers just tick on the box next to the text Slide Number.
1.1
4.3 Text
This module sets out essential concepts and skills relating to demonstrating competence
in using presentation software.
In This Unit
Handling text
? recognise good practice in creating slide content? enter text into a placeholder in
standard, outline view? edit text in a presentation? copy, move text within, between
presentations? delete text? use the undo, redo command
Formatting
? change text formatting: font sizes, font types? apply text formatting? apply different
colours to text? apply case changes to text? align text
Lists
? indent bulleted text. Remove indent from bulleted text? adjust line spacing before and
after bulleted, numbered lists? switch between the different standard bullet, number styles
in a list
Tables
? enter, edit text in a table slide? select rows, columns, entire table? insert, delete
rows and columns? modify column width, row height
Recognise good practice in creating slide content
An effective presentation contains text which is concise and to the point.
It is highly recommended that you add a title to every slide to make it easier to navigate
through your slide show.
Enter text into a placeholder in standard, outline view
To add text to the title of a slide, click in the box that reads
Click to add title.
Next, type the text you want to be used as a title.
Do not press
in the title.
ENTER
at the end of the line unless you wish to place another line of text
To add text to the slide, click in the box labelled
Click to add text.
All text you enter will be placed on the slide.
If the text is too long for the line, PowerPoint automatically wraps the text to the next line.
Edit text in a presentation
To edit text in the Presentation click on the text box where you want to edit and
re-arrange text accordingly
Copy, move text within, between presentations
 Select the Text box
 Then highlight the text
 Right click and Copy/Cut
 Switch to the Other Presentation
 Click on the text box where you need to paste them
 Right click and Paste
Delete text

Select the Text box

Then highlight the text that you want to delete

Press the delete button from your keyboard
Use the undo, redo command

the
Undo: From the
Undo command.

Redo:
From the
Quick Access Toolbar
choose
Quick Access Toolbar
select
Redo.
Change text formatting: font sizes, font types
Text formatting allows you to add a professional look to your presentation but be careful
and don't overuse the effects as this will make your document look anything but
professional.
It is always best to use the one Font Type
gives the document a look of conformity.
throughout the whole document, as this
The use of different colours and funky fonts detract from a document and makes them
look completely amateurish.
Changing the Font
Arial is the font that is currently being used.
Your computer might show a different font name here.
Click on the drop-down arrow to display the list of available fonts.
Use the scroll bar to see the full list.
Then, simply click on the font of your choice.
Changing the Font size
Click on the drop down arrow showing the current font size
Now select the font size of your choice.
Apply text formatting
Make Text Bold

Select the text that you want to make bold, and move your pointer to
the Home tab.

Click on

Note: Click
Bold
Bold
again to unbold the text that you selected.
Make text Italic

Select the text that you want to make Italic, and move your pointer to
the Home tab.

Click on

Note: Click
Make Text Underlined
Italic
Italic
again to remove the italic text that you selected

Select the text that you want
the Home tab.

Click on
Underlined, and move your pointer to
Underlined

Note: Click
selected.
Underlined
again to remove the underlined text that you
Make text with Shadow

Select the text that you want to make with Shadow, and move your
pointer to the Home tab.

Click on
Shadow

Note: Click
selected.
Shadow
again to remove the shadow text that you
Apply different colours to text

Click on the drop down arrow next to the font colour tool

Select the colour that you wish to apply
Apply case changes to text

Select the text that you want to change the case of.

On the Home tab, in the Font group, click Change Case (as
shown in the diagram below), and then click the capitalisation option that you
want.

To capitalise the first letter of a sentence and leave all other letters as
lowercase, click Sentence case.

To exclude capital letters from your text, click lowercase.

To capitalise all of the letters, click UPPERCASE.

To capitalise the first letter of each word and leave the other
letters lowercase, click Capitalise Each Word.

To shift between two case views (for example, to shift between
Capitalise Each Word and the opposite, cAPITALISE eACH wORD), click tOGGLE
cASE.
Apply case changes to text

To apply the small capital (Small Caps) letter formatting to your text,
select the text, and then on the Home tab, in the Font group, click the arrow in
the lower right corner.

In the Font dialog box, under Effects, select the Small Caps check box.
See the diagram below for details.
Align text

Select the text that you want to format.

On the Home tab, in the Paragraph group, click Align Left, Centre, Right
or Justified.
Indent bulleted text

If the ruler is not displayed, on the

On the slide, click the bulleted or numbered text you want to change.
View
menu, click
Ruler.
If the text contains more than one level of bulleted or numbered items, the ruler displays
indent markers for each level.
1
First-line indent, showing the indent position of the bullet or number.
2
The Right indent marker, showing the indent position of text in the list.
Do any of the following:
To change the position of the bullets or numbers, drag the first-line
indent marker.
1
To change the position of the text, drag the left indent marker. Drag just
the pointed top part of the marker (if you drag the bottom rectangle, both
indents move together).
2
To move the indents as a whole and keep the relationship between the
bullet or number and the left text indent as it is, drag the rectangular part on the
bottom of the left indent marker.
3
Repeat step 3 for each level of bullets and numbers and each level of text you want to
change.
To change these settings for all the slides in a presentation, make the changes to the
slide master.
Remove Indent

To remove the indent click on the Home tab

And click on the Decrease Indentation Icon
Adjust line spacing before and after bulleted, numbered lists
1
Click
arrow next to the word Paragraph.
And in the Section Spacing set the Before and
After Spacing
2
3
Click
OK.
The normal spacing between lines of a paragraph is single line. However, in some cases
we need to leave more space between lines
Change the line spacing

Select the paragraphs for which you want to change the line spacing.

On the Home tab, in the Paragraph group, click Line Spacing.

Do one of the following:

Click the number of line spaces that you want.

For example, click 2.0, to double-space the selected
paragraph. Click 1.0 to single-space with the spacing that is used in
earlier versions of Word. Click 1.15 to single-space with the spacing
that is used in Word.

Click Line Spacing Options, and then select the
options
that you want under Spacing.
See the following list of available options for more information.

Single - This option accommodates the largest font in that line, plus a
small amount of extra space. The amount of extra space varies depending on
the font that is used.

1.5 lines
spacing.
- This option is one-and-one-half times that of single line

- This option is twice that of single line spacing.
Double

Exactly - This option sets fixed line spacing, expressed in points. For
example, if the text is in a 10-point font, you can specify 12 points as the line
spacing.

Multiple - This option sets line spacing that can be expressed in
numbers greater than 1. For example, setting line spacing to 1.15 will increase
the space by 15 percent, and setting line spacing to 3 increases the space by
300 percent (triple spacing).
Switch between the different standard bullets, number styles in a list
Bullets are used to set-off and emphasise sections of text and are symbols such as dots or
diamonds.
You can select from a number of different bullet types or create your own bullets.
Any character available within your fonts can be used as a bullet.

Select the list you wish to apply number or bullet formatting to.

Click on the Bullets tool within the Paragraph Section.
Remove bullet formatting from the list

Select the list to which the bullet formatting information has been
applied.

Click on the
Bullets icon
on the
Paragraph
area.
Add numbering to a list using the Numbering icon.

the
Select the text you wish to re-format as a numbered list and select
Numbering icon from the Paragraph area
Apply alternative bullet formatting to a list

Select the items to which you want to add picture bullets or symbols.
To change an entire list level in a multilevel list, click one bullet or number at that level in
the list.

On the
to Bullets.
Home

Click

Click on
tab, in the
Paragraph
area, click the
arrow next
Bullets and Numbering
Picture or Customise

Click any symbol or
you want to use, and then click
twice.
picture
OK
that
Add Alternative numbering styles to list

Select the items to which you want to add

On the Home
next to Numbering.
tab, in the

Click

Choose one of them and click
Paragraph
numbering styles.
group, click the
arrow
Bullets and Numbering.
OK.
Control whether separate lists within a document use continuous numbering
If you have a number of separate lists within your document, then you can choose to
have each list restart numbering, or you can choose that the number used at the end of
one list is the starting number for the next list.
You can control this behaviour from the
Choose Set Numbering Value
Bullets and Numbering arrow
and
Enter, edit text in a table slide


Click on the Home Tab

The Choose Content and Caption and click
Click on the Arrow next to New Slide
Table/Spreadsheet:

Type the Number of columns and Rows.

Click OK.
To enter text in a table, click in the cell in which you wish to insert you text and start
typing.
To move from one cell to another you can use the mouse, the Tab key or the arrow keys
on your keyboard.
Use normal text editing techniques to edit cell contents in a table.
Select rows, columns, entire table
The easiest way to select rows, columns or the entire table in a slide is by using
highlighting techniques (click and drag).
Select Rows

Click in front of that Row when the Arrow is white
Select Columns

Click above the Column when the Arrow is small and Black
Select Entire Table

Click on the symbol on the far left side of the table
Insert, delete rows and columns
Let’s say that we need to insert an additional row at the top of our table… Right click
inside the first row and choose Insert.
Choose between
Rows Above
and
Rows Below.
Likewise, if you wish to insert a column you will need to highlight and perform a right click
inside the column.
Select
Insert
and choose between
Columns to the left
and
Columns to the right
Delete rows / columns: To delete a row right-click inside the row and choose
Rows.
To delete a column, you first need to
highlight the column, then right-click
and choose Delete Columns.
Delete
Modify column width, row height
Rest the pointer over the column or row boundary you want to change.
The pointer changes to a or
Choose between
Rows Above
and
Rows Below.
Drag the column or row boundary to a new location.
4.4 Charts
This module sets out essential concepts and skills relating to demonstrating competence
in using presentation software.
In This Unit
Using Charts
? input data to create built-in charts in a presentation? select a chart? change the chart
type? add, remove, edit a chart title? add data labels to a chart? change the background
colour of a chart? change the column, bar, line, pie slice colours in a chart
Organisation Charts
? create an organisation chart with a labelled hierarchy by using a built-in organisation
chart feature? change the hierarchical structure of an organisation chart? add, remove
co-workers, subordinates in an organisation chart
Select a chart
(for more information please play the video from the bottom of the slide)

Click on the Home Tab

Click on the Arrow next to New Slide

Then choose Content with Caption and click
Chart.

The Insert Chart dialog box will appear, from here you can select
which type of chart you want to have in your presentation.
Input data to create built-in charts in a presentation
 The datasheet dialog box and a chart will be
displayed.
 Use the datasheet to replace existing data with the information that you wish
to display in the chart.
 Click outside the chart. The datasheet dialog box will disappear.
Change the chart style

Click once on the chart.

On the

Select which style you wish your chart to look like.
DESGIN
tab, under Chart Styles area.
Change the chart type

Click once on the chart.

On the
DESIGN

Click on
Change Chart Type.
tab, under Type area.

The Change chart type dialog box will appear and you can select
which type of chart you wish to change to.
Add, remove, and edit a chart title
 Click once on the chart.
 Three buttons will appear to the right of the chart as shown here.
 Click on the Chart Elements button
 This will bring up a small list of options that you can add to your chart.
Check the box on Chart Title
be added to the chart.
or
Axis Title
and they will

To remove the titles from your chart, repeat the process
and then uncheck the title boxes.

To edit the titles simply click on the title once to select it, and then
click it again to be able to enter/edit the text
Add data labels to a chart

Click once on the chart.

Three buttons will appear to the right of the chart as shown here.

Click on the Chart Elements button

This will bring up a small list of options that you can add
to your chart.

Check the box for
Data Labels.

To edit the Data labels click the arrow to the right
of the Chart Elements menu.

This will bring up another menu list, go to
to edit the values/numbers, percentages etc.

More Options...
Note: Percentages only show up when a pie chart is created.
Change the background colour of a chart

Double

The

Under the

Click on the
click on the Chart Area
Format Plot Area
Fill
will appear on the right side of the screen.
area go to
bucket icon
Color.
and choose a colour.

The chart will change colour once you have
selected the colour.
Change the column, bar, line, pie slice colours in a chart

Right click in the column series / pie slice, etc… of which you want to
change the colour.

Then select

The Format Data Series options will appear on the right of your screen.

At the top click onto the Bucket icon

Now select a colour.
Format Data Series...

Note that using this method all colours of bars / columns
in a series will change. If you wish to change only one
column / one slice in a pie, click twice inside the
column / pie slice. Then right-click and choose
Format Data Point…
Create an organisation chart with a labelled hierarchy by using a built-in organisation
chart feature

On the
Insert
tab, in the
Illustrations
area, click
SmartArt.

In the Choose a SmartArt Graphic gallery, click Hierarchy, click an
organisation chart layout (such as Organization Chart), and then click OK.

Click in a box in the SmartArt graphic, and then type your text.
Change the hierarchical structure of an organisation chart

Click once on the

On the

Choose one of the Layout styles.
Design
Organisational Chart
Tab, under
Layouts area.
Add, remove co-workers, subordinates in an organisation chart
To Add:

Click once on the

Click once on the shape that you want to add a box to.

Click on Design Tab.

Click on the Arrow next to Add shape.

To insert a box at the same level as the selected box but following it,
Add Shape After.

click
To insert a box at the same level as the selected box but before it,
Add Shape Before.

To insert a box one level above the selected box, click
click
Organisational Chart
Add Shape
Above.

The new box takes the position of the selected box, and the selected
box and all of the boxes directly below it are each demoted one level.
To insert a box one level below the selected box, click
Add Shape Below.

The new box is added after the other box at the same level.

To add an assistant box, click
Add Assistant.
The assistant box is added above the other boxes at the same level in the SmartArt
graphic, but it is displayed in the Text pane after the other boxes at the same level.
NOTE
If you want to delete a boxTo delete a box, click the border of the box you want to delete,
and then press DELETE.
1.1
Graphical Objects
This module sets out essential concepts and skills relating to demonstrating competence
in using presentation software.
In This Unit
Insert, Manipulate
? insert a graphical object (picture, image, drawn object) into a slide? select a graphical
object? copy, move graphical objects, charts within the presentation, between open
presentations? resize, delete graphical objects, charts in a presentation? rotate, flip
a graphical object? align a graphical object relative to a slide
Drawing
? add different types of drawn object to a slide? enter text into a text box, block arrow,
rectangle, square, oval, circle? change drawn object background colour, line colour, line
weight, line style? change arrow start style, arrow finish style? apply a shadow to a drawn
object? group, ungroup drawn objects in a slide(s)? bring a drawn object one level forward,
one level backward, to the front, to the back of other drawn objects
Insert Clipart
Microsoft PowerPoint has a built-in library of clipart images that you can insert in your
Slides.
Remember that before inserting any image you should be in the slide where the picture is
going to be inserted
 Click on the
 Choose
Insert
tab.
Online Pictures.
A box will appear on the screen giving you the option to search for
Office.com

You can also choose to search the Web through the

Type a keyword in the Search box, and press
on your keyboard.
Clip Art
through
Bing Image
search
ENTER

Click once on the picture of your choice and it will
be inserted in your document.
Insert a picture that is saved on your computer
 Click on
Pictures
from the
Insert
tab.
 The Insert Picture dialog box will open, from where you can browse to the
folder that contains your pictures.
 You can change the views of your folder to see a preview of your pictures.
 Click on the picture that you wish to insert,
and then click on
of the window.
Insert
at the bottom
Select a graphical object
To Select a Picture just click on it.
Duplicate pictures, images within the presentation or between open Presentations:
 Select the picture you need to duplicate, right click on the picture and click
on copy.
 Click on the slide where you want to place your image.
 Right click on a blank space and click on Paste.
 In case you want to duplicate it to another presentation, you should open
the other presentation.
 After copying your image click on the other presentation from the taskbar,
select the slide where you want to paste it.
 Right click on a blank space and click on Paste.
 If you wish to move the images, rather than just copying them, you should
select ‘Cut and Paste’ instead of ‘Copy and Paste’.
Resize, delete graphical objects, charts in a presentation
The easiest way to resize graphical images is to use the resizing handles
Duplicate pictures, images within the presentation or between open Presentations:
 Select the picture you need to duplicate, right click on the picture and click
on copy.
 Click on the slide where you want to place your image.
However, sometimes you need to set a specific size for a particular image. In that case
you will have to:

Click once on the Picture

On the Format Tab, in the

Change the size in the
Size area
Height
and
Width
Boxes.
To delete any type of image in a slide, click on the image to select it and then press
the Delete button on your keyboard
Rotate, flip a graphical object
 Click once on the Shape
 On the
Format
 Click on the
tab, in the
Rotate
 Choose between
Arrange area.
button.
Rotate
or
flip.
However, sometimes you need to set a specific rotation for a shape. In that case you will
have to:

Click once on the Shape

On the
Format
tab, in the
Arrange area.

Click on the

Choose

And In Size and Rotate section change the Rotation number.
Rotate
button.
More Rotation Options...
Align a graphical object relative to a slide
 Click once on the Shape
 On the
Format
 Click on the
tab, in the
Align
Arrange area.
Button
 Choose the Alignment that you need

Insert shapes
Microsoft PowerPoint has a built-in tool which lets you insert several
basic shapes, like circles, rectangles, arrows, callouts and banners,
amongst others.
 Click on the
Insert
tab and choose
Shapes.

 Click one of the Shapes required

Choose one of the shapes and start drawing the shape on your document
To insert a standard-sized AutoShape, click the position in your document where you
want to display the shape. (You can later change its size, shape, or position.)
To give the AutoShape a specific initial size and shape, press the mouse button and drag
to create the figure.
Enter text into a text box, block arrow, rectangle, square, oval, and circle
After inserting a Shape, right click on it and select Edit Text
Use normal text editing and formatting techniques to edit and format your text in the
shapes.
Change drawn object background colour, line colour, line weight, line style
To change the drawn object’s background colour, click on the object then click on
the Shape Fill tool in the Format Tab in Shape Styles area and choose a colour.
To change the drawn object’s line colour, click on the object then click on the
Outline tool in the Format Tab in Shape Styles area and choose a colour.
Shape
To change the drawn object’s line weight, click on the object then click on the Shape
Outline tool in the Format Tab in Shape Styles area, choose Weight and choose
one of the Weights given.
To change the drawn object’s line style, click on the object then click on the Shape Outline
tool in the Format Tab in Shape Styles area, choose Dashes and choose one of the
line styles given.
Change arrow start style, arrow finish style
•
Right-click on your arrow and choose
the popup menu that appears.
Format Shape
•
On the right hand side of the screen the
will appear.
Format Shape area,
•
Change the 'Begin' style and size, as well as the 'End' style
and size.
•
Click Close icon next on the
from
Format Shape area.
Apply a shadow to a drawn object
•
To change the drawn object’s shadow, click on the object
•
Click on the Shape Effects tool
Tab in Shape Styles area.
•
Choose Shadow
shadows given.
in the
Format
and choose one of the
Group, ungroup drawn objects in a slide
Objects can be grouped together so that they are treated as one single object.
Once the objects have been grouped, any attributes applied to the single object will affect
each separate object in the group.
Grouping objects:
•
Select the objects you wish to group, either by clicking on each object whilst holding
down the Shift key, or by using the mouse to drag a selection rectangle over each
object you want to select.
•
Right click on one of the shapes selected and click Group and Group, for the
second time.
•
To ungroup Objects
•
Select the
•
Right click on one of the shapes selected and click
click Ungroup.
Object
that you want to ungroup.
Group
and
Moving a drawn object forward or backwards levels
Objects often must be ordered a certain way if they are to be visible.
If you have overlapping objects, each object can be sent to the back or brought forward.
Ordering can be performed with any object.
The example below takes you through the ordering process.
This general example can be applied to your specific case.
Bring Forward or Bring to Front
Select the
layers.
triangle
(i.e., the object you wish to move). Notice it is in the middle of the three
Using the Bring Forward option moves the object forward one layer. Using the Bring to
Front option moves the object to the first layer.
•
From the Format Tab in Arrange area, click on the arrow next to
Forward and Choose or Bring to Front or Bring Forward.
•
So, now the triangle is in front of the other two shapes.
Bring
Send to Back or Send Backward
•
Select the triangle (i.e., the object you wish to move).
•
From the Format Tab
Back and Choose or
•
So, now the triangle is at the back of the other two shapes
in Arrange area, click on the arrow next to
Send to Back or Send Backward.
Send to
Using the Send Backward option moves the object backward one layer. Using the Send
to Back option moves the object to the bottom layer.
4.6 Prepare Outputs
About This Module
This module sets out essential concepts and skills relating to demonstrating competence in
using presentation software.
In This Unit
Preparation
•
✓ add, remove transition effects between slides ✓ add, remove preset animation
effects for different slide elements✓ add presenter notes to slides ✓ select appropriate
output format for slide presentation✓ hide, show slides
Check and Deliver
•
✓ spell check a presentation and make changes✓ change slide setup, slide
orientation to portrait, landscape✓ print entire presentation, specific slides,
handouts, notes pages, etc✓ start a slide show from first slide, from current slide ✓
navigate to next slide, previous slide, specified slide during a slide show
Add, remove transition effects between slides
From the Transition tab in Transition to This Slide area, click on the Transition
effects that you need.
If you want to apply to all slides click
Apply To ALL
To Remove Transition
Go on the slide that you want to Remove Transition and click
No Transition
Add, remove preset animation effects for different slide elements
To add a custom animation to text/image, select the text or image and then follow the steps
below:
•
Select the text or image you wish to give an animation effect.
•
From the
•
Click the Effect you want.
Animation Tab, in the
•
To see more animations click the
the animations.
Animation area.
More Arrow
on the right hand side of
•
You can choose an Entrance if you wish to animate your object on
entrance, or Exit if you wish to animate your object on exit.
To Remove an animation
•
Select the text or image you wish remove the animation effect from.
•
From the
•
Click the Effect
Animation Tab, in the
Animation area.
None.
Add presenter notes to slides
You can add presenter notes to each slide in your presentation by using the notes section,
below each slide.
These notes will be visible when you print
To show the notes, click
Click
NOTES
NOTES
Notes Pages.
at the bottom of PowerPoint.
again to hide them.
Select appropriate output format for slide presentation
•
Click on the
•
Under the
•
Then click on
•
Click on the drop-down arrow below 'Slides sized for:'
•
Choose the appropriate size and click
Design
Tab
Customise area
click on the
Slide Size
Custom Slide Size
OK.
Hide, show slides
•
Right-click on the slide that you wish to hide,
from the preview pane on the left hand side.
•
Choose
•
Hidden slides do not show up in
Hide Slide
from the menu that appears.
Slide Show
view
•
If you want to show a slide that is hidden,
simply repeat the same steps as above.
Spell check a presentation and make changes
It is important that you check your document for any
spelling or grammar mistakes prior to printing.
This can be done by clicking on the
selecting Spelling and Grammar.
Review
tab and
The Spelling options will appear on the right hand side,
offering you suggested words for incorrect spellings and
the ability to change them by selecting the words and
then clicking on Change.
When using the Spelling options you can use the following actions:
•
Ignore All:
•
Change: Will change the word to the suggested word
•
Change All:
suggested word
Will not change any further occurrences of the word.
Will change all further occurrences of the word to the
•
AutoCorrect: Enables the AutoCorrect feature for any further occurrences of
the word.
•
Close: Exits the Spell check.
•
Suggestions: A list of suggested corrections is displayed.
•
Add: Enables you to add a word to the spelling dictionary so it no longer
appears as incorrect.
Change slide setup, slide orientation to portrait, landscape
•
Click on the
•
Click
•
Then click on
•
The Slide Size dialog box will appear.
Design
Tab
Slide Size, under the
Customise area.
Custom Slide Size...
•
Under the Orientation area,
Portrait or Landscape.
choose between
Printing options
•
Click on the
•
On the left hand side click on
FILE
Tab
Print
•
The Printing options will be displayed as
shown here.
•
You can also use the keyboard shortcut
Ctrl + P.
Printing options
•
In the Settings section choose whether you wish to print
all the slides in the presentation, the current slide only,
Slides, or a particular selection.
•
In the Copies section specify how many copies of the same document you
wish to print.
What is Collate?
When printing more than one different copy the printer will automatically sort the pages one
after each other thus there will be no need to sort them one after the other.
When collate is not marked, the printer will print the copies in number order.
Example: Assume that pages 1-5 are being printed for three times
•
Collated: 1,2,3,4,5 1,2,3,4,5 1,2,3,4,5
•
UnCollated: 1,1,1 2,2,2 3,3,3 4,4,4 5,5,5
To print Handouts
From the Printing Options click on the drop-down arrow
to the right of Full Page Slides.
Select
Handouts
from the drop down menu displayed.
From here you can select the number of Slides per page,
and whether you wish them to be displayed horizontally
or vertically.
Finally, click the Print button.
Start a slide show from first slide, from current slide
You can set a slide show to start and end at particular slides of your choice
•
Click on the Slide Show tab and click on Set Up Slide Show.
•
In the Show slides section tick the From: option.
Specify the slide numbers from where you wish to start your presentation and where you wish
to end.
Navigate to next slide, previous slide, specified slide during a slide show
Use the following commands in slide show view. For each type of navigation, you can choose
one of the several methods suggested.
Go to the next slide:
•
Click the mouse.
•
Press
•
Right-click, and on the shortcut menu, click
SPACEBAR
or
ENTER.
Next.
Go to the previous slide:
•
Press
•
Right-click, and on the shortcut menu, click
BACKSPACE.
Previous.
Navigate to next slide, previous slide, specified slide during a slide show
Go to a specific slide:
•
Type the slide number, and then press
•
Right-click, point to
slide you want.
Go to Slide
ENTER.
on the shortcut menu, and then click the
See previously viewed slide:
•
Right-click, and on the shortcut menu, click
Last Viewed.
Module 5: Spreadsheets
5.1 Using the Application
About This Module
This module sets out essential concepts and skills relating to understanding the concept of
spreadsheets and demonstrating an ability to use a spreadsheet to produce accurate work
outputs.
Module Goals
Successful candidates will be able to:
•
Work with spreadsheets and save them in different file formats.
•
Choose built-in options such as the Help function within the application to enhance
productivity.
•
Enter data into cells and use good practice in creating lists. Select, sort and copy,
move and delete data.
•
Edit rows and columns in a worksheet. Copy, move, delete and appropriately
rename worksheets.
•
Create mathematical and logical formulas using standard spreadsheet functions.
Use good practice in formula creation and recognise error values in formulas.
•
Format numbers and text content in a spreadsheet.
•
Choose, create and format charts to communicate information meaningfully.
•
Adjust spreadsheet page settings and check and correct spreadsheet content
before finally printing spreadsheets.
In This Unit
Working with Documents
✓ open, close a word spreadsheet application ✓ open, close documents ✓ create a
new spreadsheet based on default template, other available template ✓ save a spreadsheet
to a location on a drive ✓ save a spreadsheet under another name to a location on a drive ✓
save a spreadsheet as another file type✓ switch between open documents
•
Enhancing Productivity
✓ set basic options/preferences in the application✓ use available Help
functions✓ use magnification/zoom tools✓ display, hide built-in toolbars✓ restore,
minimize the ribbon
•
The Excel interface
Opening the Microsoft Excel Application
To Open Microsoft Excel:
•
If the Windows Start Screen
bottom left of the screen.
•
Locate the app
•
Click
Excel. The app will start.
•
Click
Blank Workbook
is not already open, display this by clicking the
Excel. (You may need to scroll down or right to find it.)
to start a new Spreadsheet.
•
•
Workbooks
What is a workbook?
A Microsoft Office Excel workbook is a file that contains one or more worksheets that you can
use to organise various kinds of related information.
The term spreadsheet is often used to refer to a workbook, when in actual fact, spreadsheet
refers to the computer program, such as Excel.
So, strictly speaking, when you open the Excel spreadsheet program it loads an empty
workbook file consisting of blank worksheet(s) for you to use.
Closing a Workbook
•
Click on the
FILE
•
Now go to
Close.
tab.
Closing Excel
To close a
workbook
1. click the
2. exit
you can:
Excel icon
Excel
(top-left) and click Close,
by clicking on the 'x' button (top-right) or
3. close Excel using the shortcut keys on your keyboard press:
In the following activity you have to close
list above.
Excel
application using the first option from the
The Ribbon
Opening an Existing Spreadsheet
To open an existing spreadsheet, simply:
1.
Click on
FILE
Alt + F4.
at the top of the ribbon.
2.
Now click on
Open.
3.
From the Open menu option you can select to
Recently opened work files quick and easy.
Open
4.
Or you can select from the files located on your computer.
To open several Spreadsheets
You can open more than one Spreadsheet at a time. To do this:
•
Click on
•
Now select the spreadsheets that you wish to open from your computer.
•
Select the first file as normal by clicking on it.
•
Then whilst holding down
open also.
•
Finish by clicking on Open.
FILE
again and choose Open.
Ctrl
on your keyboard, select the other files you wish to
.
Create a New Workbook
To create a new workbook you must:
•
Click on
•
Then click on
•
From here you can choose to create a new
a Template.
FILE.
New.
You can use the shortcut
Spreadsheet.
Ctrl + N
Blank Spreadsheet
or choose
on your keyboard to create a new blank
Saving a Spreadsheet
If you wish to save the Spreadsheet you are working on you must:
•
Click on
•
Find the location you wish to save to.
•
Now click Save or Save As (remember, if you‘re sending the document to someone
who does not have Office 2013, click Save As, and choose Word 97-2003
Document).
•
You can also click on the Save icon (top-left) on the Quick Access Toolbar.
•
One more thing you could do is use the shortcut
Save your work.
FILE.
Ctrl + S
on your keyboard to
When you’re saving for the First time you need to click on save as but if you have already
saved the file and you want to save it again just click on save
To Save document as another file type
Sometimes you need to change the file type when saving. To do this you must:
•
Click on
FILE.
•
Go to
Save As.
•
Find the location you wish to save to.
•
In the Save as type field, click on the Arrow to the right.
•
A list of types to save the file as will appear and you can select the type of format
you wish the file to be.
Switch between open spreadsheets
There are two ways you can switch from one open spreadsheet to another:
1. You can click on the required spreadsheet icon at the bottom of your screen on the
taskbar.
2. Or click on the
Windows
View tab on the Ribbon and then click on the
and choose the document required.
Switch
Update user information
When Microsoft Excel is first installed, you will be asked to provide some basic information such
as your name, initials and address when you are registering the software.
Microsoft Excel uses this information when you create labels and envelopes and inputs it into
the summary information for each spreadsheet.
If the information you initially entered has changed, you can easily update your new user
information, by following these steps:
1. Go to FILE, and then click Options.
2. Choose the General Tab (left on the Excel Options Window).
3. Now from the
Personalise your copy of Microsoft Office, type the author name in
the User name box.
Change the default folder / default file location
By default, Excel saves workbooks in the My Documents folder, located in the root directory.
To change the default folder:
•
Go to FILE, and then click Options.
•
Choose the Save Tab (left on the Excel Options Window).
•
From the default file location click inside the textbox area and type in the location
you wish to set as your default Save location.
•
Then Click OK.
Use available Help functions
To open the Microsoft Office help section you can:
1. Click the
Microsoft Office Help
2. Press
key from your keyboard (located in the upper left).
F1
button
or
The Help window will be displayed as illustrated:
•
Select one of the available help topics, or
•
Click on the
Search online help
Box to search for a topic by entering a keyword
Use magnification/zoom tools
The Zoom feature in Microsoft Excel provides a way for you to shrink or enlarge the workbook
you are working on for viewing purposes.
You can zoom out to see the complete workbook in a small enough size for it to fit in the
window.
Conversely, you can zoom in to get a close-up view of a part of the document.
To zoom follow these steps:
1. Go to the
2. Click on the
View
tab.
Zoom
button.
3. Choose one of the preset zoom options or select a more exact zoom percentage
with the custom window at the bottom of the list.
4. Click
OK.
Display toolbars
Right click on an existing toolbar and click on
Quick Access Toolbar.
Customize
The Options Window will appear and you will see a list of Tools in the right box, that you can
choose from.
Select a tool and then click Add.
Remove toolbars
Right click on an existing toolbar and click on
Customize Quick Access Toolbar.
The Options Window will appear and you will see a list of Tools in the right box, that you can
choose from.
Select a tool and then click Remove.
Minimize the ribbon
At the top-right of Excel, Click on the
Ribbon Display Options
button
A menu box with 3 options will appear. Each option will dictate how the Ribbon is displayed
and behaves:
•
Auto-hide Ribbon
•
Show Tabs
•
Show Tabs and Commands
- Hide the Ribbon. Click at the top of the application to show it.
- Show Ribbon to tabs only. Click a tab to show the commands.
- Show Ribbon tabs and commands all the time.
5.2 Cells
About This Module
This module sets out essential concepts and skills relating to understanding the concept of
spreadsheets and demonstrating an ability to use a spreadsheet to produce accurate work
outputs.
In This Unit
Insert, Select
•
✓ understand that a cell in a worksheet should contain only one element of data✓
recognise good practice in creating lists✓ enter a number, date text in a cell ✓ select
a cell✓ select a range of adjacent cells ✓ select a range of non-adjacent cells✓ select
an entire worksheet
Edit , Sort
•
✓ edit cell content ✓ use the undo, redo command✓ use search command for specific
content in a worksheet✓ use the replace command for specific content in a worksheet ✓
sort a cell range by one criterion in ascending and descending order✓ sort a cell range
by one criterion in numeric order and ascending, descending alphabetical order
Copy, Move, Delete
•
✓ copy/move the content of a cell✓ copy/move the content of a cell range within
a worksheet✓ copy/move the content between open spreadsheets✓ use the autofill
tool/copy handle tool to copy, increment data entries✓ delete cell contents
Inserting Data
Worksheet cells can hold three kinds of data:
•
Text
•
Numbers
•
Formulas
Entering Text
To enter text in excel all you have to do is click on the cell and start writing.
When finished press Enter key.
When entering the text into the cell it is also written in the formula bar.
By default Excel aligns text to the left of a cell, and numbers to the right of a cell.
Creating Lists
It is important that lists regarding the same subject are not discontinuous.
For Excel, this means avoiding Blank rows and columns in the main body of the list.
For the total, insert a blank row between the total and the list so as to be able to distinguish
between them.
Ensure that there is no other data bordering the list so as not to mix the data in the list with the
other data.
Enter a number, date, text in a cell
Enter numbers or text
1. On the worksheet, click a cell.
2. Type the numbers or text that you want, and then press
ENTER
or
TAB.
•
For a date, use a slash mark or a hyphen to separate the parts of a date;
for example, type 9/5/2002 or 5-Sep-2002.
By default, pressing ENTER moves the selection down one cell, and pressing TAB moves
the selection one cell to the right.
A cell may display ##### when it contains data that has a number format that is wider
than the column width. To increase the width of the column, point to Column on the
Home tab in Cells Section click Format, and then click AutoFit Column
To display multiple lines of text inside a cell, select Cells on the Home tab in Cells Section
click Format. Click on Format Cells, click the Alignment tab, and then select the Wrap
text check box. If the text is a single long word, the characters won't wrap; you can
widen the column or decrease the font size to see all the text. If not all text is visible after
you wrap the text, you may need to adjust the height of the row. Point to Row on the
Home tab in Cells Section click Format, and then click AutoFit Row.
Enter dates or times
1. On the worksheet, click a cell.
2. Type a date or time as follows:
•
For a date, use a slash mark or a hyphen to separate the parts of a date;
for example, type 9/5/2002 or 5-Sep-2002.
•
For a time that is based on the 12-hour clock, type a space, and then type
a or p after the time; for example, 9:00 p. Otherwise, Excel enters the time
as AM.
3. You can format the way in which the date or time appears by selecting the cell/s,
•
Click on Home tab in Cells Section click
•
Click Format
Cells
•
Click on the
Number
•
Select
•
Then, choose the date or time format from the
box.
Date
or
Format
tab
Time
Type: section in the dialog
Select a Cell
Click on one cell in Excel and it becomes the active cell. The active cell always has a
thick border around it (see example below).
The “address” or name of the active cell is the letter of the column it is in (letter A
example) followed by the number of the row it is in (number 1 in this example).
in this
The name of the active cell always shows here (A1).
Select a Range of Cells
Click in the cell in the top left corner of the range you want to select and
mouse button down, drag to the bottom right corner of the range.
The diagram below shows the range
A1:C3
selected. Cell
A1
holding the left
is the active cell.
Notice how to refer to a range of cells in Excel – the name of the cell in the top left corner,
then a colon, then the name of the cell in the bottom right corner.
Don’t use
A1-C3
as this means
A1 minus C3.
Select Non-Adjacent Ranges
To recreate the example on the below, click and drag over cells
the previous page for selecting a range of cells.
Hold down the
Ctrl Key
and drag over the range
D1:E3.
Hold down the
Ctrl Key
and drag over the range
B5:D7.
A1:B3
B5
as described on
is the active cell.
Select Non-Adjacent Ranges
Similarly, to select Column A, Column C and Column E (but not the 2 columns in
between) you would select column A by clicking A at the top of the column, then
holding down the Ctrl Key select Column C and Column E by clicking C and
then E at the top of the Column.
To select Row 1, 3 and Row 5 (but not the 2 rows in between) you first select row 1,
then holding the Ctrl Key select Row 3 and Row 5 by clicking 3 and 5 at the left of
the row.
Selecting a Range Using the Shift Key
Click in the cell at the top left corner of the range you want to select (Cell
example).
B2
in the
Hold down the Shift Key and click in the bottom right corner of the range (Cell
example).
D6
Cell B2 is the active cell. You could go the opposite way by clicking in
then Shift Clicking in B2.
and
If you did this, cell
D6
D6
in this
would be the active cell.
If you click in a cell, then hold down the Shift Key, you can use the
keyboard to expand the selection.
arrow keys
on the
You don't have to release the Shift Key between every movement you can keep it held
down until you wish to stop selecting cells.
Selecting the Whole Sheet
Click on the Grey square between column A and row 1 to select the whole sheet.
The Active cell is A1, you can click any cell to deselect the sheet.
The image below shows how the sheet looks before and after you click to select the whole
sheet.
Edit cell content, modify existing cell content
If you want to completely replace what is written in a cell, select the cell and start typing.
Excel automatically replaces the new text with the existing text in the cell.
If you want to edit part of the text you can either double click on the cell or use normal text
editing techniques, or else you can select the cell and edit its contents from the formula bar.
Use the undo, redo command
Undo: - From the
Quick Access Toolbar
choose the
Redo: - From the
Quick Access Toolbar
select
Undo
command
Redo.
Use the search command for specific content in a worksheet
1. Place the insertion point where you want to begin the search
2. Now from the
Find & Select
3. Choose
from the menu that appears.
Find
command from the
4. Type the Text you wish to find in the
5. Then click on the
Find Next
Find What
Home
tab.
box.
button to find the next occurrence of the text you
are looking for.
Place the insertion point where you want to begin the search
1.
Now from the
3.
Choose
Find & Select
Replace
command from the
Home
tab.
from the menu that appears.
Type the Text you wish to find in the
replacement in the Replace With box.
4.
Find What
box and type the
Depending on the function you wish to perform you can select from the
following:
5.
•
Find Next: Finds the next occurrence of the selected word or phrase.
•
Replace: Replaces this instance of the Word, phrase or format.
•
Replace All: Replaces all occurrences of the selected word, phrase,
and format.
Sort rows in ascending or descending order
(A to Z, or 0 to 9) or (Z to A, or 9 to 0)
If you want to sort your rows or columns into ascending or descending order, you should firstly
select the cell or range of cells you would like to sort by.
Then click
Sort A to Z
or
Sort Z to A
from the Data tab.
Sort rows by two or three criteria (columns)
1. For best results, the range you sort should have column labels, or headers.
2. To do this you should click a cell in the range you want to sort.
3. Now go to the
Data
tab, then click on
Sort.
4.
If you have more than one column, click
Add Level
and do the same.
5.
Select any other sort options you want from the order box (you can choose to sort
your data in ascending or descending order), and then click OK.
Cut, Copy, and Paste
Using the Cut, Copy, and Paste commands in Microsoft Excel, you can move or copy entire
cells or their contents.
Excel displays an animated moving border around cells that have been cut or copied.
To cancel a moving border, press ESC.
Move or copy entire cells
When you move or copy a cell, Excel moves or copies the entire cell, including formulas and
their resulting values, comments, and cell formats.
1. Select the cells that you want to move or copy.
2. Do one of the following:
•
To move cells, use the Cut button on the Home Tab
section, or you can use the keyboard shortcut Ctrl + X.
•
To copy cells, use the Copy button on the Home Tab in the
clipboard section, or you can use the keyboard shortcut Ctrl + C.
in the clipboard
3. Select the upper-left cell of the paste area.
4. Click Paste on the Home tab in the clipboard section, press
Move or copy entire cells by using the mouse
CTRL + V
By default, drag-and-drop editing is turned on so that you can use the mouse to move and
copy cells.
1. Select the cells or range of cells that you want to move or copy.
2. Do one of the following:
•
To move a cell or range of cells, point to the border of the selection. When the
pointer becomes a move pointer, drag the cell or range of cells to another location.
•
To copy a cell or range of cells, hold down CTRL while you point to the border of
the selection. When the pointer becomes a copy pointer, drag the cell or range of
cells to another location.
Insert moved or copied cells between existing cells
1. Select the cell or range of cells that contains the data that you want to move or
copy.
2. Do one of the following:
•
To move cells, use the Cut button on the Home Tab
section, or you can use the keyboard shortcut Ctrl + X.
•
To copy cells, use the Copy button on the Home Tab in the
clipboard section, or you can use the keyboard shortcut Ctrl + C.
in the clipboard
3. Select the upper-left cell of the paste area.
4. Click
Paste
on the
Home tab
in the clipboard section, press
CTRL + V
To move or copy a selection to a different worksheet or workbook, click another
worksheet tab or switch to another workbook, and then select the upper-left cell of the
paste area.
Automatically repeat items already entered in the column
If the first few characters that you type in a cell match an existing entry in that column,
Microsoft Excel automatically enters the remaining characters for you.
Excel automatically completes only those entries that contain text or a combination of text
and numbers.
Entries that contain only numbers, dates, or times are not completed.
Do the following when Excel automatically enters the remaining characters for you:
•
To accept the proposed entry, press
ENTER.
•
The completed entry exactly matches the pattern of upper-case and
lower-case letters of the existing entry.
•
To replace the automatically entered characters, continue typing.
•
To delete the automatically entered characters, press
BACKSPACE.
If you don't want entries that you type to be completed automatically, you can turn this
option off.
1. 1. Go to
FILE
then click
Options
2. 2. Click the Advanced tab and then under
the
off
Enable AutoComplete for cell values
Editing options, select or clear
check box to turn this option on or
Use the fill handle to fill data
You can have Excel automatically continue a series of numbers, number and text
combinations, dates, or time periods, based on a pattern that you establish.
To quickly fill in several types of data series, you can select cells and drag the fill handle.
1. Select the cells that contain the data that you want to fill into adjacent cells.
2. Drag the fill handle
across the cells that you want to fill
After you drag the fill handle, the Auto Fill Optionsbutton appears so that you can
choose how the selection is filled.
Here is an example of using the Auto Fill Options:
After selecting your cells and clicking on the Auto Fill Optionbutton.
You can choose to fill just cell formats by clicking Fill Formatting Only, or you can choose to
fill just the contents of a cell by clicking Fill Without Formatting.
1.
Click on
2.
Go to the Advanced Tab, and then under Editing options, select or clear
Enable Fill Handle and cell drag and drop check box to turn this option on or
the
off.
FILE
and go to
If you don't want to display the
handle, you can turn it off.
Options.
Auto Fill Options
button every time you drag the fill
Fill in a series of numbers, dates, or other built-in series items
Using the fill handle, you can quickly fill cells in a range with a series of numbers or dates or
with a built-in series for days, weekdays, months, or years.
1. Select the first cell in the range that you want to fill.
2. Type the starting value for the series.
3. Sometimes you may need to type a value in the next cell to establish pattern.
For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells.
If you want the series 2, 4, 6, 8..., type 2 and 4. If you want the series 2, 2, 2, 2..., you
can leave the second cell blank.
4. Select the cell or cells that contain the starting values.
5. Drag the fill
handle across the range that you want to fill. To fill in increasing
order, drag down or to the right. To fill in decreasing order, drag up or to the left.
More examples of series that you can fill
Initial Selection
Extended Series
1, 2, 3
4, 5, 6,...
9:00
10:00, 11:00, 12:00...
Mon
Tue, Wed, Thu,...
Monday
Tuesday, Wednesday, Thursday,...
Jan
Feb, Mar, Apr,...
Jan, Apr
Jul, Oct, Jan,...
Jan-99, Apr-99
Jul-99, Oct-99, Jan-00...
15-Jan, 15-Apr
15-Jul, 15-Oct,...
1999, 2000
2001, 2002, 2003,...
1-Jan, 1-Mar
1-May, 1-Jul, 1-Sep,...
Qtr3 (or Q3 or Quarter3) Qtr4, Qtr1, Qtr2,...
text1, textA
text2, textA, text3, textA,...
1st Period
2nd Period, 3rd Period,...
Product 1
Product 2, Product 3,...
Delete cell contents
To completely delete the contents of a cell just click on the cell and press
the Backspace key on your keyboard.
You can also delete the content of a range of cells by selecting the required cells and press
the Delete key on your keyboard.
5.3 Managing worksheets
About This Module
This module sets out essential concepts and skills relating to understanding the concept of
spreadsheets and demonstrating an ability to use a spreadsheet to produce accurate work
outputs.
In This Unit
Rows and Columns
•
✓ select a row, range of adjacent rows and range of non-adjacent rows✓ select
a column, range of adjacent columns and a range of non-adjacent columns✓ insert, delete
rows and columns✓ modify column widths to specified value✓ modify row heights to
specified value✓ select a range of non-adjacent cells✓ freeze, unfreeze row and/or
column titles
Worksheets
•
✓ switch between worksheets✓ insert a new worksheet✓ delete a worksheet✓
recognise good practice in naming worksheets✓ copy, move, rename a worksheet within
a spreadsheet
Select Rows in adjacent format
1. Click on the number at the left of the row.
2. The diagram shows Row
3. Cell
A2
2
selected.
is the active cell.
4. To select all the rows between
2 and 6 you would click on the number 2
and holding the left mouse button down, drag over the other numbers until you
reach 6.
Select Rows in non adjacent format
1. Click on the number at the left of the row.
2. The diagram shows Row
3. Cell
A2
2
selected.
is the active cell.
4. To select other rows that are not adjacent to Row 2, press the
Ctrl
button and
while continuing pressing the Ctrl button select the other Rows
Select Columns adjacent format
1. Click on the letter at the top of the column
2. The diagram shows Column
3. Cell
A1
A
selected.
is the active cell.
4. To select other columns between
A and E you would click
on A and holding the left mouse button down, drag over the other columns
until you reach E
Select Columns in non adjacent format
1. Click on the letter at the top of the column
2. The diagram shows Column
3. Cell
A1
A
selected.
is the active cell.
4. To select other columns that are not adjacent to Column
the Ctrl
Columns
button and while continuing pressing the
Ctrl
A, press
button select the other
Insert rows on a worksheet
1. To insert rows, do one of the following:
•
To insert a single row, select the row or a cell in the row above
which you want to insert the new row. For example, to insert a
new row above row 7, click a cell in row 7.
•
To insert multiple rows, select the rows above which you want
to insert rows. Select the same number of rows as you want to
insert. For example, to insert three new rows, you need to select
three rows.
•
To insert non adjacent rows, hold down
non adjacent rows.
2. On the
Home Tab
click on the
Insert
CTRL
while you select
button and click on
Insert Rows.
3. You can also right-click the selected rows and then click Insert on
the shortcut menu
Insert columns on a worksheet
1. To select columns, do one of the following:
•
To insert a single column, select the column or a cell in the column
immediately to the right of where you want to insert the new column. For
example, to insert a new column to the left of column B, click a cell
in column B.
•
To insert multiple columns, select the columns immediately to the right of
where you want to insert columns. Select the same number of columns as
you want to insert. For example, to insert three new columns, you need to
select three columns.
•
To insert non-adjacent columns, hold down
non-adjacent columns.
2. On the
Home Tab
click on the
Insert
CTRL
while you select
button and click on
Insert Columns.
3. You can also right-click the selected rows and then click Insert on
the shortcut menu
Delete Columns or Rows
1. Select the cells, rows, or columns that you want to delete.
2. On the
Home
Tab click on the
Delete
button and click on
Delete Columns
or Rows.
If you are deleting rows or columns, other rows or columns automatically shift up or to the left.
You can also right-click on rows, or columns, and then click
menu.
Set a column to a specific width
Delete
on the shortcut
1. Select the column or columns that you want to change.
2. On the
Home
Tab click on the
Format
button and click on Column Width.
Change the column width to fit the contents
1. Select the column or columns that you want to change.
2. On the
Home
Tab click on the
Format
button and click on Auto Fit Column
Width.
To auto fit all columns on the worksheet, click the Select All button and
then double-click any boundary between two column headings.
Match the column width to another column
1. Select a cell in the column.
2. Click
on Copy from the home tab, and then select the target column.
3. On the
Home
and then select
tab, click on the arrow under Paste and click on
Column widths.
Paste Special,
Change the default width for all columns on a worksheet or workbook
The value for the default column width indicates the average number of characters of the
standard font that fit in a cell. You can specify a different number for the default column
width for a worksheet or workbook.
Do one of the following:
•
To change the default column width for a worksheet, click its sheet tab.
•
To change the default column width for the entire workbook, right-click a sheet tab,
and then click Select All Sheets on the shortcut menu.
•
On the
Home
•
Under
Cell Size, click
•
In the
Default column width
tab, in the
Cells
group, click
Format.
Default Width.
box, type a new measurement.
Change the width of columns by using the mouse
Do one of the following:
•
To change the width of one column, drag the boundary on the right side of the
column heading until the column is the width that you want.
•
To change the width of multiple columns, select the columns that you want to
change, and then drag a boundary to the right of a selected column heading.
•
To change the width of columns to fit the contents, select the column or columns
that you want to change, and then double-click the boundary to the right of a
selected column heading.
•
To change the width of all columns on the worksheet, click the
and then drag the boundary of any column heading.
Select All
button,
Set a row to a specific height
1. Select the row or rows that you want to change.
2. On the
Home
Tab click on the
Format
button and click on Row height.
Change the row height to fit the contents
1. Select the row or rows that you want to change.
2. On the Home Tab click on the Format button and click on Auto Fit Row Height.
Change the height of rows by using the mouse
Do one of the following:
•
To change the row height of one row, drag the boundary below the row heading
until the row is the height that you want.
•
To change the row height of multiple rows, select the rows that you want to change,
and then drag the boundary below one of the selected row headings.
•
To change the row height for all rows on the worksheet, click the Select
All button, and then drag the boundary below any row heading.
•
To change the row height to fit the contents, double-click the boundary below the
row heading.
On the View tab, in the Window group, click the arrow below Freeze Panes.
Do one of the following:
•
To lock one row only, click Freeze Top Row.
•
To lock one column only, click Freeze First Column.
•
To lock more than one row or column, or to lock
both rows and columns at the same time, click
Freeze Panes.
When you freeze the top row, first column, or panes, the
Freeze Panes option changes to Unfreeze Panes
so that you can unlock any frozen rows or columns.
Switch between worksheets
To switch from one worksheet to another simply click on the relevant worksheet tab towards
the bottom of your screen.
Insert a new worksheet, delete a worksheet
To insert a worksheet tab, right click on an existing worksheet tab and
click Insert, as illustrated.
This dialog box will be displayed. Click on the
OK
By default the sheet will be named “Sheet 4”
which you clicked before choosing the Insert
well as the position of the worksheet.
button.
and it will be placed in front of the sheet on
command. You can change the name as
To delete a worksheet
Right click on the worksheet tab that you wish to delete. Select Delete from the popup menu
displayed.
Naming Worksheets
Name worksheets in a meaningful way to you so that when you are looking for a particular
sheet you can find it quickly and easily. This saves time since it is quicker to locate.
Renaming a worksheet
There are two ways To rename a worksheet tab:
Right click on the worksheet tab that you wish to rename.
1.
•
2.
From the popup menu displayed select the Rename command.
Double click on the worksheet tab name
You can then type over the default worksheet name, which will become
highlighted.
To move a worksheet
You can change the position of your worksheets by using drag and drop techniques with your
mouse.
Copy a worksheet
To copy a worksheet tab right click on the worksheet tab that you wish to copy.
From the popup menu displayed select the Move or copy command.
Then select the sheet where you want the worksheet to be.
Tick the Create a copy box. Then click OK.
5.4 Formulas and Functions
About This Module
This module sets out essential concepts and skills relating to understanding the concept of
spreadsheets and demonstrating an ability to use a spreadsheet to produce accurate work
outputs.
In This Unit
Arithmetic Formulas
✓ refer to cell references rather than type numbers into formulas✓ create
formulas using cell references and arithmetic operators✓ identify and understand
•
standard error values associated with using formulas✓ understand and use relative
absolute cell referencing in formulas
Functions
✓ use sum, average, minimum, maximum, count, counta, round functions ✓ use the
logical function if with comparison operators
•
Writing the Formula
•
Writing Excel formulas is a little different than the way it is done in math class.
•
Excel formulas starts with the equal sign ( = ) rather than ending with it
•
The equal sign always goes in the cell where you want the formula answer to
appear.
•
The equal sign informs Excel that what follows is part of a formula, and not just
a name or a number.
Excel formulas look like this:
rather than: 3 + 2 =
=3 + 2
Mathematical Operators
Creating formulas in Microsoft Excel is not difficult. Just combine the cell references of your
data with the correct mathematical operator.
•
Subtraction- minus sign (-)
•
Addition- plus sign (+)
•
Division- forward slash (/)
•
Multiplication- aster (*)
Cell References in Formulas
Creating formulas in Microsoft Excel is not difficult. Just combine the cell references of your
data with the correct mathematical operator.
•
While the formula in the previous step works, it has one drawback. If you want
to change the data being calculated you need to edit or rewrite the formula.
•
A better way would be to write formulas so that you can change the data
without having to change the formulas themselves.
•
To do this, you need to tell Excel which cell the data is located in. A cell's
location in the spreadsheet is referred to as its cell reference.
•
To find a cell reference, simply look at the column headings to find which
column the cell is in, and across to find which row it is in.
The cell reference is a combination of the column letter and row number -- such as
or Z345. When writing cell references the column letter always comes first.
So, instead of writing this formula in cell C1:= 3 + 2
write this instead: = A1+A2.
A1,
B3,
When you click on a cell containing a formula in Microsoft Excel, the formula always
appears in the formula bar located above the column letters (marked in red in the
example).
Updating Excel Formulas
When you use cell references in Excel formulas, the formulas will automatically update
whenever the relevant data in the spreadsheet changes.
For example, if you realise that the data in cell A1 should have been an 8 instead of a 3, you
only need to change the contents of cell A1.
Excel updates the answer in cell C1.
The formula, itself, doesn't need to change because it was written using cell references.
Order of Operations
If more than one operator is used in a formula, there is a specific order that Excel will follow to
perform these mathematical operations.
This order of operations can be changed by adding brackets to the equation.
How the Order of Operations Works
•
Any operation(s) contained in brackets will be carried out first
•
After that, Excel considers division or multiplication operations to be of equal
importance, and carries out these operations in the order they occur left to right in
the equation.
•
The same goes for the next two operations – addition and subtraction. They
are considered equal in the order of operations. Whichever one appears first in an
equation, either addition or subtraction, is the operation carried out first.
Step 1: Entering the data
Let's try a step by step example. We will write a simple formula in Excel to add the numbers 3 +
2.
It's best if you first enter all of your data into the spreadsheet before you begin creating
formulas.
This way you will know if there are any layout problems, and it is less likely that you will need to
correct your formula later.
(For help with this tutorial refer
Back 3 Slides.)
1.
Type
3
in cell A1 and press the
ENTER
key on the keyboard.
2.
Type
2
in cell A2 and press the
ENTER
key on the keyboard.
Step 2: Add the Equal (=) Sign
When creating formulas in Microsoft Excel, you
ALWAYS
start by typing the equal sign.
You type it in the cell where you want the answer to appear.
1.
Click on cell
C1
(outlined in the image) with your mouse pointer.
2.
Type the equal sign in cell
C1.
Step 3: Add Cell References Using Pointing
After typing the equal sign in step 2, you have two choices for adding cell references to the
spreadsheet formula.
1.
You can type them in or,
2.
You can use an Excel feature called Pointing
Pointing allows you to click with your mouse on the cell containing your data to add its cell
reference to the formula.
Continuing from step 2 for this example
1.
Click on cell
A1
2.
Type a plus (+) sign
3.
Click on cell
4.
Press the
A2
ENTER
with the mouse pointer
with the mouse pointer
key on the keyboard
The answer 5 should appear in cell C1.
•
If you have more than one row or column of data that you need to perform
calculations on, it is often possible to copy the first formula to other cells.
•
The easiest way to do this is to copy formulas with the fill handle.
Standard Error Values
Formula errors can result in error values as well as cause unintended results.
If a formula cannot properly evaluate a result, Microsoft Excel will display an error value. Each
error type has different causes, and different solutions.
•
#####
time is used.
- Occurs when a column is not wide enough, or a negative date or
•
- Occurs when a number is divided by zero (0).
#DIV/0!
•
#NAME? - Occurs when Microsoft Excel doesn't
recognise text in a formula.
•
#REF!
- Occurs when a cell reference is not valid.
Correcting errors in a formula
You can correct your formulas using basic text editing techniques in the formula bar.
Relative cell referencing
•
In spreadsheet programs a relative cell address identifies the location of a
cell or group of cells.
•
Cell addresses are used in formulas, functions, charts, and other spreadsheet
commands.
•
By default, a spreadsheet cell reference is relative. What this means is that as
a formula or function is copied and pasted to other cells, the cell references in the
formula or function change to reflect the function's new location.
•
In contrast, an absolute cell address does not change when a formula is
copied and pasted to other cells.
A relative cell address consists of the column letter and row number that intersect at the cell's
location. An example of a relative cell address would be C4, G15, or Z2345.
When listing a cell address - either relative or absolute, the column letter is
always listed first.
Absolute cell referencing
•
An absolute cell address consists of the column letter and row number
surrounded by dollar signs ($).
•
An example of an absolute cell address
would be $C$4, $G$15, or $A$345
An easy way to add the dollar signs to a cell address is to click on a cell address and then
press the F4 key on the keyboard
• An absolute cell address is used when you want a cell address to stay fixed on a
specific cell.
• This means that as a formula or function is copied and pasted to other cells, the
cell addresses in the formula or function do not change.
The Sum Function
Probably the most popular function in any spreadsheet is the SUM function.
The Sum function takes all of the values in each of the specified cells and totals their values.
The syntax is:
=SUM(first value, second value, etc)
In the first and second spots you can enter any of the following (constant, cell, range of cells).
•
Blank cells will return a value of zero to be added to the total.
•
Text cells cannot be added to a number and will produce an error.
Let's use the table here for the discussion that follows: We will look at several different specific
examples that show how the typical function can be used!
Notice that in
This has
A4
there is a
NO numeric value
TEXT
entry.
and cannot be included in a total.
The Average Function
The average function finds the average of the specified data. (Simplifies adding all of the
indicated cells together and dividing by the total number of cells.)
The syntax is:
=Average (first value, second value, etc.)
Text fields and blank entries are not included in the calculations of the Average Function.
The Max Function
The next function we will discuss is
Max
(which stands for Maximum).
This will return the largest (max) value in the selected range of cells.
•
Blank entries are not included in the calculations of the Max Function.
•
Text entries are not included in the calculations of the Max Function.
The Min Function
The next function we will discuss is
Min
(which stands for minimum).
This will return the smallest (Min) value in the selected range of cells.
•
Blank entries are not included in the calculations of the Min Function.
•
Text entries are not included in the calculations of the Min Function.
The Count Function
The COUNT
value.
function returns the count of cells in selected area which contain numeric
•
Arguments that are numbers, dates, or a text representation of numbers (for
example, a number enclosed in quotation marks, such as "1") are counted.
•
Logical values and text representations of numbers that you type directly into
the list of arguments are counted.
•
Arguments that are error values or text that cannot be translated into
numbers are not counted.
•
If an argument is an array or reference, only numbers in that array or
reference are counted. Empty cells, logical values, text, or error values in the array or
reference are not counted.
•
the
If you want to count logical values, text, or error values, use
COUNTA function.
The CountA Function
The
COUNTA
•
function counts the number of cells that are not empty in a range.
The COUNTA function counts cells containing any type of information,
including error values and empty text (""). For example, if the range contains a
formula that returns an empty string, the COUNTA function counts that value.
The
COUNTA
function does not count empty cells.
•
If you do not need to count logical values, text, or error values (in other words,
if you want to count only cells that contain numbers), use the COUNT function.
The following spreadsheet shows the Excel Round function used with different argument
values :
The Round Function
The Excel Round function rounds a supplied number
of decimal places.
up
or
down, to a specified number
The syntax of the function is:
ROUND(
number,
digits
)
Where the arguments are as follows:
number The initial number.
The number of decimal places to round the supplied number to.
Note that:
digits
• a positive digits value specifies the number of digits to
the right of the decimal point
• a
digits
value of
0
specifies rounding to the nearest integer
• a negative digits value specifies the number of digits to
the left of the decimal point
How it works:
The Excel IF function checks to see if a certain condition is true or false. If the condition is
true, the function will do one thing, if the condition is false, the function will do something else.
The IF function we are using in this tutorial asks if the value in column A is greater than the
value in column B. If it is, the IF function will place the statement "A is larger" in column D. If
it is not, the IF function will place the statement "B is larger" in column D.
Our IF function will be entered into cell D1 and it looks like this:
larger")
=IF(A3 > B3,"A is larger","B is
The two text statements "A is larger" and "B is larger" are enclosed in quotations. In
order to add text to an Excel IF Function, it must be enclosed in quotation marks.
Enter the data for the IF function:
It is always a good idea to enter all your data into a spreadsheet before you begin writing
functions or formulas.
This way you will know if there are any layout problems and it is less likely that you will need to
make corrections to your functions later.
As an example type some data to appear as in the diagram shown:
Starting the IF function:
When you write an IF function in Excel, you always start by typing the equal sign in the cell
where you want the answer to appear.
Parts of the Excel IF function
Inside the round brackets there are three parts or arguments to an IF Function.
The Arguments
1.
The logical test - in our example it is
A3 > B3
2.
The value if true - in our example it is "A is larger"
3.
The value if false - in our example it is "B is larger"
Between each argument of the IF function, the comma is used as a separator.
The comma is what tells Excel when each argument of IF function ends and the next section
begins.
Adding Separators
Therefore, as we complete the IF function, we will add two separators
1.
One between the logical test and the “value if true” arguments
2.
One between the “value if true” and the “value if false” arguments.
Writing the IF Function Logic Test
The logic test is always a comparison between two amounts.
In this tutorial we are comparing the values in cells
A3 and B3.
Between the two values we place a comparison operator.
Since we want to know if A3 is greater than B3, we will use the
operator ">" between the two cell references.
Greater
Than
Comparison Operators
The comparison operators that can be used in the logical test portion of an Excel IF function
are:
•
Equals (=)
•
Less than (<)
•
Less than or equal to (<=)
•
Greater than (>)
•
Greater than or equal to (>=)
•
Not equal to (<>)
For our example: type
A3>B3
followed by a comma ","
Adding the "Value if True" argument to the IF Function
Following our comma separator, we add in the “value if true” argument of the IF function
followed by another comma separator.
In this case, if the value in cell A3 is greater than the value in cell
function to display the text "A is larger" in cell D1.
•
Type "A is larger"
•
In cell D1 you should see:
B3, we want the
=IF(A3>B3,"A is larger"
Adding the "Value if False" argument to the IF Function
The last section to add to the IF function is the “value if false" argument of the function
followed by another comma separator and the right or closing round bracket.
In this case, if the value in cell A3 is not greater than the value in cell B3, we want the function
to display the text "B is larger" in cell D1.
•
Type "A is larger" followed by a second comma "," and the
•
In cell D1 you should see:
closing bracket.
=IF(A3>B3,"A is larger","B is larger")
Copying the IF Function to Other Cells
To complete the worksheet, we need to add the IF function to cells D2, D3, and D4.
Since our data is laid out in a regular pattern, we can copy the IF function in cell D1 to the
other three cells.
As the function copied, Excel will update the cell references to reflect the functions new
location.
To copy our function we will use the
1.
Click on cell
Fill Handle:
D1
Place the mouse pointer over the black square in the bottom right corner.
The pointer will change to a plus sign "+".
2.
3.
Click the left mouse button and drag the fill handle down to cell
4.
Release the mouse button. Cells D2 to D4 will be filled with the IF function.
Notice how the cell references in the IF function
have been changed in cells D2 to D4 to reflect the
IF function’s new location.
Incase you forget the IF function
•
Click on Formulas Tab
•
Click on the button Insert Function
D4.
•
Find the If Function
•
Click OK
The IF function window will be displayed
as shown:
Where:
•
Logical test - what are we asking? In this case, let’s say our logical test is “Is
the value in Column A larger than the value in Column B?” (e.g. a1>b1).
•
Value if true - what do we want displayed if the answer to our question is
“true”? For example, we want the answer to be “yes”.
•
Value if false - what do we want displayed if the answer is “false”? For
example, we want the answer to be “no”.
5.5 Formatting
About This Module
This module sets out essential concepts and skills relating to understanding the concept of
spreadsheets and demonstrating an ability to use a spreadsheet to produce accurate work
outputs.
In This Unit
Numbers / Dates
✓ format cells to display numbers to a specific number of decimal places ✓ display
numbers with and without a separator to indicate thousands✓ format cells to display
a date style✓ format cells to display numbers as percentages
•
Contents
✓ change cell content appearance✓ apply formatting to cell contents✓ apply
different colours to cell content✓ copy the formatting from a cell
•
Alignment, Border Effects
✓ apply text wrapping to contents within a cell ✓ merge cells and center a title
in a merged cell✓ add border effects to a cell
Format Cells to a specific decimal Place
•
•
Click once on the cell that needs to be changed to a lower or bigger
decimal place
•
On the Home tab click on the arrow to the right of the Number area
•
From the Number Tab click on Number
•
Change the decimal place from the right of the window
•
Click OK.
To display numbers with a separator to indicate thousands in the same number window tick
the box next to use 1000 separator. To remove the separator un-tick the same box.
Format cells to display a date style
•
Click once on the cell that need to be changed
•
On the Home tab click on the arrow to the right of the Number Section
•
From the Number Tab click on Date
•
Choose the Location
•
Then choose the Type
•
Click OK.
Format cells to display a currency symbol
•
Click once on the cell that need to be changed
•
On the Home tab click on the arrow to the right of the Number Section
•
From the Number Tab click on Currency
•
From the symbol section choose the symbol you need
•
Click OK.
Click once on the cell that need to be changed
•
On the Home tab click on the arrow to the right of the Number Section
•
From the Number Tab click on Percentages
•
Change the decimal Place
•
Click OK.
Changing the Font
Calibri is the font that is currently being used.
Your computer might show a different font name here.
Click on the drop-down arrow to display the list of available fonts.
Use the scroll bar to see the full list.
Then, simply click on the font of your choice.
Changing the Font size
Click on the drop down arrow showing the current font size, and select the font size of
your choice.
Apply formatting to cell contents
Make text bold
•
Select the cell that you want to make bold, and move your pointer to the
Home tab.
•
Bold
Click Bold
selected.
Click
Bold
.
again to unbold the cell that you
Make text Italic
•
Select the cell that you want to make Italic, and move your pointer to the
Home tab.
•
Italic
Click Italic
italic.
Click
Italic
button.
button again to undo
Make text Underlined
•
Select the cell that you want to underline and move your pointer to the
Home tab.
•
Click
Underlined
.
If you need the line to be double click on the arrow next to underlined and choose double
underline
Underlined
Click Underlined
command.
again to undo the
Apply different colours to cell content
•
Select the cell that you want to change the colour of the cell content, and
move your pointer to the Home tab.
•
Click Font colour arrow
•
Choose a colour
Apply different colours to cell backgrounds
•
Select the cell that you want to change the colour of the cell background,
and move your pointer to the Home tab.
•
Click Fill colour arrow
•
Choose a colour
Copy the formatting from a cell
1.
Select a cell that has the formatting that you want to copy.
2.
Do one of the following:
•
To copy the formatting to a single cell or range of cells, click
on the Home tab, and then drag the mouse pointer across the cell or
range of cells that you want to format.
•
To copy the formatting to several cells or ranges of cells,
double-click on Format Painter from the home tab, and then drag the
mouse pointer across each cell or range of cells that you want to format.
When you're done, either click Format Painter again or press ESC to turn
it off.
Format Painter
To copy the width of one column to a second column, select the heading of
the first column, click on the Format Painter from the home tab, and then
click the heading of the column that you want to apply the column width to.
Apply text wrapping to contents within a cell
1.
Click once on the cell that needs to be changed.
2.
On the Home tab click on the Wrap text button from the Alignment section.
If not all wrapped text is visible, it may be because the row is set to a specific height.
Thus, you may need to adjust the height of the row.
Align cell contents
•
Click once on the cell that needs to be changed.
•
On the Home tab click on the arrow to the right of the Alignment Section.
•
From the Alignment Tab you can change the text alignment if Horizontally or
Vertically and the orientation to a degrees
Merge cells and centre a title in a merged cell
1.
Select the cells that you want to merge.
2.
In the Alignment section click on the button Merge and Centre
The cells will be merged in a row or column, and the cell contents will be centred in the
merged cell.
The cells that you select must be adjacent.
Add border effects to a cell, cell range
On a worksheet, select the cell or range of cells that you want to add a
border to, change the border style on, or remove a border from.
1.
To apply a new or different border style, click the arrow next
to Borders
on the Font section, and then choose a border style from the
palette.
2.
To remove cell borders, click the arrow next to
and then click No Border on the palette
3.
Borders
in the font section,
To apply a custom border style or a diagonal border, click on the arrow next to border and
click More Borders. On the Border tab, click the line style and color that you want, and then
click one or more buttons to indicate the border placement. Two diagonal border
buttons
are available under Border.
5.6 Charts
About This Module
This module sets out essential concepts and skills relating to the ability to use
Excel
application to create and manipulate spreadsheets.
In This Unit
•
•
Create
✓ create different types of charts from spreadsheet data ✓ select a chart✓ change
the chart type✓ move, resize, delete a chart
Edit
•
✓ add, remove, edit a chart title ✓ add data labels to a chart ✓ change chart area
background colour, legend fill colour✓ change the column, bar, line, pie slice colours
in the chart✓ change font size and colour of chart title, chart axes, chart legend text
Create different types of charts from spreadsheet data
1.
On the worksheet, arrange the data that you want to plot in a chart.
•
For a column, bar
in columns or rows.
For a Pie
row only.
or
line
chart, you should arrange the data
chart with only one series of data, you should arrange the data in one column or
One column of data and one column of data labels:
One column of data and one column of data labels:
2.
Select the cells that contain the data that you want to use for the chart.
If the cells that you want to select for the chart are not in a continuous range, select the first
group of cells that contain the data that you want to include. Hold down CTRL, and then
select any additional cell groups that you want to include. The nonadjacent selections must
form a rectangle
3.
Click on Insert and choose which one you need from the chart section
4.
Then choose the type of chart if it’s 3D or 2D etc
Change the chart type
1.
Select
the chart by clicking on it.
2.
Click on
Change Chart Type
from the Type Section in the Design tab
Select the chart type that you wish to
use and click OK.
3.
Move, resize, delete a chart
•
To move a chart
•
Click in the chart area and drag the chart to another location.
•
To resize a chart
•
Click once on the chart to select it.
•
Point to a sizing handle. When the pointer changes to a double-sided arrow,
drag the sizing handle until the chart reaches the size you want.
•
To delete a chart
•
Select the chart and press delete from the keyboard
Add, remove, edit a chart title
•
Click the chart to which you want to add a title. (This displays the
Tools, adding the Design and Format tabs.)
•
On the Design tab, under
Chart Layouts, click
•
Click
Title or
Centred Overlay
Chart
Chart Title.
Above Chart.
•
In the Chart Title text box that appears in the chart, type the text
that you want.
Add data labels to a chart
•
To add a data label to all data points of all data series, click the chart area.
(This displays the Chart Tools, adding the Design and Format tabs.)
•
On the Design tab, under
•
Now click the display option that you want.
Chart Layouts, click
Data Labels.
•
Depending on the chart type that you used, different data label options will be available.
Change chart area background colour
To change the chart area background colour, right click in the chart area and
select Format Plot area.
The Format Plot Area will appear on the right hand side of excel, as illustrated.
From the fill tab choose solid fill and from the colours choose one of the colours given.
Change legend fill colour
1.
Right click on the graph's legend and choose the format legend option.
From the fill tab choose solid fill and from the colours choose one of the
colours given.
2.
Change column colours in a chart
1.
Right click on a column and click Format Data Series.
From the fill tab choose solid fill and from the colours choose
one of the colours given.
2.
The same method applies if you wish to change the bar, line,
or pie slice colours in different chart types.
3.
Note that when you right click on a column / bar / line / pie slice and choose Format
Data series, you will change the colour for the whole series... If you only wish to change
the colour of that particular column / bar / line / pie slice, first click once on the chart
element in question to select the series, click once again on the single element from the
series (e.g. column / bar / pie slice), and then right click on it and choose Format.
Change font size and colour of chart title, chart axes, chart legend text
To apply any formatting changes to a chart title:
•
Right click on the chart title and automatically a copy of the Font and
alignment tab will show up.
•
Change the font size and the colour of the chart title.
Right click on text of x axis or y axis and automatically a copy of the Font and alignment tab
will show up.
•
Change the font size and the colour of the chart axes.
The same, to apply any formatting changes to chart legend text:
•
Right click on Legend and automatically a copy of the Font and alignment
tab will show up.
•
Change the font size and the colour of the chart legend.
5.7 Prepare Outputs
About This Module
This module sets out essential concepts and skills relating to understanding the concept of
spreadsheets and demonstrating an ability to use a spreadsheet to produce accurate work
outputs.
In This Unit
Setup
•
✓ change worksheet margins ✓ change worksheet orientation ✓ adjust page setup to
fit worksheet contents on a specified number of pages✓ add, edit, delete text in headers
and footers✓ insert and delete fields
Check and Print
✓ check and correct spreadsheet calculations and text ✓ turn on / off display of
gridlines✓ display of row and column headings for printing purposes✓ apply automatic
title row(s) printing on every page of a printed worksheet ✓ preview a worksheet✓ print
a select cell range from a worksheet ✓ print an entire worksheet ✓ print a number of copies
of a worksheet
Change worksheet margins
•
1.
On the Page Layout tab, in the Page Setup group, click Margins.
2.
Click Custom Margins
Top: To see the top margin
Bottom: To see the bottom margin
left: To see the lef-hand margin
Right: To see the right-hand margin
Change Page Orientation
1.
On the
Page Layout
tab, in the
Page Setup
2.
Choose between Portrait and Landscape
group, click
Orientation.
group, click
Size.
Change Paper Size
1.
On the
Page Layout
tab, in the
2.
Choose between A4, letter etc
Page Setup
Adjust page setup to fit worksheet contents on a specified number of pages
1.
Arrow
On the
.
Page Layout
tab, in the
Scale to Fit
group, click on the
Right
Tick the box next to fit and write a number in the box next to pages by wide
and another number next to pages tall
2.
Add, edit, delete text in headers, footers in a worksheet
•
From the
•
Start typing or delete the text with the backspace
•
In case one needs to go in the footer
•
Click on Go to Footer in the Design Tab in the Navigation section
Insert tab, select the
Header and Footer button.
Insert and delete fields
•
From the
•
From the Header and Footer Elements choose what you need
•
In case one needs to go in the footer
•
Click on Go to Footer in the Design Tab in the Navigation section
•
To Return to Normal View, Click on the Document
Insert tab, select the
•
Then click on the
Normal.
View
Header and Footer button.
Tab, and under the
Worksheet Views
click
Check and correct spreadsheet calculations and text
It is important that you check your spreadsheet for any spelling or grammar mistakes prior to
printing.
This can be done by clicking on the
Review
tab and selecting
Spelling.
The spelling and grammar dialog box will be displayed, as illustrated:
For each you can select one of the following actions:
•
Ignore Once:
•
Ignore All:
•
Add to Dictionary:
•
Change:
Leaves the word as it is.
Will not change any further occurrences of the word.
Adds the word to the dictionary.
Will change the word to the suggested word.
•
Change All:
suggested word.
Will change all further occurrences of the word to the
•
Enables the AutoCorrect feature for any further occurrences
AutoCorrect:
of the word.
•
Cancel:
•
Dictionary Language:
•
Undo Last:
Allows you to select the language used for spell checking.
Leaves the word as it is.
Will undo the previous correction.
•
Suggestions:
•
Options:
A list of suggested corrections is displayed.
Enables you to change the Spell Checking options.
Gridlines
•
On the Page Layout tab, in the Sheet options group, Tick the Print
under Gridlines so that they will print as well, not seen only on the screen.
Row and Column Headings
•
On the Page Layout tab, in the Sheet options group, Tick the Print
under Headings so that they will print as well, not seen only on the screen.
Apply automatic title row(s) printing on every page of a printed worksheet
On the Page Layout tab, in the
arrow at the bottom right hand side
1.
Sheet options
group, click on the
Click on the Red box on the right hand side
of the Rows to repeat at top
2.
3.
Select the Row and click on the Red box
4.
Then click OK.
again
Preview a worksheet
Print preview lets you see a preview of your worksheet before actually printing it.
•
Click on the
•
The Printing Options and the
FILE
tab, and then choose
Print Preview
Print.
will show on the screen.
To exit the Print Preview and return to normal view click the close button at the
top-left hand side.
Print
•
Click on the
•
Click on
FILE
tab
Print
•
On the sub menu you can edit the Print Range, here you can choose
whether you wish to print all the pages in the workbook or you can choose from
which page to which page you want to print.
•
In the Copies
you wish to print.
section specify how many copies of the same document
You can choose to print a selection which you selected already, the entire
workbook or the active sheet that you were using before you
clicked on Print
•
Finally, click the Print button and your file will print with your printing options in
place.
Module 6: Word Processing
6.1 Word Basics
About This Module
This module sets out essential concepts and skills relating to the ability to use a word
processing application to create everyday letters and documents.
Module Goals
Successful candidates will be able to:
•
Work with documents and save them in different file formats.
•
Choose built-in options such as the Help function to enhance productivity.
•
Create and edit small-sized word processing documents that will be ready to share
and distribute.
•
Apply different formats to documents to enhance them before distribution and
recognise good practice in choosing the appropriate formatting options.
•
Insert tables, images and drawn objects into documents.
•
Prepare documents for mail merge operations.
•
Adjust document page settings and check and correct spelling before finally
printing documents.
In This Unit
Getting to know Word
✓ Introduction✓ Working with Word Environment✓ The Quick Access toolbar✓
•
Backstage view✓ Document views
Creating and Opening
✓ Introduction✓ Open, close documents✓ Using templates✓ Compatibility mode
•
Saving and Sharing
✓ Introduction✓ AutoRecover✓ Exporting documents✓ Sharing documents
•
Text Basics
✓ Introduction✓ Copying and moving text✓ Find and Replace
•
Formatting Text
✓ Introduction✓ Symbols
•
Page Layout
✓ Introduction✓ Page margins✓ Page size
•
Printing
•
✓ Introduction✓ Custom printing
Introduction
Word is a word processing application that allows you to create a variety
of documents like letters, flyers, and reports.
With the introduction of several enhanced features - including the ability to create and
collaborate on documents online - Word gives you the ability to do more with your word
processing projects.
Getting to know Word
Word
is very similar to Word 2010.
If you've previously used Word 2010, then Word should feel familiar.
But if you are new to Word or have more experience with older versions, you should first take
some time to become familiar with the Word interface.
The Word interface
When you open Word for the first time, the Word Start Screen will appear. From here, you'll
be able to create a new document, choose a template, or access your recently edited
documents.
From the Word Start Screen, locate and select
interface.
Blank document
to access the Word
The Word interface
Working with the Word environment
Word
continues to use features like the Ribbon and the Quick Access toolbar, where
you will find commands to perform common tasks in Word, as well as Backstage view.
The Ribbon
Word uses a tabbed Ribbon system instead of traditional menus.
The Ribbon contains multiple tabs, each with several groups of commands. You will
use these tabs to perform the most common tasks in Word.
Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the Ribbon.
These tabs are called Add-ins.
To minimize and maximize the Ribbon
Click the
Ribbon Display Options
arrow in the upper-right corner of the Ribbon.
Ribbon Display Options
•
Auto-hide Ribbon: Auto-hide displays your document in full-screen mode and
completely hides the Ribbon from view. To show the Ribbon, click the Expand
Ribbon command at the top of screen.
Show tabs: This option hides all command groups when not in use, but
visible. To show the Ribbon, simply click a tab.
tabs
will remain
Show tabs and commands: This option maximizes the Ribbon. All of the tabs and commands
will be visible. This option is selected by default when you open Word for the first time.
The Quick Access toolbar
Located just above the Ribbon, the Quick Access toolbar lets you access common
commands no matter which tab is selected. By default, it shows the Save, Undo,
and Repeat commands. You can add other commands depending on your preference.
1. Click the
drop-down arrow
to the right of the
Quick Access toolbar.
2. Select the
command you wish to add from the drop-down menu. To choose
from more commands, select More Commands.
3. The command will be
added
to the Quick Access toolbar.
The Ruler
The Ruler is located at the top and to the left of your document. It makes it
easier to adjust your document with precision. If you want, you can hide the
Ruler to create more screen space.
To show or hide the Ruler
1. Click the
View
tab.
2. Click the check box next to Ruler to
Backstage view
show
or
hide
the ruler.
Backstage view
your document.
gives you various options for saving, opening a file, printing, and sharing
To access Backstage view:
1. Click the
File
tab on the
Ribbon.
Backstage view
will appear.
The Word interface
Click the buttons in the interactive below to learn more about using Backstage view.
Document views
Word has a variety of viewing options that change how your document is displayed. You can
choose to view your document in Read Mode, Print Layout, or Web Layout. These views
can be useful for various tasks, especially if you're planning to print the document.
•
To change document views, locate and select the desired
command in the bottom-right corner of the Word window.
document view
Document views
Document views
If your document has many pages, Word has a handy new feature called Resume
Reading that allows you to open your document to the last page you were viewing. When
opening a saved document, look for the bookmark icon to appear on the screen. Hover
the mouse over the bookmark, and Word will ask if you want to pick up where you left off.
Challenge
1. Open or navigate to the Word
2. Click through all of the
interface.
tabs, and review the
commands
on the
Ribbon.
3. Try
minimizing
4. Add a
and
maximizing
command
to the
5. Hide and show the
Ruler.
the
Ribbon.
Quick Access toolbar.
6. Navigate to
Backstage view, and open your
7. Try switching
document views.
8. Close
(you do not have to save the document).
Word
Account settings.
Introduction
Word files are called
documents.
Whenever you start a new project in Word, you'll need to
can either be blank or from a template.
You'll also need to know how to
create a new document, which
open an existing document.
To create a new, blank document
When beginning a new project in Word, you'll often want to start with a new, blank
document.
1. Select the
File
tab.
New, then click
Backstage view
2.
Select
3.
A new, blank document will appear.
will appear.
Blank document.
To open an existing document:
In addition to creating new documents, you'll often need to open a document that was
previously saved.
1.
Navigate to
Backstage view, then click
Open.
To create a new, blank document
Select a location option:
Recent Documents
saved to OneDrive.
displays all of your recently edited documents, including those
OneDrive (previously called SkyDrive) gives you access to your OneDrive folders. Select
Onedrive, then click Browse if you've saved your document to the cloud.
Computer gives you access to the files you've saved locally on your computer. In our
example, we will select this option and then click Browse.
The
Open
dialog box appears. Locate and select your
document, then click
Open.
Word also allows you to open existing PDF files as editable documents. This is useful when you
want to modify a PDF file.
To pin a document
If you frequently work with the
quick access.
1. Navigate to
2. Click
same document, you can
to Backstage view for
Backstage view.
Open. Your
recently edited documents
3.
icon
Hover the mouse over the document
will appear next to the document.
4.
Click the
will appear.
you wish to pin. A
pushpin
pushpin icon.
The document will appear in Recent Documents until it is
To
pin it
unpinned.
unpin a document, simply click the pushpin icon again.
You can also
click Open
pin folders to Backstage view for quick access. From Backstage view,
and locate the folder you wish to pin, then click the pushpin icon.
Using templates
A template is a predesigned document you can use to create a new document
quickly. Templates often include custom formatting and designs, so they can save you
a lot of time and effort when starting a new project.
To create a new document from a template:
1. Click the
File
tab to access
Backstage view.
To create a new document from a template
2. Select
3. Select a
New. Several templates will appear below the
template
to review it.
A new workbook will appear with the selected template.
Click Create to use the selected template.
A new workbook will appear with the
selected template.
Blank document
option.
Compatibility mode
Sometimes you may need to work with documents that were created in earlier versions of
Microsoft Word, such as Word 2010 or Word 2007.
When you open these kinds of documents, they will appear in
Compatibility mode.
Compatibility mode disables certain features, so you'll only be able to access commands
found in the program that was used to create the document.
For example, if you open a document created in Word 2007 you can only use tabs and
commands found in Word 2007.
In the image below, you can see how
are available.
Since the document on the left is in
available in Word 2007.
Compatibility mode
can affect which commands
Compatibility mode, it only shows commands that were
In order to exit Compatibility mode, you'll need to
version type.
convert
the document to the current
However, if you're collaborating with others who only have access to an earlier version of
Word, it's best to leave the document in Compatibility mode so the format will not
change.You can review this support page from Microsoft to learn more about which
features are disabled in Compatibility mode.
To convert a document
If you want access to all Word features, you can
format.
convert
Note that converting a file may cause some changes to the
1. Click the
File
Locate and select the
Convert
of the document.
command.
OK
to confirm the file upgrade.
The document will be converted to the newest file type.
1. Create a
new, blank document.
2. Open an
existing document
3. Pin
original layout
tab to access Backstage view.
3. A dialog box will appear. Click
4.
Challenge!
the document to the 2013 file
from your computer or OneDrive.
a folder to Backstage view.
4. Create a new document using a
Introduction
template.
Whenever you create a new document in Word, you'll need to know how to
to access and edit it later.
As in previous versions of Word, you can save files to your
also save files to the cloud using OneDrive.
You can even
export
and
share
save
in order
computer. If you prefer, you can
documents directly from Word.
Save and Save As
Word offers two ways to save a file: Save
ways, with a few important differences:
and
Save As. These options work in similar
•
Save: When you create or edit a document, you'll use the Save command to
save your changes. You'll use this command most of the time. When you save a file,
you'll only need to choose a file name and location the first time. After that, you can
just click the Save command to save it with the same name and location.
•
Save As: You'll use this command to create a copy of a document while
keeping the original. When you use Save As, you'll need to choose a different name
and/or location for the copied version.
To save a document
It's important to save your document whenever you start a new project or make changes
to an existing one. Saving early and often can prevent your work from being lost. You'll also
need to pay close attention to where you save the document so it will be easy to find
later.
1. Locate and select the
Save
command on the
Quick
Access
toolbar.
It's important to save your document whenever you start a new project or make changes
to an existing one. Saving early and often can prevent your work from being lost. You'll also
need to pay close attention to where you save the document so it will be easy to find
later.
2.
in
If you're saving the file for the first time, the
Backstage view.
Save As
pane will appear
You'll then need to choose where to save the file and give it a file
name. To save the document to your computer, select Computer, then
click Browse. Alternatively, you can click OneDrive to save the file to your
OneDrive.
3.
The Save As
document.
4.
dialog box will appear. Select the
Enter a
file name
location
where you wish to save the
for the document, then click
The document will be saved. You can click the
to save your changes as you modify the document.
5.
You can also access the
Save
command by pressing
To open an existing document
Ctrl+S
Save.
Save
command again
on your keyboard.
If you want to save a different version of a document while keeping the original, you can
create a copy. For example, if you have a file named "Sales Report", you could save it
as "Sales Report 2" so you'll be able to edit the new file and still refer back to the original
version.
To do this, you'll click the Save As command in Backstage view. Just like when saving a file
for the first time, you'll need to choose where to save the file and give it a new file
name.
To change the default save location
If you don't want to use OneDrive, you may be frustrated that OneDrive is selected as the
default location when saving. If you find it inconvenient to select Computer each time,
you can change the default save location so Computer is selected by default.
1. Click the
2.Click
File
tab to access
Backstage
view.
Options.
3.The Word Options dialog box will appear. Select Save, check the box next
to Save to Computer by default, then click OK. The default save location will be changed.
AutoRecover
Word automatically saves your documents to a temporary folder while you are working on
them.
If you forget to save your changes or if Word crashes, you can restore the file
using AutoRecover.
To use AutoRecover
1. Open Word. If
auto-saved versions of a
file are found, the Document Recovery
2. Click to
open
pane will appear.
an available file. The document will be
recovered.
By default, Word autosaves every 10 minutes.
If you are editing a document for less than 10 minutes, Word may not create an autosaved
version.
If you don't see the file you need, you can browse all autosaved files from Backstage
Just select the File tab, click Manage Versions, then choose Recover Unsaved
Documents.
view.
Exporting documents
Be default, Word documents are saved in the
.docx
file type.
However, there may be times when you need to use
a PDF or Word 97-2003 document.
It's easy to
export
another file type, such as
your document from Word in a variety of file types.
To export a document as a PDF file
Exporting your document as an Adobe Acrobat document, commonly known as a PDF file,
can be especially useful if sharing a document with someone who does not have Word. A
PDF file will make it possible for recipients to view, but not edit, the content of your document.
1. Click the
2. Click
File
tab to access
Export, then select
Backstage
view.
Create PDF/XPS.
The Save As dialog box will appear. Select the location where you
wish to export the document, enter a file name, then click Publish.
3.
By default, Word will export
all of the pages
If you wish to export only the
box.
current
The
Options
Select
in the document.
page, click
Options
in the
Save as
dialog
dialog box will appear.
Current page, then click
OK.
To export a document in other file types
You may also find it helpful to export your document in other file types, such as a Word
97-2003 Document if you need to share with people using an older version of Word, or
an .rtf file if you need a plain-text version of your document.
1. Click the
2. Click
File
tab to access
Export, then select
3. Select a
file
Backstage
view.
Change File Type.
type, then click
Save
As.
4. The Save As dialog box will appear. Select the location
the document, enter a file name, then click Save.
where you wish to export
You can also use the Save as type: drop-down menu in the
save documents in a variety of file types.
Save As
dialog box to
Sharing documents
Word makes it easy to
share
and collaborate
on documents using
OneDrive.
In the past, if you wanted to share a file with someone you could send it as an email
attachment.
While convenient, this system also creates
difficult to organize.
multiple versions
of the same file, which can be
When you share a document from Word, you're actually giving others access to the
same file.
This lets you and the people you share with
keep track of multiple versions.
edit the same document
In order to share a document, it must first be
saved
to
your
exact
without having to
OneDrive.
To share a document
1. Click the
File
tab to access
Backstage
view, then click
Share.
The Word interface
Click the buttons in the interactive below to learn more about different ways to share a
document.
Challenge
1. Create a
2. Use the
new,
Save
blank document.
command to save the document to your desktop.
3. Save the document to
4. Export
OneDrive
the document as a
PDF
and
invite someone else
to view it.
file.
Introduction
If you're new to Microsoft Word, you'll need to learn the
can type, reorganize, and edit text.
basics of working with text
Basic tasks include the ability to add, delete, and
to find and replace specific words or phrases.
move text, as well as the ability
so you
Using the insertion point to add text
The insertion point is the blinking vertical line in your document. It indicates where you can
enter text on the page. You can use the insertion point in a variety of ways:
•
Blank document: When a new, blank document opens, the insertion point is
located in the top left corner of the page. If you wish, you can begin typing from this
location.
Adding spaces:
Press the
New paragraph line:
next paragraph line.
Press
space bar
Enter
to add
spaces
after a word or in between text.
on your keyboard to move the insertion point to the
Manual placement: After you've started typing, you can use the mouse to move the
insertion point to a specific place in your document. Simply click the location in the text
where you wish to place it.
In a new, blank document, you can double-click the mouse to move the insertion point
elsewhere on the page.
To select text
Before applying formatting to text, you'll first need to
1. Place the
insertion point
select
it.
next to the text you wish to select.
2. Click the mouse, and while holding it down drag your mouse over the text to select
it.
3. Release the mouse button. You have selected the text. A
highlighted box
appear over the selected text.
When you select text or images in Word, a
hover toolbar
with command shortcuts
will
appears. If the toolbar does not appear at first, try moving the mouse over the selection.
Other shortcuts include double-clicking a word to select it and triple-clicking to select a
sentence or paragraph. You can also select all of the text in the document by
pressing Ctrl+A on your keyboard.
To delete text
There are several ways to
delete, or remove, text:
•
To delete text to the
your keyboard.
left
of the insertion point, press the
Backspace
•
To delete text to the
keyboard.
right
of the insertion point, press the
Delete
•
Select the
text
that you wish to remove, then press the
Delete
key on
key on your
key.
If you select text and start typing, the selected text will automatically be deleted and
replaced with the new text.
Copying and moving text
Word allows you to copy text that is already in your document and
areas of the document, which can save you time.
paste
it to other
If there is text that you wish to move from one area of the document to another, you
can cut and paste or drag and drop the text.
To copy and paste text:
Copying text creates a
1.
duplicate
Select the
text
of the text.
you wish to copy.
To copy and paste text:
Click the Copy command on the
the selected text and select Copy.
2.
Home
tab. You can also right-click
Place the insertion point where you wish the text to appear.
Click the
Paste
command on the Home tab.
The text will appear.
To cut and paste text:
1.
Select the
text
you wish to cut.
Click the Cut command on the
and select Cut.
Home
tab. You can also right-click the selected text
Place your insertion point where you wish the text to appear.
Click the
Paste
command on the
Home
tab. The text will appear.
You can access the cut, copy, and paste commands by using keyboard shortcuts.
Press Ctrl+X to cut, Ctrl+C to copy, and Ctrl+V to paste.
You can also cut, copy, and paste by right-clicking your document and choosing the desired action
from the drop-down menu. When you use this method to paste, you can choose from three options
that determine how the text will be formatted: Keep Source Formatting, Merge Formatting,
and Keep Text Only. You can hover the mouse over each icon to see what it will look like before
you click on it.
To drag and drop text:
Dragging and dropping text allows you to use the mouse to move text.
1.
Select the
text
you wish to move.
Click and drag the text to the location where you want it to appear. The cursor will have
a rectangle
under it to indicate that you are moving text.
Click and drag the text to the location where you want it to appear. The cursor will have
a rectangle
under it to indicate that you are moving text.
Release the mouse button, and the text will appear.
If text does not appear in the exact location you wish, you can press
the Enter key on your keyboard to move the text to a new line.
Find and Replace
When you're working with longer documents, it can be difficult and time consuming to locate
a specific word or phrase.
Word can automatically search your document using the
to quickly change words or phrases using Replace.
Find
feature, and it allows you
In our example, we've written an academic paper and will use the Find command to locate
all references to a particular author's last name.
1.
From the
Home
tab, click the
Find
command.
To find text:
2.
The
Navigation
pane will appear on the left side of the screen.
Type the text you wish to find in the field at the top of the Navigation pane. In
our example, we'll type an author's last name.
3.
If the text is found in the document, it will be highlighted in yellow, and a
results will appear in the Navigation pane.
preview of the
If the text appears more than once, choose a review option to review
each instance. When an instance of the text is selected, it will highlight in grey:
4.
•
Arrows:
Use the arrows
to move through the results one at a
time.
•
Results previews: Select a result preview to jump directly to the
location of a specific result in your document.
When you are finished, click the
disappear.
X
to close the Navigation pane. The highlighting will
To find text:
You can also access the Find command by pressing
Ctrl+F
on your keyboard.
For more search options, click the drop-down arrow next to the search field.
Find and Replace
To replace text:
At times, you may discover that you've made a mistake repeatedly throughout your
document (such as misspelling a person's name), or that you need to exchange a particular
word or phrase for another.
You can use Word's
Find and Replace
feature to quickly make revisions.
In our example, we'll use Find and Replace to change the title of a magazine so it is
abbreviated.
The
Find and Replace
dialog box will appear.
2.
Type the text you wish to find in the
3.
Type the text you wish to replace it with in the
Find Next.
click
Word will find the first instance of the text and
Find what:
highlight
field.
Replace with:
field. Then
it in Gray.
Review the text to make sure you want to replace it. In our example, the
text is part of the title of the paper and does not need to be replaced. We'll
click Find Next again.
5.
Word will jump to the next instance of the text. If you wish to replace it, select one of
the replace options:
•
Replace will replace individual instances of text. In our example,
we'll choose this option.
•
Replace All
document.
will replace every instance of the text throughout the
The selected text will be replaced.
8.
When you're done, click
X
to close the dialog box.
You can also access the Find and Replace command by pressing
Ctrl+H
on your keyboard.
For more search options, click More in the Find and Replace dialog box. From here, you
can select additional search options, such as matching case and ignoring punctuation.
Challenge
1. Open an existing Word document. If you want, you can use our
Document.
Lesson 7 Practice
2. Select
some text to delete. If you're using the example, delete the last sentence
of the second paragraph.
3. Copy and paste
some text. If you're using the example, copy the last name
"Charlesbois" from the email address at the top of the page and paste it after
"Maurice" in the third paragraph.
4. Cut and paste
some text. If you're using the example, cut the first sentence of the
second paragraph and paste it after the first sentence in the first paragraph.
5. Select a phrase to
drag and drop to a new location in the document. If you're
using the example, drag the phrase "from 6:30-9:00 pm" and drop it after "The event
will take place".
6. Find and replace
a word in the document. If you're using the example, find and
replace "Mrs" with "Ms".
Introduction
Formatted text can draw the reader's attention to specific parts of a document and
emphasize important information.
In Word, you have many options for adjusting the
and inserting special symbols.
You can also adjust the
alignment
font
of your text, including
size,
color,
of the text to change how it is displayed on the page.
To change the font
By default, the font of each new document is set to Calibri. However, Word provides a variety
of other fonts you can use to customize text and titles.
1. Select the text you wish to modify.
On the Home tab, click the
A menu of font styles will appear.
1.
drop-down arrow
next to the
Font
box.
Move the mouse over the various font styles. A live preview of the font will
appear in the document. Select the font style you wish to use.
2.
The font will change in the document.
When creating a professional document or a document that contains multiple
paragraphs, you'll want to select a font that is easy to read. Along with Calibri, standard
reading fonts include Cambria, Times New Roman, and Arial.
To change the font size
1. Select the text you wish to modify.
Select the desired font size formatting option:
Font size drop-down arrow: On the Home tab, click the Font size
drop-down arrow. A menu of font sizes will appear. When you move the mouse over
the various font sizes, a live preview of the font size will appear in the document.
1.
Select the desired font size formatting option:
Font size box: When the font size you need is not available in the Font size
drop-down arrow, you can click the Font size box and type the desired font size.
1.
Then press
Enter.
Grow and shrink font commands:
change the font size.
Click the
Grow Font
or
Shrink Font
commands to
To change the font color
1. Select the text you wish to modify.
On the Home
appears.
tab, click the
Font Color
drop-down arrow. The
Font Color
menu
Move the mouse over the various font colors. A live preview of the color will
appear in the document.
1.
Select the font color you wish to use. The font color will change in the document.
Your color choices aren't limited to the drop-down menu that appears. Select More Colors...
bottom of the menu to access the Colors dialog box. Choose the color that you want, then
click OK.
at the
To highlight text
Highlighting can be a useful tool for marking important text in your document.
1. Select the text you wish to highlight.
1.
The
From the Home tab, click the
Highlight Color menu appears.
Select the desired highlight
document.
Text Highlight Color
drop-down arrow.
color. The selected text will then be highlighted in the
Highlighting can be a useful tool for marking important text in your document.
To remove highlighting, select the highlighted text, then click the Text Highlight
Color drop-down arrow. Select No Color from the drop-down menu.
If you need to highlight several lines of text, changing the mouse into
a highlighter may be a helpful alternative to selecting and highlighting individual
lines. Simply click the Text Highlight Color command, and the cursor changes into a
highlighter . You can then click, hold, and drag the highlighter over the lines you wish
to highlight.
To use the Bold, Italic, and Underline commands
The Bold, Italic, and Underline commands can be used to help draw attention to important
words or phrases.
1. Select the text you wish to modify.
On the Home tab, click the Bold (B), Italic (I), or Underline (U) command in
the Font group. In our example, we'll click Bold.
The selected text will be modified in the document.
To change the text case
When you need to quickly change text case, you can use the
instead of deleting and retyping text.
Change Case
command
1. Select the text you wish to modify.
On the Home tab, click the
Change Case
command in the
Font
group.
A drop-down menu will appear. Select the desired case option from the
1.
menu.
The text case will be changed in the document.
To change text alignment
By default, Word aligns text to the left margin in new documents. However, there may be
times when you want to adjust text alignment to the center or right.
1. Select the text you wish to modify.
2. On the
the
Home tab, select one of the four
Paragraph group.
Text alignment
alignment options
from
You can use Word's convenient Set as Default feature to save all of
the formatting changes you've made and automatically apply them to new documents.
Symbols
Sometimes you may find that you need to add a symbol to your text, such as the
Copyright symbol, ©. Word offers a large collection of symbols for currency, languages,
mathematics, and more.
To insert a symbol
1. Place the
On the
Insert
1.
insertion point
tab, click the
in the location where you want to
Symbol
Select the desired
insert
a symbol.
drop-down arrow. A menu of symbols will appear.
symbol.
The symbol will appear in your document.
If you don't see the symbol you're looking for, click More Symbols...
dialog box. Locate and select the desired symbol, then click Insert.
to open the Symbol
Challenge
1. Open an existing Word document. If you want, you can use our
Document.
2. Change the
font style
3. Change the
font size
the font size of the title.
4. Change the
Lesson 8 Practice
of some text.
of some text. If you are using the example, try changing
font color of some text. If you are using the example, change the
color of the park's name.
5. Highlight
some text.
6. Try
bolding,
7. Change the
italicizing, or
case
underlining
some text.
of some text. If you are using the example, change the case
of the title.
8. Center
align some text.
9. Insert a
symbol in the text. If you are using the example, insert a registered
trademark symbol, ®, after Sullie's Subs.
Introduction
One formatting aspect you'll need to consider as you create your document is whether to
make adjustments to the layout of the page.
The page layout affects how content appears and includes the
page's orientation, margins, and size.
Page orientation
Word offers two page orientation options:
Landscape means the page is oriented
oriented vertically.
landscape
and
portrait.
horizontally, while portrait means the page is
Compare our example below to see how orientation can affect the appearance and
spacing of text and images.
To change page orientation
1. Select the
Page Layout
2. Click the
Orientation
tab.
command in the Page Setup group.
A drop-down menu will appear. Click either
page orientation.
3.
Portrait
or
Landscape
to change the
The page orientation of the document will be changed.
Page margins
A
margin
is the
space
between the text and the edge of your document.
By default, a new document's margins are set to
space between the text and each edge.
Normal, which means it has a one-inch
Depending on your needs, Word allows you to change your document's margin size.
To format page margins
Word has a variety of
1. Select the
predefined margin sizes
Page Layout
to choose from.
tab, then click the
2. A drop-down menu will appear. Click the
Margins
command.
predefined margin size
3. The margins of the document will be changed.
you desire.
To use custom margins
Word also allows you to customize the size of your margins in the
Page Layout
drop-down menu.
The
1. From the
tab, click
Page Setup
dialog box will appear.
Margins. Select
2.
Adjust the values for each margin, then click
3.
The margins of the document will be changed.
Page Setup
dialog box.
Custom Margins...
from the
OK.
Page size
By default, the
page size
of a new document is 8.5 inches by 11 inches.
Depending on your project, you may need to adjust your document's page size.
It's important to note that before modifying the default page size, you should check to see
which page sizes your printer can accommodate.
Word has a variety of
1.
predefined page sizes
Select the
Page Layout
to choose from.
tab, then click the
Size
command.
A drop-down menu will appear. The current page size is highlighted. Click the
desired predefined page size.
2.
The page size of the document will be changed.
To use a custom page size
Word also allows you to customize the page size in the
1. From the
Page Layout
drop-down menu.
2. The
Page Setup
tab, click
Page Setup
Size. Select
More Paper Sizes...
dialog box will appear.
3.
Adjust the values for
Width
and
4.
The page size of the document will be changed.
dialog box.
Height, then click
OK.
from the
Alternatively, you can open the Page Setup dialog box by navigating to the Page Layout tab
and clicking the small arrow in the bottom-right corner of the Page Setup group.
You can use Word's convenient Set as Default feature to save all of
the formatting changes you've made and automatically apply them to new
documents.
Challenge
1. Open an existing Word document. If you want, you can use our
Document.
Lesson 9 Practice
2. Change the
page orientation.
Landscape.
3. Change the
margins. If you are using the example, change the margins
orientation to
to
Narrow.
4. Try adjusting the margins using
5. Change the
to
6. Try
If you are using the example, change the
Custom Margins.
paper size. If you are using the example, try changing the paper size
Legal.
customizing
the
page size.
Introduction
Once you've created your document, you may want to
work offline.
print
It's easy to preview and print a document in Word using the
To access the Print pane
it to view and share your
Print
pane.
1. Select the
Select
Print. The
File
tab.
Backstage view
Print
pane will appear.
You can also access the Print pane by pressing
will appear.
Ctrl+P
on your keyboard.
To print a document
1. Navigate to the
Print
pane and select the desired
2. Enter the number of
copies
3. Select any additional
settings
4. Click
printer.
you wish to print.
if needed.
Print.
Custom printing
Sometimes you may find it unnecessary to print your entire document, in which case
printing may be more suited for your needs.
Whether you're printing several individual pages or a
to specify exactly which pages you'd like to print.
custom
range of pages, Word allows you
To custom print a document
If you'd like to print individual pages or page ranges, you'll need to separate each entry with
a comma (for example, 1, 3, 5-7, 10-14).
1. Navigate to the
Print
pane.
2. In the
Pages:
field, enter the pages you wish to print.
3. Click
Print.
Challenge
1. Open an existing Word document. If you want, you can use our
Document.
2. Preview
the document in the
3. Print one copy
Print
Lesson 10 Practice
pane.
of the document.
4. Try adjusting the print
settings
so the document prints on two sides.
5. Try
custom printing a selection of pages in the document. If you're using our
example, try printing only page two.
6.2 Working with Text
This module allows candidates to demonstrate the ability to use a word
processing application to accomplish everyday tasks associated with
manipulating text.
About This Module
This module allows candidates to demonstrate the ability to use a word processing
application to accomplish everyday tasks associated with manipulating text.
Module Goals
Successful candidates will be able to:
•
Indent the text, use the tab selector and the horizontal ruler to set tabs and indents.
•
Format the text using line spacing and paragraph spacing.
•
How to use bulleted and numbered lists
•
Add hyperlinks to the text providing in this way access to the websites from within
the documents.
•
Improve the flow of text by using page breaks and section breaks.
•
Format the text into columns.
•
Understand the use of header, footer and page numbers
In This Unit
Indents and Tabs
•
✓ Introduction✓ Indenting text✓ Tabs
Line and Paragraph Spacing
•
✓ Introduction✓ Paragraph spacing
Lists
•
✓ Introduction✓ Customizing bullets✓ Multilevel lists
Hyperlinks
•
✓ Introduction✓ Understanding hyperlinks in Word
Breaks
•
✓ Introduction✓ Section breaks
Columns
•
✓ Introduction✓ Adding column breaks
Headers, Footers and Page Numbers
•
✓ Introduction✓ Editing headers and footers✓ Adding page numbers
Indenting text adds structure to your document by allowing you to separate
information
Whether you'd like to move a single line or an entire paragraph, you can use the
selector and the horizontal ruler to set tabs and indents.
tab
Indenting text
In many types of documents, you may wish to indent only the
This helps to
visually separate
first line
of each paragraph.
paragraphs from one another.
It's also possible to indent every line
indent.
except for the first line, which is known as a
hanging
Tab
1/2 inch.
To indent using the Tab key
A quick way to indent is to use the
1. Place the insertion point
key. This will create a first line indent of
at the very beginning
of the paragraph you wish to
indent.
Press the Tab key. On the ruler, you should see the first-line indent marker
right by 1/2 inch.
2.
move to the
The first line of the paragraph will be indented.
If you can't see the ruler, select the
to Ruler.
View
tab and then click the check box
next
Indent markers
In some cases, you may wish to have more control over indents. Word provides indent
markers that allow you to indent paragraphs to the location you desire. The indent markers
are located to the left of the horizontal ruler, and they provide several indenting options:
•
First-line indent marker
: Adjusts the first-line indent
•
Hanging indent marker
: Adjusts the hanging indent
•
Left indent marker : Moves both the first line indent and hanging indent
markers at the same time (this will indent all lines in a paragraph)
To indent using the indent markers
1. First select what you need to indent (if this operation will affect only one paragraph
it is sufficient to place the typing cursor inside of it).
Click, hold, and drag the desired indent marker. In our example, we'll click, hold, and drag
the left indent marker. A live preview of the indent will appear in the document.
Release the mouse. The paragraphs will be indented.
To indent using the Indent commands
If you want to indent multiple lines of text or all lines of a paragraph, you can use the
commands.
Indent
1. Select the text you wish to indent.
On the
Home
tab, click the desired Indent command:
•
Increase Indent: Increases the indent by increments of
our example, we'll increase the indent.
•
1/2 inch. In
Decrease Indent: Decreases the indent by increments of
1/2 inch.
The text will indent.
To customize the indent amounts, select the
values in the boxes under Indent.
Page Layout
tab and enter the desired
Tabs
Using
Tabs
gives you more control over the placement of text.
•
By default, every time you press the Tab key, the insertion point will move
inch to the right.
•
Adding tab stops to the ruler allows you to change the size of the tabs, and
Word even allows you to apply more than one tab stop to a single line.
•
For example, on a resume you could Left Align the beginning of a line
and Right Align the end of the line by adding a Right Tab.
1/2
Pressing the tab key can either add a tab or create a first-line indent, depending
on where the insertion point is. Generally, if the insertion point is at the beginning of an
existing paragraph, it will create a first-line indent; otherwise, it will create a tab.
The tab selector
The tab selector is located above the vertical ruler on the left. Hover the mouse over
the tab selector to see the name of the active tab stop.
Types of tab stops include
•
Left Tab
•
Center Tab
•
Right Tab
: Left-aligns the text at the tab stop
: Centers the text around the tab stop
: Right-aligns the text at the tab stop
•
Decimal Tab
•
Bar Tab
•
First Line Indent : Inserts the indent marker on the ruler, and indents the first line of
text in a paragraph
•
Hanging Indent
the first line
: Aligns decimal numbers using the decimal point
: Draws a vertical line on the document
: Inserts the hanging indent marker, and indents all lines other than
Although Bar Tab, First Line Indent, and
selector, they're not technically tabs.
Hanging Indent
appear on the
tab
To add tab stops
1. Select the paragraph or paragraphs you want to add tab stops to. If you don't
select any paragraphs, the tab stops will apply to the
any new paragraphs you type below it.
Click the tab selector
select the Decimal Tab.
current paragraph
and
until the tab stop you wish to use appears. In our example, we'll
Click the location on the horizontal ruler where you want your text to appear (it helps to
click on the bottom edge of the ruler). You can add as many tab stops as you want.
Place the insertion point in front of the
The text will jump to the next tab stop.
text
you wish to tab, then press the
Tab
key.
To remove a tab stop, click, hold, and drag it off of the ruler.
Word can display hidden formatting symbols such as the space bar (.), paragraph (), and Tab
key () markings to help you see the formatting in your document. To show hidden formatting
symbols, select the Home tab, then click the Show/Hide command.
Challenge
1. Open an existing Word document. If you want, you can use our
Document.
2. Practice using the
Lesson 11 Practice
Tab key to indent some text. If you're using the example, try
indenting the second and third paragraphs of the thank-you letter.
3. Select a paragraph, and try creating a
hanging indent.
4. Select some text, and use the
Increase and Decrease Indent commands to
see how they change the text. If you're using our example, practice increasing and
decreasing the indent of the text in the "Summary" section of the resume.
5. Explore the
tab selector and tab stops. If you're using our example, select the
text in the "Experience" section of the resume and add a Left tab stop at 3 inches.
Then align each of the cities to the tab stop.
Introduction
As you design your document and make formatting decisions, you will need to
consider line and paragraph spacing.
You can
page.
increase
spacing to improve readability or
reduce
it to fit more text on the
About line spacing
Line spacing is the
space between each line
•
single-spaced
(one line high),
•
double-spaced
(two lines high),
•
or any other amount you want.
The default spacing in Word is
in a paragraph:
1.08 lines, which is slightly larger than single-spaced.
In the images below, you can compare different types of line spacing. From left to right, these
images show the default line spacing, single spacing, and double spacing.
To format line spacing
1. Select the text you wish to format.
On the Home tab, click the
menu will appear.
Line and Paragraph Spacing
command. A drop-down
Move the mouse over the various options. A live preview of the line spacing
will appear in the document. Select the line spacing you wish to use.
2.
The line spacing will change in the document.
Fine-tuning line spacing
Your line spacing options aren't limited to the ones in the
Spacing menu.
To adjust the spacing with more precision, select
Line and Paragraph
Line Spacing Options
from the menu to
access the
Paragraph
dialog box.
You'll then have a few additional options you can use to customize the spacing:
•
Exactly:
When you choose this option, the line spacing is measured in points, just like font
sizes. Generally, the spacing should be slightly larger than the font size. For example,
if you're using 12-point text, you could use 15-point spacing.
•
At least:
Like the Exactly option, this option lets you choose how many points of spacing
you want. However, if you have different sizes of text on the same line, the spacing
will expand to fit the larger text.
•
Multiple:
This option lets you type in the number of lines of spacing you want. For example,
choosing Multiple and changing the spacing to 1.2 will make the text a little
more spreadout than single-spaced text. If you want the lines to be closer together,
you can choose a smaller value like 0.9.
Paragraph spacing
By default, when you press the Enter key Word moves the insertion point down a little farther
than one line on the page.
This automatically creates space between paragraphs.
Just as you can format spacing between lines in your document, you can adjust spacing
before and after paragraphs.
This is useful for separating paragraphs, headings, and subheadings.
To format paragraph spacing
In our example, we'll increase the space before a paragraph to separate it from a heading.
This will make our document easier to read.
1. Select the paragraph or paragraphs you wish to format.
On the Home tab, click the Line and Paragraph Spacing command. Hover the
mouse over Add Space Before Paragraph or Remove Space After Paragraph from
the drop-down menu. A live preview of the paragraph spacing will appear in the
document.
Select the paragraph spacing you wish to use. In our example, we'll select
Add Space Before Paragraph.
2.
The paragraph spacing will change in the document.
To format paragraph spacing
From the drop-down menu, you can also select Line Spacing Options to open the
Paragraph dialog box. From here, you can control how much space there
is before and after the paragraph.
Challenge
1. Open an existing Word document. If you want, you can use our
Document.
Lesson 12 Practice
2. Change the
line spacing of some text. If you're using the example, change the
line spacing of the paragraph in the "Summary" section so it is single-spaced.
3. Change the
paragraph spacing between two paragraphs. If you're using the
example, add paragraph spacing after each paragraph in the "Experience" section.
4. If you are using the example, change the
line and paragraph spacing
so the
entire resume fits on one page.
Introduction
Bulleted and numbered lists can be used in your documents to outline, arrange, and
emphasize text.
In this lesson, you will learn how to modify existing bullets, insert
new bulleted and numbered lists, select symbols as bullets, and format
lists.
multilevel
To create a bulleted list
1. Select the text you wish to format as a list.
On the Home tab, click the drop-down arrow
menu of bullet styles will appear.
next to the
Bullets
command. A
Move the mouse over the various bullet styles. A live preview of the bullet style will appear in
the document. Select the bullet style you wish to use.
The text will be formatted as a bulleted list.
Options for working with lists
•
To remove numbers or bullets from a list, select the list and click
the Bulleted or Numbered list command.
•
When you're editing a list, you can press Enter to start a new line, and the new
line will automatically have a bullet or number. When you've reached the end of
your list, press Enter twice to return to "normal" formatting.
•
By dragging the indent markers on the ruler, you can customize the indenting of
your list and the distance between the text and the bullet or number.
To create a numbered list
When you need to organize text into a numbered list, Word offers
several numbering options. You can format your list with numbers,
numerals.
letters, or
Roman
1. Select the text you wish to format as a list.
On the Home tab, click the drop-down arrow
menu of numbering styles will appear.
next to the
Numbering
command. A
Move the mouse over the various numbering styles. A live preview of the numbering style will
appear in the document. Select the numbering style you wish to use.
4. The text will format as a numbered list.
To restart a numbered list
If you want to restart the numbering of a list, Word has a
applied to numeric and alphabetical lists.
Restart at 1
option. It can be
1. Right-click the
select
list item that you would like to restart the numbering for, then
Restart at 1 from the menu that appears.
2. The list numbering will restart.
Customizing bullets
Customizing the look of the bullets in your list can help you emphasize certain list items or
personalize the design of your list.
Word allows you to format bullets in a variety of ways.
You can use
symbols
and different
colors, or even upload a
picture
as a bullet.
To use a symbol as a bullet
1. Select an existing list you wish to format.
On the Home tab, click the drop-down arrow next to the
Select Define New Bullet... from the drop-down menu.
The
Define New Bullet
The
Symbol
dialog box will appear. Click the
Symbol...
command.
button.
dialog box will appear.
Click the Font
The Wingdings and
many useful symbols.
4.
5.
Bullets
drop-down box and select a font.
Symbol fonts are good choices because they have
Select the desired symbol, then click
OK.
The symbol will appear in the Preview section of the Define New Bullet dialog box. Click
OK.
The symbol will appear in the list.
To change the bullet color
1. Select an existing list you wish to format.
On the Home tab, click the drop-down arrow next to the
Select Define New Bullet... from the drop-down menu.
Bullets
The
button.
Define New Bullet
dialog box will appear. Click the
4.
The Font dialog box will appear. Click the
of font colors will appear.
5.
Select the desired color, then click
OK.
Font
Font Color
command.
drop-down box. A menu
6. The bullet color will appear in the Preview section of the Define New Bullet dialog box.
Click OK.
The bullet color will change in the list.
To use a picture as a bullet
1. Select an existing list you wish to format.
On the Home tab, click the drop-down arrow next to the
Select Define New Bullet... from the drop-down menu.
The
Define New Bullet
dialog box will appear. Click the
Bullets
Picture
command.
button.
The Insert Pictures dialog box will appear. From here, you can locate an image file stored
on your computer or in your OneDrive (previously called SkyDrive), or you can use the search
fields to search for an image online.
In our example, we'll click
our computer.
4.
The Insert Picture
click Insert.
Browse From a file
to locate a picture stored on
dialog box will appear. Locate and select the desired image file, then
The image will appear in the Preview section of the Define New Bullet dialog box. Click
The image will appear in the list.
Multilevel lists
Multilevel lists allow you to create an
outline
with
multiple levels.
Any bulleted or numbered list can be turned into a multilevel list by using the
Tab
key.
OK.
Place the
insertion point
Press the
Tab
at the beginning of the line you wish to move.
key to increase the indent level of the line. The line will move to the right.
To increase or decrease an indent level
You can make adjustments to the organization of a multilevel list by increasing or decreasing
the indent levels. There are several ways to change the indent level:
1. To
increase the indent by more than one level, place the insertion point at
the beginning of the line and press the Tab key until the desired level is reached.
To decrease the indent level, place the insertion point at the beginning of the line, then
hold the Shift key and press the Tab key.
You can also increase or decrease the levels of text by placing the insertion point anywhere
in the line and then clicking the Increase or Decrease indent commands.
When formatting a multilevel list, Word will use the default bullet style. To change the style of a
multilevel list, select the list, then click the Multilevel list command on the Home tab.
Challenge
1. Open an existing Word document. If you want, you can use our
Document.
Lesson 13 Practice
2. Insert a
new bulleted list into the document. If you're using the example, add
"Fundraising", "Chair's Report", and "Other business" to the bottom of the list.
3. Create a
new
numbered list.
4. Restart the numbering
of the list so it begins with a number of your choice.
5. Use a
symbol as a bullet. If you're using the example, change the open circles
into a different symbol.
6. Modify the
color of a bullet. If you're using the example, change the color of the
green diamond bullets.
7. Change the
into a
style of the list. If you're using the example, change the bulleted list
numbered list.
8. Use the
Tab key to change the levels of some of the lines. If you're using the
example, increase the level of the two bullets under the list item "International
Arborists Association".
Introduction
Adding hyperlinks to text can provide access to websites and email addresses directly
from your document.
There are a few ways to insert a hyperlink into your document.
Depending on how you want the link to appear, you can use Word's automatic link
formatting or convert text into a link.
Understanding hyperlinks in Word
Hyperlinks have two basic parts: the address (URL) of the webpage and the display text.
For example, the address could be http://www.popsci.com, and the display text could
be "Popular Science Magazine".
When you create a hyperlink in Word, you'll be able to choose both the address and the
display text.
Word often recognizes email and web addresses as you type and will automatically format
them as hyperlinks after you press Enter or the spacebar.
In the images below, you can see a hyperlinked email address and a hyperlinked web
address.
To follow a hyperlink in Word, hold the Ctrl key and click on the hyperlink.
To format text with a hyperlink
1. Select the text you would like to format as a hyperlink.
Select the Insert tab, then click the Hyperlink command.
3.
The Insert Hyperlink dialog box will appear.
The selected text will appear in the Text to display: field at the top. You can change
this text if you wish.
4.
5.
In the Address: field, type the address you would like to link to, then click OK.
6.
The text will then be formatted as a hyperlink.
To remove a hyperlink, right-click the hyperlink and select Remove Hyperlink from
the menu that appears.
7.
After you create a hyperlink, you should test it. If you've linked to a website, your web
browser should automatically open and display the site. If it doesn't work, check the
hyperlink address for misspellings.
Alternatively, you can open the Insert Hyperlink dialog box by right-clicking the selected text
and selecting Hyperlink... from the menu that appears. Once you've inserted a hyperlink,
you can then right-click the hyperlink to edit, open, copy, or remove it.
Challenge
1. Create a new document. If you want, you can use our Lesson 14 Practice
Document.
2. Create a hyperlink that links to an email address. If you're using the example, add
a hyperlink for Olivia Mayne's email address, omayne@vestainsurance.com, at the
bottom of the letter.
3. Type or select some text (a word or phrase), and format it with a hyperlink of your
choosing. If you'd like, you can use our URL www.gcflearnfree.org to practice with.
4. Test the hyperlink you created by clicking on it. The webpage should open in your
web browser.
Introduction
Adding breaks to your document can make it appear more organized and can improve
the flow of text.
Depending on how you wish to change the pagination or formatting of your document, you
can apply a page break or a section break.
To insert a page break
Page breaks allow you to move text to the next page before reaching the end of a page.
You might use a page break if you're writing a paper that has a title page or
a bibliography to ensure it starts on a new page.
In our example, our chart is split between two pages. We'll add a page break so the chart will
be all on one page.
Place the insertion point where you want to create the break. In our
example, we'll place it at the beginning of our chart.
1.
On the Insert tab, click the Page Break command. Alternatively, you can
press Ctrl+Enter on your keyboard.
The page break will be applied to the document, and the text will move to the next page. In
our example, the chart moved to the next page.
By default, breaks are hidden. If you wish to show the breaks in your document, click
the Show/Hide command.
Section breaks
Section breaks create a barrier between parts of a document, allowing you to format
each section independently.
For example, you may want one section to have two columns without adding columns to the
entire document.
Section breaks
Word has several different types of section breaks:
•
Next Page: This option adds a section break and moves text after the break to the
next page of the document. This is useful for creating a new page with normal
formatting after a page that contains column formatting.
•
Continuous: This option inserts a section break and allows you to continue working
on the same page. This type of break is useful when you need to separate a
paragraph from columns.
•
Even Page and Odd Page: These options add a section break and move the text
after the break to the next even or odd page. These options may be useful when
you need to begin a new section on an even or odd page (for example, a new
chapter of a book).
To insert a section break
In our example, we'll add a section break to separate a paragraph from a two-column list.
This will allow us to change the formatting of the paragraph so it no longer appears formatted
as a column.
1. Place the insertion point where you want to create the break. In our example, we'll
place it at the beginning of the paragraph we wish to separate from column
formatting.
On the Page Layout tab, click the Breaks command, then select the desired section
break from the drop-down menu that appears. In our example, we'll select Continuous so
our paragraph remains on the same page as the columns.
A section break will appear in the document.
The text before and after the section break can now be formatted separately. Apply the
formatting options you want. In our example, we'll apply one-column formatting to the
paragraph so it is no longer formatted as columns.
The text will be formatted in the document.
Other types of breaks
When you want to format the appearance of columns or modify text wrapping around an
image, Word offers additional break options that can help.
Column: When creating multiple columns, you can apply a Column Break to balance the
appearance of the columns. Any text following the Column Break will begin in the next
column.
Text wrapping: When text has been wrapped around an image or object, you can use the
Text Wrapping Break to end the wrapping and begin typing on the line below the image.
To delete a break
By default, breaks are hidden. If you wish to delete a break, you'll first need to show the
breaks in your document.
1. On the Home tab, click the Show/Hide command.
Locate the break you wish to delete. Place the insertion point at the beginning of the break
you want to delete.
Press the Delete key. The break will be deleted from the document.
Challenge
1. Open an existing Word document. If you want, you can use our Lesson 15 Practice
Document.
2. Insert a page break somewhere in the document. If you're using the example,
insert a page break to move the "Clients Overview" section to the next page.
3. Insert a section break in the document. If you're using the example, insert a Next
Page section break to move the "Updated Chain of Command" section to the next
page. Try changing the formatting of paragraph in that section.
4. Show the breaks using the Show/Hide command.
5. Delete a break. If you're using the example, delete the page break after the fourth
paragraph on page 1 of the document to move the two paragraphs on page 2
onto page 1.
Introduction
Sometimes the information you include in your document is best displayed in columns.
Not only can columns help improve readability, but some types of documents (like
newspaper articles, newsletters, and flyers) are often written in column format.
Word also allows you to adjust your columns by adding column breaks.
Select the text you wish to format.
Select the Page Layout tab, then click the Columns command. A drop-down menu will
appear.
2.
Select the number of columns you want to create.
The text will format into columns.
To remove column formatting, place the insertion point anywhere in the columns, then click
the Columns command on the Page Layout tab. Select One from the drop-down menu
that appears.
Your column choices aren't limited to the drop-down menu that appears. Select More
Columns... at the bottom of the menu to access the Columns dialog box. Click the
arrows next to the Number of columns: to adjust the number of columns.
If you wish to adjust the spacing and alignment of columns, click, hold, and drag
the indent markers on the ruler until the columns appear the way you want.
Adding column breaks
Once you've created columns, the text will automatically flow from one column to the
next. Sometimes, though, you may want to control exactly where each column begins.
You can do this by creating a column break.
In our example below, we'll add a column break that will move text to the beginning of the
next column.
1.
Place the insertion point at the beginning of the text you wish to move.
Select the Page Layout tab, then click the Breaks command. A drop-down menu will
appear.
2.
Select Column from the menu.
The text will move to the beginning of the column. In our example, it moved to the beginning
of the next column.
Challenge
1. Open an existing Word document. If you want, you can use our Lesson 16 Practice
Document.
2. Select the text you want to format into columns. If you're using the example, select
the two bulleted lists in the "New Online Resident Portal" section.
3. Format the selected text into two columns.
4. Add a column break. If you're using the example, add a column break before
"Communicate with Lime Grove staff".
Introduction
The header is a section of the document that appears in the top margin, while
the footer is a section of the document that appears in the bottom margin.
Headers and footers generally contain additional information such as page
numbers, dates, an author's name, and footnotes, which can help keep longer
documents organized and make them easier to read.
Text entered in the header or footer will appear on each page of the document.
To create a header or footer
In our example, we want to display the author's name at the top of each page, so we'll place
it in the header.
1. Double-click anywhere on the top or bottom margin of your document. In our
example, we'll double-click on the top margin.
The header or footer will open, and a Design tab will appear on the right side of the Ribbon.
The insertion point will appear in the header or footer.
Type the desired information into the header or footer. In our example, we'll type the
author's name.
When you're finished, click Close Header and Footer. Alternatively, you can press
the Esc key.
The header or footer text will appear.
To insert a preset header or footer
Word has a variety of preset headers and footers you can use to enhance your document's
design and layout. In our example, we'll add a preset header to our document.
1. Select the Insert tab, then click the Header or Footer command. In our
example, we'll click the Header command.
In the menu that appears, select the desired preset header or footer. In our example, we'll
select a header.
The header or footer will appear. Preset headers and footers contain placeholders for
information such as the title or date, and these are known as Content Control fields.
To edit a Content Control field, click it and type the desired information.
When you're finished, click Close Header and Footer. Alternatively, you can press
the Esc key.
If you want to delete a Content Control field, right-click it and select Remove Content
Control from the menu that appears.
Editing headers and footers
After you close the header or footer, it will still be visible, but it will be locked. Simply
double-click a header or footer to unlock it, which will allow you to edit its content.
When your document's header and footer are unlocked, the Design tab will appear on
the right side of the Ribbon, giving you various editing options:
•
Hide the first page header and footer: For some documents, you may not
want the first page to show the header and footer, like if you have a cover page
and want to start the page numbering on the second page. If you want to hide the
first page header and footer, check the box next to Different First Page.
Design tab options
•
Remove the header: If you want to remove all information contained in the header,
click the Header command and select Remove Header from the menu that
appears.
Remove the footer: If you want to remove all information contained in the footer, click
the Footer command and select Remove Footer from the menu that appears.
Additional options: With the Page Number command and the commands available in the
Insert group, you can add page numbers, the date and time, pictures, and more to
your header or footer.
To insert the date or time into a header or footer
Sometimes it's helpful to include the date or time in the header or footer. For example, you
may want your document to show the date when it was created.
On the other hand, you may want to show the date when it was printed, which you can do
by setting it to update automatically. This is useful if you frequently update and print a
document, since you'll always be able to tell which version is the most recent.
1. Double-click anywhere on the header or footer to unlock it. Place the insertion
point where you want the date or time to appear. In our example, we'll place the
insertion point on the line below the author's name.
The Design tab will appear. Click the Date & Time command.
The Date and Time dialog box will appear. Select the desired date or time format.
Check the box next to Update Automatically if you want the date to
change every time you open the document. If you don't want the date to change,
leave this option unchecked.
3.
4.
Click OK.
The date will appear in the header.
Adding page numbers
Word can automatically label each page with a page number and place it in a header,
a footer, or in the side margin.
When you need to number some pages differently, Word allows you to restart page
numbering.
In our example, we'll add page numbering to our document's footer.
Double-click anywhere on the header or footer to unlock it. If you don't
already have a header or footer, you can double-click near the top or bottom of
the page. The Design tab will appear on the right side of the Ribbon.
1.
Click the Page Number command. In the menu that appears, hover the mouse
over Current Position and select the desired page numbering style.
Page numbering will appear.
To edit the font, font size, and alignment of the page numbers, select a page number and
click the Home tab. Word's text formatting options will appear.
When you're finished, press the Esc key. The page numbering will be formatted.
To add page numbers to a document
Alternatively, you can add page numbers to the header or footer by clicking the Page
Number command and then selecting Top of Page or Bottom of Page. If you have
an existing header or footer, it will be removed and replaced with the page number.
To restart page numbering
Word allows you to restart page numbering on any page of your document.
You can do this by inserting a section break and then selecting the number you'd like to
restart the numbering with.
In our example, we'll restart the page numbering for our document's "Works Cited" section.
Place the insertion point at the top of the page you want to restart page
numbering for. If there is text on the page, place the insertion point at
the beginning of the text.
1.
Select the Page Layout tab, then click the Breaks command. Select Next Page from the
drop-down menu that appears.
A section break will be added to the document.
Double-click the header or footer that contains the page number you
want to restart.
3.
Click the Page Number command. In the menu that appears, select Format Page
Numbers.
A dialog box will appear. Click the Start at: button. By default, it will start at 1. If desired,
you can change the number.
6.
Click OK.
The page numbering will restart.
Challenge
1. Create a new Word document. If you want, you can use our Lesson 17 Practice
Document.
2. Create a blank header. If you're using the example, unlock the header.
3. Add a name to the header. If you're using the example, type the name "Tom
Shelby" after Professor.
4. Try inserting a preset header or footer.
5. Add today's date to the header. If you're using the example, add today's date
below "Professor Tom Shelby".
6. Try adding a page number to the footer. If you're using the example, add a page
number to the bottom of the page.
7. Try restarting the page numbering.
6.3 Working with Objects
This module sets out essential concepts and skills about pictures, text
objects, tables and charts with Microsoft Word 2013.
About This Module
This module sets out essential concepts and skills about pictures, text objects, tables and
charts with Microsoft Word.
Module Goals
Successful candidates will be able to:
•
add pictures to documents and add decorative accents to existing text,
•
format the pictures in documents,
•
add a variety of shapes to your document, including arrows, callouts, squares,
stars, and flowchart shapes,
•
manipulate Text boxes and format them,
•
arrange the objects by aligning, ordering, rotating, and grouping them in
various ways,
•
understand the use of tables, and how to format them.
•
use charts for a graphical view of the data.
In This Unit
Pictures and Text Wrapping
•
✓ Introduction✓ Inserting online pictures✓ Changing text warpping settings
Formatting Pictures
✓ Introduction✓ Image adjustments✓ Compressing pictures✓ Removing the
background from an image
•
Shapes
•
✓ Introduction✓ Modifying shapess✓ 3D effect
Text Boxes and WordArt
•
✓ Introduction✓ Modifying text boxes✓ 3D effects✓ Creating WordArt
Arranging Objects
•
✓ Introduction✓ Ordering and rotating objects✓ Grouping objects
Tables
•
✓ Introduction✓ Modifying tables✓ Modifying a table using the Layout tab
Charts
•
✓ Introduction✓ Inserting charts✓ Modifying charts with chart tools
Introduction
Adding pictures to your document can be a great way to illustrate important
information or add decorative accents to existing text.
Used in moderation, pictures can improve the overall appearance of your document.
To insert a picture from a file
If you have a specific image in mind, you can insert a picture from a file. In our example,
we'll insert a picture saved locally on our computer.
1. Place the insertion point where you want the image to appear.
Select the Insert tab on the Ribbon, then click the Pictures command.
Select the Insert tab on the Ribbon, then click the Pictures command.
The Insert Picture dialog box will appear. Select the desired image file, then click Insert.
The Insert Picture dialog box will appear. Select the desired image file, then click Insert.
The image will appear in the document.
To resize an image, click and drag one of the corner sizing handles . The image will change
size while keeping the same proportions. If you want to stretch it horizontally or vertically, you
can use the side sizing handles .
Inserting online pictures
If you don't have the picture you want on your computer, you can find a picture online to
add to your document. Word offers two options for finding online pictures:
•
Office.com clip art: This search option allows you to access Microsoft's online
collection of free clip art, providing you with a large selection of images from which
to choose.
If you don't have the picture you want on your computer, you can find a picture
online to add to your document. Word offers two options for finding online pictures:
•
Bing Image Search: You can use this option to search the Internet for images.
By default, Bing only shows images that are licensed under Creative Commons,
which means you can use them for your own projects. However, you should go to
the image's website to see if there are any restrictions on how it can be used.
When adding images, videos, or music to your own projects, it's important to make sure
you have the legal right to use them. Most things you buy or download online
are protected by copyright, which means you may not be allowed to use them.
Place the insertion point where you want the image to appear.
Select the Insert tab, then click the Online Pictures command.
The Insert Pictures dialog box will appear.
Type a search term in either the Office.com clip art or Bing Image
Search field. In our example, we'll search for Office.com clip art.
3.
Press the Enter key. Your search results will appear in the dialog box.
5.
Select the desired image, then click Insert.
The image will appear in the document.
You can also insert an image from your OneDrive (previously called SkyDrive) or
other online accounts that may be linked with your Microsoft account, such as Facebook or
Flickr. Select the Insert tab, then click the Online Pictures command.
Changing text wrapping settings
When you insert an image, you may notice that it's difficult to move it exactly where you
want.
That's because by default the image is in line with the text.
If you want to move the image freely, you'll usually need to choose a different text
wrapping setting.
The text wrapping for that image is set to In Line with Text.
You'll need to change the text wrapping setting if you want to move the image freely or if
you'd like the text to wrap around the image in a more natural way.
To wrap text around an image
1. Select the image you want to wrap text around. The Format tab will appear on
the right side of the Ribbon.
On the Format tab, click the Wrap Text command in the Arrange group. A
drop-down menu will appear.
Hover the mouse over the various text wrapping options. A live preview of
the text wrapping will appear in the document. When you've found the text
wrapping option you want to use, click on it. Alternatively, you can select More
Layout Options... to fine tune the layout.
2.
Alternatively, you can access text wrapping options by selecting the image and clicking
the Layout Options button that appears.
If the alignment guides do not appear, select the Page Layout tab, then click
the Align command. Select Use Alignment Guides from the drop-down menu that
appears.
To use a predefined text wrapping setting
Predefined text wrapping allows you to move the image to a specific location on the page.
1. Select the image you want to move. The Format tab will appear on the right side
of the Ribbon.
On the Format tab, click the Position command in the Arrange group.
A drop-down menu of predefined image positions will appear. Select the
desired image position. The image will adjust in the document, and the text will wrap
around it.
2.
Challenge
1. Create a new Word document. If you want, you can use our Lesson 18 Practice
Document.
2. Insert a picture from a file into the document.
3. Resize the picture.
4. Insert a clip art image. If you're using the example, insert a clip art image of a
computer in the "New Online Resident Portal" section.
5. Change the text wrapping setting of one of the images. If you're using the
example, change the text wrapping setting of the computer to "Through".
6. Try moving an image to a new location.
roduction
There are a variety of ways to format the pictures in your document.
Depending on how the images are used and where they are placed, you can use
Word's picture tools to personalize and modify them in interesting ways.
To crop an image
When you crop an image, a part of the picture is removed. Cropping may be helpful when a
picture has a lot of content and you want to focus on only part of it.
1. Select the image you want to crop. The Format tab appears.
2. On the Format tab, click the Crop command.
Cropping handles will appear around the image. Click, hold, and drag a handle to crop
the image.
Click the Crop command again. The image will be cropped.
The corner handles are useful for simultaneously cropping the image horizontally and
vertically.
Select the image you want to crop, then click the Format tab.
Click the Crop drop-down arrow. Hover the mouse over Crop to Shape,
then select the desired shape from the drop-down menu that appears.
1.
The image will appear formatted as the shape.
To add a border to a picture
4. Select the picture you want to add border to, then click the Format tab.
5. Click the Picture Border command. A drop-down menu will appear.
6. From here, you can select a colour, weight (thickness), and whether or not the
line is dashed.
7. The border will appear around the image.
Image adjustments
Word offers many options for changing the way images appear in your document.
For example, you can add a frame, make image corrections, change the
image's colour or brightness, or even add some stylish artistic effects.
These options are located in the Adjust and Picture Styles groups on the Format tab.
When you're ready to make adjustments or experiment with the look of an image, select the
picture and choose one of these options from the Format tab:
•
Colour: This command is located in the Adjust group. From here, you can
adjust the image's saturation (how vivid the colours are), tone (the "temperature"
of the image from cool to warm), or colouring (changing the overall colour of the
image).
Colour: This command is located in the Adjust group. From here, you can adjust the
image's saturation (how vivid the colours are), tone (the "temperature" of the image from
cool to warm), or colouring (changing the overall colour of the image).
Artistic Effects: This command is located in the Adjust group. From here, you can add artistic
effects such as pastels, watercolours, and glowing edges. It's important to note that artistic
effects will not work with some clip art images.
Picture Styles Group: This group contains a variety of styles you can apply to your picture, such
as frames, borders, soft edges, and much more.
Compressing pictures
If you intend to email a document that contains pictures, you'll need to monitor its file size.
Large, high-resolution pictures can quickly cause your document to become very large,
which may make it difficult or impossible to attach to an email.
Additionally, cropped areas of pictures are saved with the document by default, which can
add to the file size.
Word can reduce the file size by compressing pictures, which will lower
their resolution and delete cropped areas.
To compress a picture
1. Select the picture you want to compress, then click the Format tab.
2. Click the Compress Pictures command.
Removing the background from an image
Removing the background from an image can give it a cleaner appearance.
If you're printing your document, it can also save ink.
About Background Removal
With Background Removal, Word uses special algorithms to determine which parts of the
image are the background and then removes those areas from the image.
To remove the background from an image
1. Select the desired image, then click the Format tab.
2. Click the Remove Background command.
Word will try to guess which part of the image to remove and mark the background with
a magenta fill. It will also place a box with selection handles around the image.
Drag the selection handles until all of the foreground is inside the box. After you do this, Word
may readjust the background.
At this point, you may need to help Word decide which parts of the image
are in the foreground and which parts are in the background. You can do this by
using the Mark Areas to Keep and Mark Areas to Remove commands:
4.
•
If Word has marked part of the foreground magenta, click Mark
Areas to Keep and draw a line in that region of the image.
•
If part of the background has not been marked with magenta,
click Mark Areas to Remove and draw a line in that region of the image.
After you add your marks, Word will readjust the image.
When you're satisfied with the image, click Keep Changes.
The background will be removed. You can adjust the image at any time by clicking
the Remove Background command again.
As with artistic effects, Background Removal will not work with some clip art images.
Challenge
1. Create a new Word document. If you want, you can use our Lesson 19 Practice
Document.
2. Insert an image from a file into the document.
3. Crop the image. If you're using the example, crop the image in the "Pool
Re-Opening & Celebration" section into the shape of your choosing.
4. Experiment with different image corrections and color settings.
5. Add an Artistic Effect to the image. If you're using the example, add an artistic
effect to the image in the "New Online Resident Portal" section.
6. Try compressing an image. If you're using the example, compress the image in
"Memorial Day Barbecue" section.
7. Remove the background from the image. If you're using the example, remove the
background of the image in the "Important Contact Info" section.
Introduction
You can add a variety of shapes to your document, including arrows, callouts, squares, stars,
and flowchart shapes.
Want to set your name and address apart from the rest of your resume? Use a line.
Need to create a diagram showing a timeline or process? Use flowchart shapes.
While you may not need shapes in every document you create, they can add visual appeal
and clarity.
To insert a shape
1. Select the Insert tab, then click the Shapes command. A drop-down menu of
shapes will appear.
2. Select the desired shape.
Click, hold, and drag in the desired location to add the shape to your document.
If desired, you can enter text in a shape. When the shape appears in your document, you
can simply begin typing. You can then use the formatting options on the Home tab to
change the font, font size, or color of the text.
To resize a shape
1. Select the shape you want to resize. Sizing handles will appear.
Click, hold, and drag the sizing handles until the shape is the desired size. You can use
the corner sizing handles to change the shape's height and width at the same time.
Some shapes also have one or more yellow handles that can be used to modify the shape.
For example, with star shapes you can adjust the length of the points.
To rotate the shape, click, hold, and drag the rotation handle.
To change the order of shapes
If one shape overlaps another, you may need to change the ordering so the correct shape
appears in front. You can bring a shape to the front or send it to the back. If you have
multiple images, you can use Bring Forward or Send Backward to fine tune the ordering.
You can also move a shape in front of or behind text.
1. Right-click the shape you want to move. In our example, we want the cloud to
appear in front of the sun, so we'll right-click the cloud.
In the menu that appears, hover over Bring to Front or Send to Back. Several ordering
options will appear. Select the desired ordering option. In this example, we'll choose Bring
to Front.
The order of the shapes will change.
In some cases, the ordering option you select will not affect the ordering of the shapes. If that
happens, try selecting the same option again or try a different option.
If you have many shapes placed on top of each other, it may be difficult to select an
individual shape. The Selection Pane allows you to select a shape and drag it to a new
location. To access the Selection Pane, click Selection Pane on the Format tab.
Modifying shapes
Word allows you to modify your shapes in a variety of ways so you can tailor them to your
projects.
You can change a shape into a different shape, format a shape's style and colour, and
add shadow effects.
Select the shape you want to change. The Format tab will appear.
On the Format tab, click the Edit Shape command. In the menu that
appears, hover the mouse over Change Shape and select the desired shape.
1.
The new shape will appear.
To change the shape style
Choosing a shape style allows you to apply preset colors and effects to quickly change the
appearance of your shape.
1. Select the shape you want to change.
On the Format tab, click the More drop-down arrow in the Shape Styles group.
A drop-down menu of styles will appear. Select the style you want to use.
3.
The shape will appear in the selected style.
To change the shape fill colour
1. Select the shape you want to change.
2. On the Format tab, click the Shape Fill drop-down arrow. The Shape Fill menu
appears.
3. Move the mouse over the various colours. Select the colour you want to use. To
view more colour options, select More Fill Colours.
4. The shape will appear in the selected fill colour.
If you want to use a different type of fill, select Gradient or Texture from the
drop-down menu. You can also select No Fill to make it transparent.
To change the shape outline
1. Select the shape you want to change.
2. On the Format tab, click the Shape Outline drop-down arrow. The Shape
Outline menu will appear.
3. Select the color you want to use. If you want to make the outline transparent,
select No Outline.
4. The shape will appear in the selected outline color.
From the drop-down menu, you can change the outline color, weight (thickness), and
whether or not it is a dashed line.
To change shadow effects
Adding a shadow to a shape can make it appear as though it is floating above the page,
and it can help to add contrast between the shape and the background.
1. Select the shape you want to change.
2. On the Format tab, click the Shape Effects drop-down arrow. In the menu that
appears, hover the mouse over Shadow and select the shadow you want to use.
3. The shape will appear with the selected shadow.
To adjust the shadow color, size, distance and more, select Shadow Options from the
drop-down menu. The Format Shape pane will appear on the right side of the Word
window, allowing you to customize the shadow.
3D effects
There are two kinds of effects you can apply to your shapes to give them a 3D
appearance: 3-D Rotation and Bevel.
3-D Rotation gives the appearance that you are viewing an object from a different angle,
and it can be applied to any shape.
Bevel adds thickness and a rounded edge to shapes, but it doesn't work with every type of
shape.
To add 3-D Rotation
1. Select the shape you want to change.
2. On the Format tab, click the Shape Effects drop-down arrow. In the menu that
appears, hover the mouse over 3-D Rotation and select the desired 3-D effect.
3. The shape will appear in the selected 3-D Rotation effect.
If desired, you can customize 3-D Rotation. Select 3-D Rotation Options... from the
drop-down menu, and the Format Shape pane will appear on the right side of the Word
window. From here, you can adjust the rotation values.
To add a bevel
1. Select the shape you want to change.
2. On the Format tab, click the Shape Effects drop-down arrow. In the menu that
appears, hover the mouse over Bevel and select the desired bevel preset.
3. The shape will appear in the selected bevel effect.
If desired, you can customize the bevel effect. Select 3-D Options... from the drop-down
menu. The Format Shape pane will appear on the right side of the Word window. From
here, you can modify the width, height, and depth of a bevel. You can also change the
shape's material to give it a metal, plastic, or translucent appearance, as well as choose
the lighting type to change how the shape is illuminated.
Challenge
1. Create a new Word document. If you want, you can use our Lesson 20 Practice
Document.
2. Insert a two or three shapes. If you're using the example, insert a Lightning
Bolt shape on the cloud.
3. Select a shape and resize it. If you're using the example, resize the cloud so it
appears larger.
4. Place one shape on top of the other, and try changing the order of the shapes. If
you're using the example, try changing the order of the shapes so the Lightning
Bolt is behind the Cloud.
5. Select a shape, and change it to a different shape. If you're using the example, try
changing the Moon into a Sun.
6. Select a shape, and try changing the shape style, fill color, and outline.
7. Try various shadow effects.
8. Try various 3D effects.
Module 7: Database
7.1 Understanding Databases
This module sets out essential concepts and skills relating to understanding
the concept of a database and demonstrating competence in using a
database.
Successful candidates will be able to:
•
Understand what a database is and how it is organised and operated
•
Create a simple database and view the database content in various modes.
•
Create a table, define and modify fields and their properties; enter and edit
data in a table.
•
Sort and filter a table or form; create, modify and run queries to retrieve
specific information from a database.
•
Create mathematical and logical formulas using standard spreadsheet
functions. Use good practice in formula creation and recognise error values in
formulas.
•
Understand what a form is and create a form to enter, modify and delete
records and data in records.
•
Create routine reports and prepare outputs ready for distribution.
In This Unit
Key Concepts
✓ understand what a database is✓ understand the difference between data and
information✓ understand how a database is organised in terms of tables, records and
fields✓ know some of the common uses of large-scale databases ✓ save a database under
another name to a location on a drive✓ switch between open documents
•
Database Organisation
✓ understand that each table in a database should contain data related to a single
subject type✓ understand that each field in a table should contain only one element
of data✓ understand that field content is associated with an appropriate data type ✓
understand that fields have associated field properties✓ understand what a primary key
is✓ understand what an index is and how it allows for faster data access
•
Relationships
•
✓ understand that the main purpose of relating tables in a database is to minimize
duplication of data✓ understand that a relationship is built by matching a unique field
in one table with a field in another table ✓ understand the importance of maintaining
the integrity of relationships between tables
Operation
✓ know that professional databases are designed and created by database
specialists✓ know that data entry, data maintenance and information retrieval are
•
carried out by users✓ know that a database administrator provides access to specific
data for appropriate users ✓ know that the database administrator is responsible for
recovery of a database after a crash or major errors
Understand what a database is
A database is a structured collection of related information.
In normal daily life we make frequent use of databases, and probably don’t realise it. Here
are a number of simple examples
•
The telephone directory
•
Personal address book
•
Filing cabinet
Relational Database on the other hand is:
Able to store and manipulate data across multiple tables unlike a single table database
By utilising multiple tables, a relational database reduces unnecessary duplication of data.
For example, when using a large database to store customer information including addresses,
it is likely many individuals will live in the same street and share other common parts of the
address.
Rather than storing the same street name, county, town, etc, over and over, this information
can be stored in a separate table.
As each new customer is added to the database, only the unique house number needs to be
recorded.
Understand the difference between data and information
Data is the information entered into tables within the database.
Databases are used daily by large corporations, small businesses and individuals, often
without people realising they are using a database.
While information is all the data put together.
•
Data:
•
•
Facts, statistics used for reference and analysis, Numbers, characters,
symbols, images etc., which can be processed by a computer. Data must
be interpreted, by a human or machine, to derive a meaning.
Information:
•
Information is interpreted data. Data has been processed to produce
meaning.
What is a table?
Tables are used to store the data in a structured and organised format.
Tables are similar to those of Word and Excel, in that the way contains rows (records) and
columns (fields).
Understand how a database is organised in terms of tables, records and fields
What is a record (row)?
A record applies to data entered into a single row of a table. All data in that row would
belong to an individual or item. A record would normally include a unique ID number, Name,
Description, plus other relevant information. With each new record, a new row is created.
What is a field (column)?
Each column (previously known as a ‘field’) is used to define what specific information is to be
entered into that particular column. A column titled ‘Street’ for example would signify this to
be the point in a record to enter in the Street name when creating each new record.
Understand how a database is organised in terms of tables, records and fields
What is a record? and What is a field?
Click the buttons in the interactive below to become familiar with the Word interface.
Know some of the common uses of large-scale databases
Airline booking systems
These systems maintain a database of all the seats on all the available flight, allowing
passengers to be quickly booked onto fights to their destination.
Government records
Governments all over to world rely on multiple large databases in order to function. Tax
records, criminal records and social security all require sophisticated database systems.
Bank account records
Banks require extremely reliable databases in order to keep track of all their customer
account & log transactions.
Hospital patient details
Medical records are being moved onto a database system. This system should allow your
medical history to be instantly available wherever you require treatment.
Understand that each table in a database should contain data related to a
single subject type
A database can have many tables.
A table should only contain records related to a particular subject.
For example you may have a table called customers containing information about your
customers with a separate table called orders.
You can then link the tables by creating a relationship, connecting each customer with their
associated orders.
Understand that each field in a table should contain only one element of
data
Each field should contain the smallest data element.
For instance, if you are storing a person’s name, use one field for the first name and another
field for the second name.
This means that at a later date you could manipulate the data to sort by the second name.
For the same reason split the details of an address into as many smaller parts as possible so
that later you could search by town/region, by postcode or even by country if you are
maintaining an international list.
Understand that field content is associated with an appropriate data type
Data types define what type of data will be entered into each ‘field’ (column) in a table.
If for example the date ‘12July2010’ or Price 2.59 is entered into a field, which by default is
set as ‘Text’ the input characters will remain unchanged.
If however the data type is set to a currency or date ‘Data Type’, numeric data entered will
automatically format to the appropriate currency or data/time format.
There are a number of specific reasons for selecting the correct data types when creating
Tables within a database.
Setting a ‘Date’ Data Type for example will format and store all entries in the manner
configured.
This in turn means that queries created to locate information according to a ‘Date’ criteria will
have consistent data to work with.
In the same way, Numeric data must be of a numeric type, otherwise query searches, reports
and calculations will fail to provide the desired information.
Understand what a primary key is
A primary key is used as a unique identifier for each record in a database table and is
essential when working with relational tables.
To be effective, a primary key cannot have duplicate entries and must be set on a field
generating a unique identifier.
When creating a new table Access automatically adds the ID field with an AutoNumber data
type.
By default the ID field is also the primary key.
Other fields suitable to be set as a primary key are for example passport, social security and
driving licence numbers, military identification, tax, workplace or personal identification
numbers, unique to each individual.
A primary key field can never be empty
Understand what an index is and how it allows for faster data access
Access uses indexes much like a Table of Content to help locate and sort information quickly.
An index stores the location of records based on the field or fields that you choose to index.
After Access obtains the location from the index, it can then retrieve the data by moving
directly to the correct location.
As mentioned earlier, by default, Access set the Primary key as the Index within a table,
however indexing can be set on other fields, especially fields used frequently in searches.
Although indexing may speed up searches, it can also slow the process of updating
data within tables. Also, you cannot index OLE (Object Linking and
Embedding) objects or attachment fields.
As a guide, consider indexing a field if all of the following conditions are met:
•
The field's data type is Text, Memo, Number, Date/Time, AutoNumber, Currency,
Yes/No or Hyperlink.
•
You anticipate searching for values stored in the field.
•
You anticipate sorting values in the field. You anticipate storing many different
values in the field. If many of the values in the field are the same, the index might
not significantly speed up queries.
Indexing can also be set for multiple fields. If you are likely to perform searches on two or
more fields within a single query, it makes sense to create a multiple-field index on both fields.
You can include up to 10 and set the order of fields in a multiple-field index.
When you sort a table using a multiple-field index, Access first sorts by the first field defined for
the index. If there are records with duplicate values in the first field, Access then sorts using the
second field defined for the multiple-field index.
Before creating an index, decide whether you want to create a single-field index or a
multiple-field index. You create an index on a single field by setting the Indexed property.
The following table lists the possible settings for the Indexed property.
Indexed Property Setting Meaning
No
Don't create an index on this field (or delete the existing index)
Yes (Duplicates OK)
Create an index on this field
Yes (No Duplicates)
Create a unique index on this field
By setting the Index property to No Duplicates, Access prevents any new value which
matches an existing value from being entered into the field. For example, indexing the ID
field in a table and setting it to Yes (No Duplicates) prevents duplicate numbers being
entered and therefore the values in the field remain unique.
Understand that the main purpose of relating tables in a database is to
minimize duplication of data
Good database design suggests data is organised across multiple tables, as to store data in
one single table would;
1. Result in vast amounts of duplicated data
2. Quickly become unmanageable.
Relationships are used to create a link between two or more tables within a database. When
a link is established and with the use of other objects within the database, data can be
entered into or viewed from one or more tables at the same time, without the need to close
one table and open another.
The most common relationships between tables are:
•
One-Many
•
Many-Many
• One-One
Understand that a relationship is built by matching a unique field in one
table with a field in another table
A relationship is built by matching a unique field within one table with a field within another
table.
One-to-many relationship
Consider a Parts sales database that includes a Customers table and an Orders table.
A customer can place any number of orders.
It follows that for any customer represented in the Customers table, there can be many orders
represented in the Orders table.
The relationship between the Customers table and the Orders table is therefore a
one-to-many relationship.
To establish a one-to-many relationship between tables, it is necessary to take the Primary Key
(normally the ID field) of the ‘one’ side of the relationship, (in this case the Customer table)
and add it as an additional field within the ‘many’ side (Orders) table.
The relationship between the Customers table and the Orders table is therefore a
one-to-many relationship.
This requires you to add a new (Customers ID) field to the Orders table and set the data
type. As the AutoNumber field can only be used once in a table, the Number data type
is used. Notice the Customer ID field is included in the Orders table, shown in the
following image.
Many-to-many relationship
Consider the relationship between a Parts (Product) table and an Orders table. A single order
might include more than one product. On the other hand, a single product can appear on
many orders. For each record in the Orders table therefore, there can be many records in the
Products table.
In addition, for each record in the Parts table, there can be many records in the Orders table.
This type of relationship is called a many-to-many relationship because, for any product, there
can be many orders and, for any order, there can be many products.
A many-to-many relationship, is actually achieved by creating two one-to-many relationships,
using a third table, often referred to as a Junction. The Primary key from both the Parts and
Orders tables are added to the third table (junction) thereby effectively creating two
one-to-many relationships.
In many circles, a many-to-many relationship between your tables is not considered
ideal and consideration should be given to the design, possibly breaking data across
additional tables to avoid the necessity for many-to-many relationships.
One-to-one relationships
In a one-to-one relationship, each record in the first table can have only one matching
record in the second table, and each record in the second table can have only one
matching record in the first table. This type of relationship is not common because, most often,
the information related in this way is stored in the same table.
One example of a one-to-one relationship might be to transfer sensitive data to another table
and isolate it for security reasons.
Both tables must share a common field but not necessarily a Primary key field
Understand the importance of maintaining the integrity of relationships
between tables
Good database design suggests dividing information into many subject-based tables to
minimise data redundancy.
Relationships are then used to bring the data back together by placing common fields into
related tables.
To bring data back together, Access uses the value in the "many" table to look up the
corresponding value in the "one" table.
Suppose you have a one-to-many relationship between Parts and Orders and you want to
delete a Part (Item).
If the Part you want to delete has orders in the Orders table, those orders will become
"orphans" when you delete the Parts record.
The orders will still contain a Part ID, but the record (Parent) that it references no longer
exists.
Referential integrity is designed to prevent this situation occurring and keep references in sync
so that this kind of situation never occurs.
Referential integrity by default is not enabled and therefore has to be enabled either during
the creation of relationships or when editing relationships.
When enabled, Access will reject any operation that violates referential integrity for that
particular relationship.
Access rejects updates that change the target of a reference or deletions that remove the
target of a reference.
In other words, if you attempt to delete an individual part from the Parts table that has been
referenced in the Orders table (included in an order), Access will prevent this from
happening.
Professional Databases are designed and created by database specialists
These are highly skilled database professionals with an in-depth knowledge of exactly how
the database works, including its overall function and details programming.
Data entry, data maintenance and information retrieval are carried out by users
The users are responsible for routine, day to day data entry, data maintenance and
information retrieval.
Database Administrator
This group administers the day to day operation of the database and make sure that the
data is kept secure. These provide technical backup to users of the database. They provide
access to specific data for appropriate users. In the event of a computer crash the database
administrator will be responsible for restoring normal computer operations.
7.2 Using the Application
This module sets out essential concepts and skills relating to understanding
the concept of a database and demonstrating competence in using a
database.
In This Unit
•
Working with Databases
✓ open, close a database application✓ open, close a database✓ create a new
•
database and save to a location on a drive✓ display, hide built-in toolbars✓ use
available Help functions
•
Common Tasks
✓ open, save and close a table, query, form, report✓ switch between view modes
•
in a table, query, form, report ✓ delete a table, query, form, report ✓ navigate between
records in a table✓ sort records in a table, output in ascending, descending order
Opening the Microsoft Access Application
To Open Microsoft Access:
•
If the Windows Start Screen is not already open, display it now.
•
Locate the app Access. (You may need to scroll down or right to find it.)
•
Click Access. The app will start.
•
Click Blank Desktop Database to start.
To close a Database
•
Click on the FILE tab.
•
Now go to Close.
To close Access
To close a Access you must, Click the Access icon (top-left) and click Close.
You can also exit Access by clicking on the 'x' button (top-right).
To close Access using the shortcut keys on your keyboard press: Alt + F4
Opening an Existing Database
To open an existing Database, simply:
1. Click on FILE at the top of the ribbon.
2. Now click on Open.
3. From the Open Tab you can select to
Open Recently opened presentations
quick and easy.
4. Or you can select from the files
located on your computer.
Creating a New Blank Document
To open a new Blank Document:
1. Click on the FILE tab.
2. Now click on New.
3. Select the Blank Database icon.
You need to give the new database a name and also set a folder location to store it in.
After clicking on selecting to create a new document you will be ask to give that document
a name, and a save location.
1.
Give the document a Name.
2.
Click the folder to change the default folder point.
Then click Create to begin using your
new Blank Database document.
3.
Display Toolbars
Right click on an existing toolbar and click on Customize Quick Access Toolbar.
The Options Window will appear and you will see a list of Tools in the right box, that you can
choose from.
Select a tool and then click Add.
Remove Toolbars
Right click on an existing toolbar and click on Customize Quick Access Toolbar.
The Options Window will appear and you will see a list of Tools in the right box, that you can
choose from.
Select a tool and then click Remove.
Use available Help functions
Click the Microsoft Office Help button in the upper right or the F1 key on your keyboard
to open Help on your computer.
The Help window will be displayed as illustrated:
Select one of the available help topics, or click on the Search Box to search for a topic by
entering a keyword
Saving a Table
Before a table can be used to store information, fields must be added to a table, named,
given the correct Data Type and formatted appropriately.
Fields are used to separate and organise data into specific fields (columns), for example a
First Name field would store the first name for every individual record entered, as would
Surname, Birth Date fields, etc.
A software issue has affects the start number in the ID field. For example, if 5 fields are
added to a new table, rather than the ID number starting a with ‘1’, the first record will
actually be record ‘5’. This issue can be avoided easily by saving the table before any
fields are added.
If you wish to save the Table you are working on you must:
•
Click on FILE.
•
Find to location you wish to save to.
•
Now click Save or Save As.
•
You can also click on the Save icon (top-left) on the Quick Access Toolbar.
•
One more thing you could do is use the shortcut Ctrl + S on your keyboard
to save your work.
When you’re saving for the First time you need to click on save as but if you have already
saved the file and you want to save it again just click on save
Using Datasheet View
Every object (Table, Form, Query, Report, etc.) in an Access database will have at least two
main views, Datasheet View and Design View.
Datasheet View displays the object as it would be seen in daily use, its working mode so to
speak
Using Design View
Design View displays the workings behind the object, as seen by the database designer.
The efficiency of the database and the way it handles data input /output are controlled by
the properties configured in Design View.
To change from Datasheet View to Design View click on the View button (displayed within
the Views section of the Datasheet tab)
The View button image displays the opposite view button to the current view, i.e. if in
Datasheet View, the Design View button is displayed.
Delete a table, query, form, report
To delete an object, i.e. a table from a database, that object must be closed so first close
any open tables.
In the Navigation Pane, right click on the Table you wish to delete and from the pop-up list
displayed select the Delete command from the list.
Click on the Yes button to confirm deletion.
The table is deleted from the database and removed from the Navigation Pane
Navigate between records in a table, query, form
The record navigation bar is located and will only visible from the bottom of the object
window when, for example, a table is open to view
As tables grow, navigating records becomes more difficult, therefore Access has the record
navigation bar to help locate records more easily.
5 Options for Navigating Existing Records
There are 5 options for navigating existing records and one for creating a new record. The
options for navigating are similar in fashion to the controls in a CD/DVD player. See below.
Sort records in a table
To sort a single field, first select the field you want to sort.
Click on the Last Name field name to highlight the column.
Ascending, descending order
Within the Home tab, in the Sort & Filter area, click on the A-Z button.
You can sort in numeric order. To see this click within the Quantity column. Then click on the
Ascending button.
The table will now sorted in ascending numeric order.
Clicking on the Descending (Z-A) button will reorder
in descending numeric order.
To remove a sort, click on the Remove Sort button in the Sort & Filter group. The table
returns to the default sort order.
To sort on two or more fields, the steps are similar to those used when sorting a single field
however the order in which you set the sort will have an impact on the outcome.
In the table below, the Sales Account Manager and the Category fields are side by side, with
the Sales Account Manager Field to the left of the Category field. This positioning is relevant
when using a sort on multiple fields in a table, as the left most field in the select group of fields,
takes priority over the fields to the right.
A sort is needed to organise the Sales Account Managers into alphabetical order first, then
sort the Category field so that categories within that field are alphabetical according to each
Sales Account Manager, as seen in the image below.
7.3 Tables
This module sets out essential concepts and skills relating to understanding
the concept of a database and demonstrating competence in using a
database.
In This Unit
Records
•
✓ add, delete records in a table✓ add, modify, delete data in a record
Design
✓ create and name a table and specify fields with their data types ✓ apply field
property settings✓ create a validation rules ✓ understand consequences of changing data
types, field properties in a table✓ set a field as a primary key✓ index a field ✓ add
a field to an existing table✓ change width of columns in a table
•
Add, delete records in a table
On the left side of the table there is a small * symbol. This symbol represents the record (row)
currently selected.
As more records are entered into the table or as you navigate through the table, this symbol
will provide a confirmation of the exact row you or your pointer is in.
To the right of the * symbol, New is displayed just below the ID field name, signifying this row
represents a new record.
Data cannot be typed into this column, as by default this is an ID column with an
AutoNumber Data Type.
The AutoNumber Data Type automatically generates a unique, sequential number for
each new record entered so data entry into this field is restricted.
Deleting a Record
Occasionally you may need to remove a record from a table.
Move the pointer to the column, left of the ID field. When the pointer changes to a right
pointing arrow, click to highlight the whole row (record).
With the pointer anywhere within the highlighted area, click using the right mouse button to
activate the shortcut menu.
Click on Delete Record option, and a warning message will be displayed.
Click on the Yes button to confirm the deletion.
Deleting multiple records
If a group of records needs to be deleted, the process is similar to deleting a single record.
The only difference is in selecting the records.
Move the pointer left to the row selection column. Locate the first record in the group and
with the right pointing arrow displayed, click and drag down to create a highlighted block of
records.
Delete all records in the same way as shown in the previous section describing how to delete
a single record.
Add, modify, delete data in a record
To add data simply do on the box you need to add data and star typing.
For modifying data the same click on the box that you need to change place your cursor
before or after that word, and type what you need.
To delete data select the box that you need to delete and press delete from your keyboard.
Create and name a table and specify fields with their data types
To create a table you will need to:
•
Click on the CREATE tab.
•
Then click on Table from the tables section
•
Now click on the arrow in the view section and choose Design view.
•
Name the Table.
Now you have named your table and are in Design View,you can start typing in the field
names for each field name and choose the data type like, text, number, data/time, yes/no
etc.
It’s important that to apply field properties such as field size etc., you need to be in design
view.
After choosing the data type at the bottom you will have a tab called General. From there
you can modify the field size, number format, date/time format, default value. But the
General tab will change according to the data type chosen.
For the field size and default value just input the number that you need.
Create a validation rule for number, date/time, currency
Microsoft Access provides a variety of ways to control how users enter data into your
database.
For example, you can limit the data that a user can enter into a field by defining a validation
rule for that field.
If the data that a user enters into the field breaks the rule, Access will display a message
telling the user what kind of entries are allowed.
Let’s say you have a table with the following fields:
You may need to set a validation rule on the result field restricting the numbers entered in this
field to be not greater than 100. This will avoid mistakes, such as pressing an extra number
while keying in results.
Create validation rules for number fields
To do this, follow the steps below:
•
Click on the Exam Result field
•
In the General Tab, click in the box provided for validation rule
•
Type: <=100
•
This means that only values which are less than or equal to 100 will be allowed to be
keyed in.
Similarly, in any number field we can use the below symbols for creating validation rules:
•
< : Less than
•
<= : Less than or Equal to
•
= : Equal to.
•
> : Greater than
• >= : Greater than or Equal to
Create validation rules for date fields
You might have a table that contains a field with date as the data type. It might also be the
case that you wish to restrict the dates that can be entered in that particular field.
Let’s say we have a database of a club, where only adults that were born from 1970- 1980
can register.
In the validation rule for the date of birth field we can type: Between 01/01/1970 and
31/12/1980
We can also use the mathematical symbols discussed earlier on with dates. For example, if
you only wish to allow users that were born before 1990, you can enter one of the following
validation rules:
<01/01/1990
Or
<=31/12/1989
Understand consequences of changing data types, field properties in a table
When changing data types or field properties in a table data could be lost as it will not match
with the types you had entered.
Set a field as a primary key
Click on the field that you wish to set as a primary key.
Click Primary key which is in the Design tab in the tools section. A key will appear at the left of
the field name.
Deleting a Primary Key
In the Design view of the table right click on the field from which you want to remove the
primary key setting.
Click Primary Key. You will notice that the key symbol will no longer be displayed in the record
selector.
Index a field
Your primary key field will automatically be indexed so that duplicated entries are not
allowed.
However, you might need to index other fields in your table.
In the General section of the Design view of the table click in the Indexed box and then
click on the drop down arrow.
You can set the index to allow or not to allow duplicate records:
Add a field to an existing table
To add a field to an existing table:-
•
Open a Table
•
Go to Design View
•
Go below the last Field Name and type the field name you wish to add
•
Add also the data type and Save
Change width of columns in a table
Open a table in Datasheet view.
To resize a column, do one of the following:
•
To resize a column to a specific width, position the pointer on the right edge of the
column you want to resize, as shown in the illustration and drag until the column is
the desired size.
•
To size a column to fit its data, double-click the right edge of the column heading.
You can't undo changes to the width of columns using the Undo command on the Edit
menu. To undo changes, close the datasheet, and then click No when asked if you want
to save changes to the layout of the datasheet. This will also undo any other layout
changes you have made.
7.4 Retrieving Information
This module sets out essential concepts and skills relating to understanding
the concept of a database and demonstrating competence in using a
database.
In This Unit
Main Operations
•
✓ use the search command for a specific word, number, date in a field ✓ apply a
filter to a table, form✓ remove the application of a filter from a table, form
Queries
✓ understand that a query is used to extract and analyse data✓ create a named
single table query using specific search criteria ✓ create a named two-table query using
specific search criteria✓ add criteria to a query✓ use a wildcard in a query, * or %, ?
or __✓ edit a query: add, modify, remove criteria✓ edit a query: add, remove, move,
hide, unhide fields✓ run a query
•
Use the search command for a specific word, number, date in a field
To search for a specific word, number or date in a field you first need to open the table in
datasheet view. Then follow the steps below:
•
Click in the field in which you need to search.
•
From the Home tab in the find section click on Find.
•
In the Find What: field type the word / number / date that you wish to search for.
•
Make sure that the Look In: field is set to your desired field.
•
Click on Find Next.
Apply a filter to a table
Filters are basically simple queries that only apply to open tables or forms.
Filters are best used for temporarily altering the view of the data in a table: by filtering out
records that you don’t want.
Let’s say we need to filter our table so that it only retrieves records of individuals who reside at
Devon.
•
Open your table in datasheet view.
•
Click on one of the records that shows ‘Devon’ as the Town field
•
Click on the Filter by Selection icon from
the home tab in the Sort and filter area
and choose Contains Devon.
Remove the application of a filter from a table
To remove the filter, click on Filter icon from the HOME tab in the Sort and filter area and
choose clear filter from Town.
Understand that a query is used to extract and analyse data
As tables grow in size they can have hundreds of thousands of records, which makes it
impossible for the user to pick out specific records from that table.
Queries were designed to overcome this problem.
Practically, queries are used to extract and analyse data.
Create a named single table query using specific search criteria
•
From the Create tab click on Query Wizard
•
Choose Simple Query Wizard
From the Tables/Queries drop down arrow choose the table that you need
•
Then choose the fields
•
Then click on Next
•
And click on Next again
Create a named single table query using specific search criteria
Write a title for your query, choose between open the query to view information or Modify the
query design and click Finish.
The difference between open the query to view information or Modify the query design is that
when we need to add some criteria to the query we use Modify the query design while we
use open the query to view information when therefs nothing else to be done.
Create a named two-table query using specific search criteria
•
From the Create tab click on Query Wizard
•
Choose Simple Query Wizard
From the Tables/Queries drop down arrow choose the table that you need
•
Then choose the fields
•
Then From the Tables/Queries drop down
arrow choose another table that you
need fields from
•
Choose the fields again
Write a title for your query, choose between open the query to view information or Modify the
query design and click Finish.
Matching Text
•
When you enter text into the criteria cell your text should be enclosed in quotes ("")
to distinguish it from other expressions and operators that you may need to add.
•
To match a word or phrase simply type the text you want to match. The query will
find all the records that match the text exactly.
•
Access will add the quote marks at each end. It is only necessary to enter the
quotes yourself if you type text that might confuse the query. For example you may
want to type a phrase that contains the words "and" or "or". Access would normally
interpret these words as instructions. You can manually insert the quote marks at
each end of the phrase to make sure the criterion means what you intend it to. This
example will display all the records that contain the entry Mosta in the Locality field.
Add criteria to a query
Mathematical operators such as ‘>’ (greater than) or ‘<’ (less than) are normally used for
specifying numbers and dates but can also be used for text. For example:
•
<"N" would find all entries beginning with a letter lower than the letter N in the
alphabet. In other words, all entries starting with the letters A - M.
• >="F" And <"H" would find all entries beginning with the letters F and G.
Working with Numbers
When working with numbers we normally use the mathematical operators to define the range
of numbers from which we want to select. For example, where X represents a number:
•
< X finds values less than X.
•
> X finds vales greater than X.
•
>=X finds values greater than or equal to X.
•
<>X finds vales not equal to X.
It is important that your field type is correctly defined as a Number field for numerical queries
to work properly.
Here are some examples
To match a number
•
Simply type the number that you want the query to find. This example will display the
record(s) with the entry 385 in the Customer Number field.
To find values less than a certain number
•
Type a less than sign (<) followed by the number. This example will display all records
with an entry less than 1000 in the Customer Number field.
Here are some examples
To find values in a range of numbers
•
You need to use the expression “Between X and Y”, where X and Y represent the
numbers at opposite ends of the range. This example will display all records with
entries falling within the range 500-700 in the Customer Number field.
Add criteria to a query using one or more of the following logical operators:
AND, OR, NOT
When you need to use multiple conditions for a query, you can use the logical operators to
combine conditions.
•
The AND logical operator specifies that both conditions must be met
•
The OR logical operator specifies that one or the other of the conditions must be
met
When you enter two conditions on the same row of the query design grid, an AND condition
is created.
If you enter two conditions that are on separate rows, an OR condition is created.
Creating And condition in the design grid
When creating criteria in the same row you are creating an And condition
Creating Or condition in the design grid
When creating criteria in the separate rows you are creating an OR condition
Use a wildcard in a query, * or %, ? or __
A wildcard is a special character that can stand for either a single character or a string of
text.
Wildcards are useful when you want the query to look for a range of different possible values,
and also when you are not certain exactly what you are looking for but can give the query
some clues to work with.
•
The two wildcards we commonly use are the asterisk or star (*) and the question
mark (?).
1. The asterisk (*) represents any string of text from nothing up to an entire
paragraph or more.
2. The question mark (?) represents a single character only (although you
could use, for example, two question marks to represent two unknown
characters).
For example:
•
Yor* would find York, Yorkshire and Yorktown but not New York.
•
Mar? would find Mark but not Mario, Martin or Omar.
•
F*d would find Fred and Ferdinand but not Frederick.
Like "Text*"
To match text starting with a particular letter or string, type the letter or string of text followed
by an asterisk.
Access will add the expression "Like" and place quotes around your typing.
This example will display all records that have an entry starting with 'O' in the Company field.
To match text ending with a particular letter or string, type an asterisk followed by a letter or
string of text.
This example will display all records that have an entry ending with OIT in the Company field.
Edit a query: add, modify, remove criteria
To add or modify criteria for a query it’s important that you will be in the design view of that
query.
Click on the criteria of that particular field and add or change the criteria as you need.
To remove the criteria simply place the cursor before the criteria and press the backspace
button till you delete the whole criteria of that field
Edit a query: add, remove, move, hide, unhide fields
To insert additional fields to a query:
1. Display the query in Design view.
2. In the field list, double-click the field name/s which you want to add. The Field:
(first row), in the design grid, will display the field name selected. The Table: (second
row), in the design grid, will automatically display the name of the table from which
you have selected the field.
3. Save the query.
To remove fields from a query:
1.
Display the query in Design view.
In the design grid, click the small grey cell above the name of the field to
remove. The entire column will be highlighted.
2.
3.
Press DELETE key.
You cannot undo deletions in queries in Design view. If you accidentally delete a field,
you will have to add it again to the query.
To move fields within a query:
1.
Display the query in Design view.
In the design grid, click the small grey cell above the name of the field to
move. The entire column will be highlighted.
2.
3.
Drag the column to the location where you wish to place it.
To hide field/s from being displayed in the record set:
1.
Display the query in Design view.
In the design grid, deactivate the check box/es in the Show: cells for the
field/s that will not be displayed in the record set. In most cases such fields are
added to the design grid for criteria purposes only.
2.
To unhide field/s so that these will be displayed in the record set:
1.
Display the query in Design view.
In the design grid, activate (click) the check box/es in the Show: cells for the
field/s that will be displayed in the record set.
2.
Run a query
After having specified the criteria in a query, you have to RUN the query in order to see the
results.
To run the query press on the Run button in the Design tab in the Results Section.
7.5 Doing More with Access
This module sets out essential concepts and skills relating to understanding
the concept of a database and demonstrating competence in using a
database.
In This Unit
Forms
✓ understand that a form is used to display and maintain records✓ create and name
a form✓ use a form to insert new records ✓ use a form to delete records ✓ use a form to
add, modify, delete data in a record ✓ add, modify text in headers, footers in a form
•
Create and name a form
A form is used to display and maintain records. It is an easier and more practical way of
entering data than through a table.
Create and name a form:
•
From the CREATE tab click on Form wizard
•
From the Tables/Queries drop down arrow choose the table that you need
•
Then choose the fields
Create and name a form
Next we are going to:
•
Choose the layout and click Next
•
Then choose the style and click Next
•
Write a title for your Form, choose between
open the query to view information or
Modify the Form design and click Finish.
Use a form to insert new records
Next we are going to:
•
Double-Click on the form in which you wish to insert records.
•
The form window will be displayed.
•
Click on New Record from the Record at the bottom of the window to add a new
record.
Use a form to delete records
Next we are going to:
•
Double-Click on the form in which you wish to delete records.
•
The form window will be displayed.
•
Click on New Record from the Record at the bottom of the window to add a new
record.
Use a form to add, modify, delete data in a record
To add data simply do on the box you need to add data and star typing.
For modifying data the same click on the box that you need to change place your cursor
before or after that word, and type what you need.
To delete data select the box that you need to delete and press delete from your keyboard.
Add, modify text in headers, footers in a form
The Form Wizard is an essential tool for creating a form.
However, you may need to modify the design of a form.
For example, to add/edit a header or footer you will need to use the Form Design View.
Go to Design View from the view button
The form Design View window displays three sections: Form Header, Detail
and Form Footer (scroll down to see the Form Footer if needed).
You will need to create a space between the Form Header section and the
Detail section to enter header text.
Likewise, you will need to create a space below the Form Footer if you
wish to add a footer text.
To add a header / footer
Create a label in the header or footer of your form by going to the DESIGN tab.
From the Controls area, select Label.
7.6 Outputs
This module sets out essential concepts and skills relating to understanding
the concept of a database and demonstrating competence in using a
database.
In This Unit
Reports, Data Export
•
✓ understand that a report is used to print selected information from a table
or query✓ create and name a report based on a table, query ✓ change arrangement of data
fields and headings with in a report layout ✓ present specific fields in a grouped report
by sum, minimum, maximum, average, count ✓ add, modify text in headers, footers in a
report✓ export a table, query output in spreadsheet, text (.txt, .csv), XML format to
a location on a drive
Printing
✓ change the orientation (portrait, landscape) of a table, form, query output,
report.✓ change paper size✓ print a page, selected record(s), complete table✓ print
all records using form layout, specific pages using form layout ✓ print the result of
a query✓ print specific page(s) in a report, print complete report
•
Understand that a report is used to print selected information from a table
or query
You can use reports for a variety of purposes: some common examples are periodical sales
summaries, stock lists, mailing lists and invoices.
A report is used to print selected information from a table or query.
The easiest way to produce your own reports is by using the wizard.
You can choose from a large choice of different reports.
The Report Wizard can construct the whole report according to your instructions.
Create and name a report based on a table, query
•
From the CREATE tab click on Report wizard
•
From the Tables/Queries drop down arrow choose the table/query that you need
•
Then choose the fields
Then choose if you need to do any grouping
Choose by what you want to sort your report.
•
Choose the layout and click Next.
•
Choose the style and click Next.
Write a title for your report, choose between open the query to view information or Modify the
Report design and click Finish.
Change arrangement of data fields and headings within a report layout
While doing the wizard when doing step 4 you can choose the layout of the report and the
orientation.
If you wish to move the data fields go to design view and move the data field by drag and
drop.
Present specific fields in a grouped report by sum, minimum, maximum, average,
count, at appropriate break points
While doing the wizard when doing the sorting choose Summary options that will be available
on that particular window and choose by what you want to group your report example by
sum or minimum or maximum or average or count.
Add, modify text in headers, footers in a report
The Report Wizard is an essential tool for creating a form.
However, you may need to modify the design of a form.
For example, to add/edit a header or footer you will need to use the Report Design View.
Go to Design View from the view button
The Report Design View window displays three sections: Report Header, Detail and Report
Footer (scroll down to see the Form Footer if needed).
You will need to create a space between the Form Header section and the Detail section to
enter header text.
Likewise, you will need to create a space below the Report Footer if you wish to add a footer
text.
To add a header / footer
Create a label in the header or footer of your form by going to the DESIGN tab.
From the Controls area, select Label.
Export a table, query output in spreadsheet, text (.txt, .csv), XML format
to a location on a drive
•
Choose the table you wish to Export.
•
Click on the External Data Tab.
•
Click on Excel in the Export Section.
•
Write the File Name.
•
Click OK.
•
Click Close.
Change the orientation (portrait, landscape) of a table, form, query output,
report
•
Choose the table, form, query or report.
•
Click on the FILE tab
•
Click on Print.
•
Then Click on Print Preview
•
From the Page Layout area choose between Portrait or Landscape.
•
Choose also the size from the Page Size area example A4.
Print a page
•
Click on the FILE tab
•
Click on Print.
•
Then Click on Print
•
The Print dialog box will be displayed as shown
here:
•
In the Page range section choose whether you wish to print all the pages in the
report etc., or you can choose from which page to which page you want to print or
choose if you want to print selected records.
In the Copies section specify how many copies of the same document you wish to print.
Finally, click OK.
Take Exam
TEST Module 1: Computer Essentials
The quiz for Module 1: Computer Essentials consists of 33 questions for
you to try.
You will need to check your answers before you can navigate to the next
question.
The quiz will monitor the number of questions you get right and the final
screen of the quiz will show you your percentage mark.
You can take the test as many times as you want.
About This Unit
The test contains 33 questions with a total of 33 marks. The pass mark for this unit is 85%.
In this unit, you will be tested about:
•
Use the main features of the operating system including adjusting the main
computer settings and using built-in help features.
•
Operate effectively around the computer desktop and work effectively in a
graphical user environment.
•
Know about the main concepts of file management and be able to efficiently
organize files and folders so that they are easy to identify and find.
•
Use utility software to compress and extract large files and use anti-virus software to
protect against computer viruses.
•
Demonstrate the ability to use simple text editing and print tools available within the
operating system.
Computer essentials test
Which one of the following Represents a folder?
•
•
•
Which one of the following file types is a common word processing format?
.xlsx
•
.mp3
•
.docx
•
.gif
Which one of the following terms represents instructions that enable a computer to
perform tasks?
Software
•
Hardware
•
Scroll bar
•
Flash drive
Which one of the following is a result of compressing a file?
The file is deleted
•
The file size is smaller
•
The 3 character extension is hidden
•
All file properties are lost
Which one of the following file types is an audio file?
.zip
•
.png
•
.mp3
•
.xlms
•
None of the above
Which one of the following is a benefit of online file storage?
Files can be shared safely with friends and family with Internet access
•
Only text can be stored online
•
The data is available to anyone with Internet access
•
Only you can access files you have stored online
Which one of the following is an appropriate routine to shut down a non-responding
application?
(select all that apply)
Close all open documents and press the power button until the computer switches off
•
Press Ctrl+Alt+Delete, select the application in the Task Manager window and click
on End Task button
•
Pull out the power cable from the back of the computer
•
Click Shut Down on Start menu and choose Shut Down from the drop-down list
•
Right click on the start bar and choose Task manager. Select the application in the Task
Manager window and click on End Task button
Which one of the following shows file size from smallest to largest?
Gigabyte, Megabyte, Kilobyte, Byte
•
Byte, Kilobyte, Megabyte, Gigabyte
•
Byte, Gigabyte, Megabite, Kilobyte
•
Kilobyte, Byte, Megabite, Gigabyte
•
Byte, Kilobyte, Megabite, Gigabyte
Which one of the following contains the File Explorer?
Control panel
•
Task Manager
•
Recycle bin
•
Task bar
•
Drawings
Which one of the following should you click on to gRestore Downh a window?
•
•
•
Which one of the following is a structure used by the Windows Operating System to
organise drives, folders and files on a computer?
Wi-max
•
Non-adjacent
•
Hierarchical
•
Trojan