COMPUTER APPLICATION

 

 

 

 

 

 

   

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Copyright © Ministry of Health, Community Development, Gender, Elderly and Children – 2016 

 

 

Table Contents 

Table Contents iii 

Background iv 

Acknowledgment v 

Introduction vii 

Abbreviations/Acronym x 

Session 1: Introduction to Basic Computers 1 

Session 2: Basic Structure and Functions of Computers 10 

Session 3: The Importance of Computers in Pharmacy Practice 26 

Session 4: The Use of Computers in Keeping Records of Medicines and Medical Supplies 36 

Session 5: Identification of Different Types of Computer Software 42 

Session 6: Demonstration on Getting Started with Microsoft Word 48 

Session 7: Demonstration on Microsoft Word Basics 62 

Session 8: Demonstration on Advanced Microsoft Word formatting 78 

Session 9: Demonstration on Tables Creation, Editing and Formatting 92 

Session 10: Working with Image in Microsoft Word 105 

Session 11: Demonstration on Printing and Managing Documents 120 

Session 12: Demonstration on PowerPoint Basics 125 

Session 13: Demonstration on Enhancing PowerPoint Presentation 143 

Session 14: Demonstration on Creating PowerPoint Slide Show 161 

Session 15: Demonstration on Microsoft Excel Windows Features 180 

Session 16: Demonstration on Worksheet Layout Management 199 

Session 17: Demonstration on Excel Cells and Creating Formulas 215 

Session 18: Demonstration of Charts and Printing Management of Excel Document 241 

Session 19: Computer Safety: Virus, Data Storage And Protection 266 

Session 20: Internet, Web and Computer Communications 277 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Background  

There is currently an ever increasing demand for pharmaceutical personnel in Tanzania. This is due to expanding investment in public and private pharmaceutical sector. Shortage of trained pharmaceutical human resource contributes to poor quality of pharmaceutical services and low access to medicines in the country (GIZ, 2012). 

Through Public-Private-Partnership (PPP) the Pharmacy Council (PC) together with Development Partners (DPs) in Germany and Pharmaceutical Training Institutions (PTIs) worked together to address the shortage of human resource for pharmacy by designing a project named “Supporting Training Institutions for Improved Pharmaceutical Services in Tanzania‖ in order to improve quality and capacity of PTIs in training, particularly of lower cadre pharmaceutical personnel. 

The Pharmacy Council formed a Steering committee that conducted a stakeholders‘ workshop from18th to 22ndAugust 2014 in Morogoro to initiate the implementation of the project. 

Key activities in the implementation of this project included carrying out situational analysis, curriculum review and harmonization, development of training manual/facilitators guide, development of assessment plan, training of trainers and supportive supervision. 

 

After the curricula were reviwed and harmonized, the process of developing standardised training materials was started in August 2015 through Writer‘s Workshop (WW) approach. 

 

The approach included two workshops (of two weeks each) for developing draft documents and a one-week workshop for reviewing, editing and formatting the sessions of the modules. 

 

The goals of Writers Workshopswere to build capacity of tutors in the development of training materials and to develop high-quality standardized teaching materials. 

 

The training package for pharmacy cadres includes a Facilitator Guide, Assessment plan and Practicum.  There are 12 modules for NTA level 4 making 12 Facilitator guides and one Practicum guide. 

 

 

 

 

 

 

 

 

 

Acknowledgment 

The developmentof standardized training materials of a competence-based curriculum for pharmaceutical sciences has been accomplished through involvement of different stakeholders. 

 

Special thanks go to the Pharmacy Council for spearheading the harmonization of training materials in the pharmacy after noticing that training institutions in Tanzania were using different curricula and train their students differently. 

   

I would also like to extend my gratitude to St. Luke Foundation (SLF)/Kilimanjaro School of Pharmacy –Moshi for their tireless efforts to mobilize funds from development partners. 

 

Special thanks to John Snow Inc (JSI), Deutsche GesellschaftFür Internationale Zusammenarbeit (Giz), Merck Kgaa, BoehringerIngelheimGmbhand Bayer Pharma Ag and action medeor.V for the financial and technical support.  

 

Particular thanks are due to those who led this important process to its completion, Mrs Stella M. Mpanda, Director Childbirth SurvivalIntenational and Members from the secretariat of National Council for Technical Education (NACTE) for facilitating the process. 

 

Finally, I very much appreciate the contributions of the tutors and content experts representing PTIs, hospitals, and other health training institutions.  Their participation in meetings and workshops, and their input in the development of this training manual/facilitators guide have been invaluable. 

 

These participants are listed with our gratitude below: 

 

Mr.Wilson Mlaki                      St. Luke Foundation/Kilimanjaro School of Pharmacy 

Mr.Samwel M. Zakayo Pharmacy Council 

Mr. Amour Idd Pharmacy Council 

Mr. Selemani Majindo              NACTE 

Mr. Dennis Busuguli  MoHCDGEC 

Mr. Amani Phillip HKMU 

Mr. Karol J. Marwa CUHAS 

Mr. John M. Bitoro CUHAS 

Mr. Omary S. Mejjah  CUHAS 

Mr. Sixbert Nkwenge  LZHRC 

Ms. Ester A. Tuarira  MUHAS 

Mr. Rajabu I. Amiri  MUHAS 

Mr. Peter J.  Njalale  MUHAS 

Ms. Tumaini H. Lyombe MUHAS 

Mr. Oswald Paschal        KSP 

Mr. Peter Benedict KSP 

Mr, Wensaa E. Muro  KSP 

Ms. Dilisi J. Makawia  KSP 

Mr. Nsabo Y. Kihore                KSP 

Mr. Kolonjoi Olekiyapi            KSP 

Ms. Julieth Koimerek          KSP 

Rev. Baraka A.M. Kabudi MEMS  

Mr. Kelvin E. Mtanililwa Royal Pharmaceutilcal Training Institute 

Mr. George Kilimanjaro Royal Pharmaceutilcal Training Institute 

Ms. Rose Bulilo CEDHA 

Ms. Diana H. Gamuya CEDHA 

Dr.Melkiory Masatu  CEDHA 

Dr.Benny Mboya CEDHA 

Mr. Jackson Shayo CEDHA 

Dr. Peter A. Sala CEDHA 

Mr. Goodluck Mdugi  RuCU 

Mr. Gaspar Baltazary  RuCU 

Mr. Silvester Andrew  St. Peter College 

Mr. Emanuel Mayunga St. Peter College 

Mr. Habel A. Habel City College of Health and Allied Sciences 

Ms. Zaina Msami Meru District Council 

Mr. John Paschal Mount Meru Regional Hospital 

Mr. Mugisha G. Wilson          JSI 

Mr. Matiko M. Machage          JSI 

Mr. Dickson Mtalitinya SIBS 

Mr. Nemes P. Uisso  Moshi District Council 

 

 

 

 

 

 

Dr. O. Gowele 

Director of Human Resources Development 

Ministry of Health, Community Development, Gender, Elderly and Children 

 

 

 

 

 

 

 

Introduction 

Module Overview 

This module content is a guide for tutors of Pharmaceutical schools for training of students. The session contents are based on sub-enabling outcomes and their related tasks of the curriculum for Basic Technician Course in Pharmaceutical Sciences. The module subenabling outcomes and their related tasks are as indicated in the Basic Technician Certificate in Pharmaceutical Sciences (NTA Level 4) Curriculum. 

Target Audience 

This module is intended for use primarily by tutors of pharmaceutical schools. The module‘s sessions give guidance on the time, activities and provide information on how to teach the session. The sessions include different activities which focus on increasing students‘ knowledge, skills and attitudes. 

Organization of the Module 

The module consists of twenty (20) sessions; each session is divided into several parts as indicated below: 

• Session Title:The name of the session 

• Total Session Time: The estimated time for teaching the session, indicated in minutes 

• Pre-requisites: A module or session which needs to be covered before teaching the session. 

• Learning Tasks:Statements which indicate what the student is expected to learn by the end of the session 

• Resources Needed: All resources needed for the session are listed including handouts and worksheets 

• Session Overview: The session overview box lists the steps, time for each step, the activity or method used in each step and the step title 

• Session Content: All the session contents are divided into steps. Each step has a heading and an estimated time to teach that step as shown in the overview box. Also, this section includes instructions for the tutor and activities with their instructions to be done during teaching of the contents 

• Key Points: Key messages for concluding the session contents at the end of a session This step summarizes the main points and ideas from the session, based on the learning tasks of the sssion 

• Evaluation: The last section of the session consists of short questions based on the learning tasks to check the understanding of students. 

• Handouts: Additional information which can be used in the classroom while teaching or later for students‘ further learning. Handouts are used to provide extra information related to the session topic that cannot fit into the session time. Handouts can be used by the students to study material on their own and to refer to them after the session. Sometimes, a handout will have questions or an exercise for the participants including the answers to the questions. 

 

Instructions for Use and Facilitators Preparation 

• Tutors are expected to use the module as a guide to train students in the classroom and skills laboratory 

• The contents of the modules are the basis for teaching and learning Basic Computer Applications. 

• Use the session contents as a guide 

• The tutors are therefore advised to read each session and the relevant handouts and worksheets as preparation before facilitating the session 

• Tutors need to prepare all the resources, as indicated in the resource section or any other item, for an effective teaching and learning process 

• Plan a schedule (timetable) of the training activities 

• Facilitators are expected to be innovative to make the teaching and learning process effective 

• Read the sessions before facilitation; make sure you understand the contents in order to clarify points during facilitation 

• Time allocated is estimated, but you are advised to follow the time as much as possible, and adjust as needed 

• Use session activities and exercises suggested in the sessions as a guide 

• Always involve students in their own learning. When students are involved, they learn more effectively 

• Facilitators are encouraged to use real life examples to make learning more realistic 

• Make use of appropriate reference materials and teaching resources available locally 

Preparation with Handouts and Worksheets 

• Go through the session and identify handouts and worksheets needed for the session 

• Reproduce pages of these handouts and worksheets for student use while teaching the session. This will enable students to refer to handouts and worksheets during the session in the class. You can reproduce enough copies for students or for sharing 

• Give clear instructions to students on the student activity in order for the students to follow the instructions of the activity 

• Refer students to the specific page in the student manual as instructed in the facilitator guide 

Using Students Manual When Teaching 

• The student manual is a document which has the same content as the facilitator guide, which excludes facilitator instructions and answers for exercises.  

• The student manual is for assisting students to learn effectively and acts as a reference document during and after teaching the session.  

• Some of the activities included in facilitator guide are in the student manual without facilitator instructions. 

 

 

  

Abbreviations/Acronym 

 

VLSI Large Scale Integrated circuits 

LCD Liquid Crystal Display   

PC Personal computer 

CPU Central Processing Unit  

IBM-PC    International Bussiness Machine Personal Computer 

RAM Random Access Memory 

CTRL  Control  

ALT Alternative   

CU Control Unit  

A.C Alternative Current 

IC‘s Integrated circuits  

ULSI Ultra Large Scale Integration 

AI  Artificial Intelligence 

ALU Arithmetic / logic unit 

ROM Read Only Memory  

CD 

DVD‘s Compact Disc 

Digital Video Discs 

CAD Computer Aided Design. 

DHIS Drug health information system software  

Ctrl + B  Bold 

Ctrl + I Italic   

Ctrl + U Underline  

Ctrl + S Save   

Ctrl + F4 Exit 

Ctrl + C Copy  

HD Hard Disc  

ISP SIBS Internet Service Provider 

Spring Institute of Bussiness and Sciences   

HTML HyperText Markup Language 

IRC ELCT Internet Relay Chat 

Evangelical Lurtheran Church in Tanzania  

PPP  PC Public-Private-Partnership   Pharmacy Council   

DPs Development Partners. 

PTIs 

WW 

NACTE 

JSI    Pharmaceutical Training Institutions   

Writer‘s Workshop 

National Council for Technical Education John Snow Inc  

MUHAS Muhimbili University of Health and Allied Scinces. 

CUHAS  Catholics University of Health and Allied Sciences  

 

RUCU Ruaha Catholic University    

KSP Kilimanjaro School of Pharmacy  

CEDHA  Center for Educational Development in Health Arusha 

KCMC Kilimanjaro Christian Medical Center   

LZHRC Lake Zone Health Resource Center  

HKMU Hurbert Kairuki Memorial University   

MEMS Mission for Essential Medicines Supplies 

   

ii

 

Session 1: Introduction to Basic Computers 

 

Total Session Time:   60minutes +120 minutes Practical  

 

Prerequisites  

• None 

 

Learning Tasks   

By the end of this session students are expected to be able to: 

• Define the Term ‗Computer‘  

• Classify  Types of Computers 

• Explain the History of the Personal Computers 

• Explain the Uses of Computer 

• Identify Computer Parts and Connect Parts 

• Explain Keyboard Layout  

• Perform Turn on and Shut Down of  Computer  

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer 

• LCD projector 

 

SESSION OVERVIEW 

Step Time Activity/ 

Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 10 minutes Presentation, Brainstorming Definition of Computer 

3 20 minutes Presentation Classification of Types of Computers 

4 15  minutes Presentation History of Personal Computers 

5 10 minutes Presentation  Buzzing Uses of Computer 

6 45 minutes Presentation  Demonstration Computer Parts and Connection 

7 45 minutes Presentation Keyboard Layout 

8 20 minutes Presentation Turn  on and Shut Down Computer 

9 05 minutes Presentation Key Points 

10 05 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) READ or ASK student to read the learning objectives and clarify. 

 

ASK students if they have any questions before continuing. 

 

Step 2: Definition of Computer (10 minutes) 

 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What is the term ‗computer‘ means? 

 

ALLOW few students to respond 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

Meaning of Computer 

• Computer 

o An electronic device that can follow instruction to accept input, process that input and produce information  

o It can also simply be defined as an electronic machine that takes data, stores it, processes that data and produces information. (Data can be defined as unprocessed facts and processing data gives information) 

• The Two Principal Characteristics of a Computer o Responds to a specific set of instructions in a well-defined manner o Can execute a pre-recorded list of instructions (a program) 

 

Step 3: Classification  of Types of Computers (20 minutes) Computers can be classified by using Size and Power as follows: 

• Workstation computers o A powerful, single-user computer 

o A workstation is like a personal computer, but it has a more powerful microprocessor and a higher-quality monitor  

• Minicomputer 

o A multi-user computer capable of supporting from 10 to hundreds of users simultaneously  

• Mainframe computer  o A powerful multi-user computer capable of supporting many hundreds or thousands of users simultaneously 

 

Supercomputer 

o An extremely fast computer that can perform hundreds of millions of instructions per second   

• Personal Computer 

o Personal computer (PC) is a small, relatively inexpensive computer designed for an individual user 

o classified by size and portability  

 Desktop Computers 

 Laptops or  notebooks 

 Personal Digital Assistants 

 Portable Computers 

 Tablet Computers 

 Wearable Computers 

 Cell Phones 

 

o All are based on the microprocessor technology that enables manufacturers to put an entire Central Processing Unit (CPU) on one chip   

o The principal characteristics of personal computers are that they are single-user systems and are based on microprocessors 

o Although personal computers are designed as single-user systems, it is common to link them together to form a network 

o In terms of power, there is great variety 

o At the high end, the distinction between personal computers and workstations has faded  

o High-end models of the Macintosh and PC offer the same computing power and graphics capability as low-end workstations by Sun Microsystems, Hewlett-Packard, and DEC 

 

 

Step 4: History of Personal Computers   (15 minutes) 

• Personal computers first appeared in the late 1970s  

• One of the first and most popular personal computers was the Apple II 

• During the late 1970s and early 1980s, new models and competing operating systems seemed to appear constantly  

• In 1981 a new standard was established in the micro-computer industry with the debut of the IBM PC  

• The IBM PC quickly became the personal computer of choice, and most other personal computer manufacturers fell by the wayside 

• In order to survive, other companies adjusted to IBM's dominance by building IBM clones, computers that were internally almost the same as the IBM PC, but that cost less  

• Because IBM clones used the same microprocessors as IBM PCs, they were capable of running the same software 

 

Since then, hundreds of millions of PC-compatible systems have been sold as the original PC has grown into an enormous family of computers 

• More software has been written for this computer family than for any other system on the market  

• Apple computer did survive and to date it remains a major player in the personal computer marketplace  

• Today, the world of personal computers is basically divided between Apple Macintoshes and PCs  

 

Step 5: Uses of Computer (10 minutes) 

 

Activity: Buzzing (5 minutes) 

 

ASK students to pair up and buzz on the following questions for 2 minutes 

 

• What types of personal computers have you used before? 

• What did you use it for?  

 

ALLOW few pairs to respond and let other pairs to add on points which are not mentioned 

 

WRITE their response on the flip chart/board 

 

CLARIFY and SUMMARIZE by using the content below 

 

There are two uses of computer, these are:  

• General purpose computer is design to solve wide variety of problems. Examples of general purpose computer are o School computers o Hospital computers 

o Office computers 

 

• Special purpose computer is designed for particular job only to solve problem of restricted nature. Examples of special purpose computer are o Petroleum pumps o Traffic lights 

o Programmable pocket calculator 

o Weapons guidance system 

 

Step 6: Computer Parts and Connection (45 minutes) 

Computer parts include the following: 

• Keyboard  

• Mouse 

• Monitor(Screen) 

• Central Processing Unit (CPU) 

System unit 

• Random Access Memory(RAM) 

 

Connecting Computer Parts 

Connecting a computer includes the following steps: • Connect monitor and system unit together.  

• Connect keyboard.  

• Connect mouse  

• Connect computer to electrical power.  

 

Activity: Demonstration (30 minutes) 

 

DIVIDE students in small manageable groups. 

 

PREPARE computer parts for demonstration 

 

POSITION students so that everyone can see and hear 

 

REVIEW steps of connecting a computer with students  

 

DEMONSTRATE the procedure of connecting computer parts 

 

ALLOW one student from each group to do a return demonstration and let others comment on it 

 

CLARIFY and SUMMARIZE by using the content below 

 

INFORM the students that “every student will practice in the computer laboratory under supervision until is competent‖ 

 

Step 7:  Keyboard Layout (45 minutes) 

 

Activity: Demonstration (45 minutes) 

 

DIVIDE students in small manageable groups. 

 

PREPARE Keyboard for demonstration 

 

POSITION students so that everyone can see and hear 

 

REVIEW keys of the keyboard of a computer with students  

 

DEMONSTRATE the functions of keys of a computer keyboard 

 

ALLOW students from each group to do a return demonstration and let others comment on it 

 

CLARIFY and SUMMARIZE by using the content below 

 

INFORM the students that “every student will practice in the computer laboratory under supervision until is competent‖ 

The keyboard has the following keys:  

• Enter or Return - Moves the cursor down one line and to the left margin. Enter also process commands such as choosing an option in a dialog (message) boxes and submitting a form 

• DEL or Delete - Deletes the character at cursor and/or characters to the right of the cursor and all highlighted (or selected) text 

• BKSP or Backspace - Deletes the character to the left of cursor and all highlighted text 

• Space Bar - Moves the cursor one space at a time to the right 

• Shift Key - Use the shift keys to type capital letters and to type the upper character on keys with two characters on them 

• Caps Lock - Locks the keyboard so it types capital letters (a light goes on when caps lock is on) 

• Tab - Moves the cursor five spaces to the right (number of spaces are usually adjustable). 

Tab moves to the next field in a form or table (Shift-Tab for previous field). • ESC or Escape - Cancels a menu or dialog box 

• Arrow Keys - Moves the cursor around document without changing text 

• Function Keys or F keys - Access commands by themselves or in combination with the three command keys; CTRL, SHIFT, and ALT 

 

Figure 1: Keyboard  

  

Source: Herniter, M.E. 2000 

   

Command or Special Keys 

• Command keys normally do nothing on their own but work in combination with other keys  

• Each piece of software uses the command keys differently though there is a move to standardize some functions 

• The Control key or Ctrl is often used to access commands  

• The Alternative key or Alt is often used to access menus  

• The Shift key is used to type CAPITAL LETTERS 

• The command keys are all used to move through documents and edit text faster and easier 

• Many computers have special keys designed specifically for the particular computer  

• Apple computers have the Apple keys and Macs have Command keys 

• Many older computers also have special keys used for a variety of different functions 

 

• Some laptop keys are left out because of space limitations and they usually have a special function key which allows other keys to double for the missing ones  

Step 8: Turn On and Shut Down Computer (20 minutes) 

 

Activity Demonstration (20 minutes) 

 

DIVIDE students in small manageable groups. 

 

PREPARE Computer for demonstration 

 

POSITION students so that everyone can see and hear 

 

REVIEW steps of that skill with students using a checklist 

 

 REFER students to Computer parts and connecting activity 

 

DEMONSTRATE the procedure of switching computer ON/OFF 

 

ALLOW one student from each group to do a return demonstration and let others comment on it 

 

CLARIFY and SUMMARIZE by using the content below 

 

INFORM the students that “every student will practice in the computer laboratory under supervision until is competent‖ 

 

 

• Computer is like other electronic equipment like Television or radio. It has on/off button. When switch on computer you just press the button and it will start automatic. The process is called booting 

• Turning off is different from other devices because you have to follow procedures. 

 

 

The figure below (2 and 3) shows the procedure of switching OFF the computer 

  

By using computer mouse click start button as shown in figure 2 

 

 

 

 

 

 

 

 

 

 

 

 

 

Figure 2: Start Button 

  

Source: Screen shoot 

 

Then window like in figure 3 will appear then use computer mouse to click on button you want.  

 

Figure 3: Turn Off Button 

 

Source: Screen Shoot 

 

Step 9: Key Points (5 minutes) 

• Computer is an electronic device that can follow instruction to accept and process that input to produce information 

• Computers are  classified by using size, users, portability and power 

• Personal computers first appeared in late 1970s and early 1980s; new models and competing operating systems appeared rapidly 

• Computers are used for general purpose example in School, Hospitals, or Office but can also are used in special purposes for particular job only to solve problem of restricted nature. Examples are Petroleum pumps or traffic lights  

• It is important to know the symbols and terms used in keyboard 

• Before connecting computer it‘s important to make sure that  all parts are available  

  

Step 10: Evaluation (5 minutes)  

• What does the term ‗computer‘ mean? • What is the history of personal computer • What are the computer parts? 

• What are the features of keyboard? 

• What are the procedures used in switching computer ON and OFF. 

Reference 

 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed). Ventage Press. CPU. Retrieved September 12, 2009 from 

www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal Computer Fundamentals for Students, Hardware Windows 2000 Application (2nd Ed). Prentice Hall.  

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to Computers for Healthcare Professionals (4th Ed). Barb Mews: London.  

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T., & O‘leary, L. (2006). Computing essentials, introductory edition. Arizona State University,: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 2: Basic Structure and Functions of Computers 

 

Total Session Time: 120 minutes 

 

Prerequisites 

 Session 1 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Explain structure of a computer 

• Describe Different Types of Computer Generations  

• Describe Major Parts of a Computer and its Function 

• Explain Back-up Systems and their Importance 

• Identify Different Devices and Peripherals of a Computer 

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer 

• LCD 

 

SESSION OVERVIEW 

Step Time Activity/Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 20 minutes Presentation Buzzing Structure of Computer 

3 20minutes Presentation Types of Computer Generation 

4 30 minutes Presentation Brainstorming Major Parts of Computer and its Function 

5 25 minutes Presentation Buzzing Back-up Systems and  their Importance 

6 5 minutes Presentation Devices and Peripherals of a Computer 

 7 05 minutes Presentation Key Points  

 8 05 minutes Presentation Evaluation 

 9 05 minutes Presentation Assignment 

 

 

 

 

 

 

 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

• READ or ASK students to read the learning objectives and clarify. 

 

• ASK students if they have any questions before continuing 

 

Step 2: Structure of Computer (20 minutes) 

 

Activity: Buzzing (5 minutes) 

 

ASK students to pair up and buzz on the following question for 5 minutes 

 

• What are the structures of a computer? 

 

ALLOW few pairs to respond and let other pairs to add on points  not mentioned 

 

WRITE their response on the flip chart/board 

 

CLARIFY and SUMMARIZE by using the content below 

 

• Computer is created to simplify jobs of different type according to the user needs.  o User of the computer is the one who commands the computer and tells it what to do  o User tells computer what to do by entering data using keyboard then result will be displayed on the screen   

• The process of entering data into computer is called data entry.  

o This process of entering data to a computer is done by user, in which data will be processed in order to get information  

o User will use input devices such as keyboard and mouse to enter data in the system then the data will be processed to produce information  

o The result which is output will be shown in a monitor or through printed document o Below are the procedures and diagram used by computer to execute data 

First o Data is entered through input devices e.g. keyboard.  

Second o Control Unit (CU) after receiving instruction from the main memory to send signal and commands, CU send signal and commands to various parts of the computer system to prepare and accept the data 

o After the data is processed it is sent back to main memory which stores it temporarily before the next command is executed  

o The data is then sent to secondary storage devices after secondary storage device had received command from the Control Unit  

o For the information to be put into a hard copy i.e. paper, the information moves from the secondary storage device to the main memory which waits for signals and commands from Control Unit  

o After receiving signal from the Control Unit that the output devices are ready to receive data, the main memory releases the data to the output devices like printers 

Third o Output devices translate the processed information from the computer into a form that humans can understand  

o The most common output devices are monitors or video display screen and printers. 

Lastly  o Secondary storage devices hold data and program even after electrical power to the computer has been turned off  

o The most important kinds of secondary media are floppy, hard and optical disks 

 

Figure 9: Structure of Computer 

  

Source: Slideshare.net 

Step 3: Types of Computer Generations (20 minutes) 

Computer generation is categorized into five generation 

• First Generation 

• Second Generation • Third Generation 

• Fourth Generation  

• Fifth Generation 

 First Generation 1946-1959.  

• The computers of first generation used vacuum tubes as the basic components for memory and circuitry for CPU (Central Processing Unit) 

• These tubes, like electric bulbs, produced a lot of heat and were prone to frequent fusing of the installations, therefore, were very expensive and could be afforded only by very large organizations 

• In this generation mainly batch processing operating system were used 

• Punched cards, paper tape, and magnetic tape were used as input and output devices 

• The computers in this generation used machine code as programming language Figure 4: 1st Generation Computer 

  

Source: tutorialspoint.com 

 

The Main Features of First Generation 

• Vacuum tube technology 

• Unreliable 

• Supported machine language only 

• Very costly 

• Generated lot of heat 

• Slow input and output devices • Huge size • Need of A.C. 

• Non-portable 

• Consumed lot of electricity Second Generation 1959-1965.  

• In this generation transistors were used that were cheaper, consumed less power, more compact in size, more reliable and faster than the first generation machines made of vacuum tubes 

• In this generation, magnetic cores were used as primary memory and magnetic tape and magnetic disks as secondary storage devices  

• In this generation assembly language and high-level programming languages like FORTRAN, COBOL was used 

• The computers used batch processing and multiprogramming operating system. Figure 5: 2nd Generation Computer 

  

Source: tutorialspoint.com 

 

The Main Features of Second Generation 

• Use of transistors 

• Reliable in comparison to first generation computers 

• Smaller size as compared to first generation computers 

• Generated less heat as compared to first generation computers 

• Consumed less electricity as compared to first generation computers 

• Faster than first generation computers 

• Still very costly 

• A.C. needed 

• Supported machine and assembly languages 

 

 

Third Generation 1965-1971.  

• The computers of third generation used integrated circuits (IC's) in place of transistors 

• A single IC has many transistors, resistors and capacitors along with the associated circuitry 

• The IC was invented by Jack Kilby. This development made computers smaller in size, reliable and efficient 

• In this generation remote processing, time-sharing, multi-programming operating system were used 

Figure 5: 3rd Generation Computer 

  

Source: tutorialspoint.com 

 

The Main Features of Third Generation  

• IC used 

• More reliable in comparison to previous two generations 

• Smaller size 

• Generated less heat 

• Faster 

• Lesser maintenance 

• Still costly 

• A.C needed 

• Consumed lesser electricity 

• Supported high-level language 

Fourth Generation 1971-1980 

• The computers of fourth generation used Very Large Scale Integrated (VLSI) circuits.  

• VLSI circuits having about 5000 transistors and other circuit elements and their associated circuits on a single chip made it possible to have microcomputers of fourth generation  

• Fourth generation computers became more powerful, compact, reliable, and affordable.  

• As a result, it gave rise to personal computer (PC) revolution  

• In this generation time sharing, real time, networks, distributed operating system were used  

• All the high-level languages like C, C++, DBASE etc., were used in this generation 

 

 

Figure 6: 4th Generation Computer 

  

Source: tutorialspoint.com 

 

The Main Features of Fourth Generation 

• VLSI technology used 

• Very cheap 

• Portable and reliable 

• Use of PC's 

• Very small size 

• Pipeline processing 

• No A.C. needed 

• Concept of internet was introduced 

• Great developments in the fields of networks 

• Computers became easily available 

 

The Period of Fifth Generation 1980-Till Date 

• In the fifth generation, the VLSI technology became ULSI (Ultra Large Scale Integration) technology, resulting in the production of microprocessor chips having ten million electronic components  

• This generation is based on parallel processing hardware and AI (Artificial Intelligence) software  

• AI is an emerging branch in computer science, which interprets means and method of making computers think like human beings.  

• All the high-level languages like C and C++, Java, .Net are used in this generation. 

o AI includes: 

 Robotics 

 Neural Networks 

 Game Playing 

 Development of expert systems to make decisions in real life situations. 

 Natural language understanding and generation Figure 7: 5th Generation Computer 

  

Source: tutorialspoint.com 

 

The Main Features of Fifth Generation  

• ULSI technology 

• Development of true artificial intelligence 

• Development of Natural language processing 

• Advancement in Parallel Processing 

• Advancement in Superconductor technology 

• More user friendly interfaces with multimedia features 

• Availability of very powerful and compact computers at cheaper rates 

 

Some Computer Types of This Generation  

• Desktop 

• Laptop 

• Notebook 

• Ultra Book 

• Chrome Book 

  

 

 

 

 

Step 4: Major Parts of a Computer and its Function (30 minutes) 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What are major parts of a computer? 

 

ALLOW few students to respond 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

Computer is made up by hardware and software  

• Hardware 

o Hardware is the equipment that processes the data to create information and is controlled by software. It includes  

 Keyboard  

 Mouse 

 Monitor(Screen) 

 Central Processing Unit CPU) 

 System unit 

 Random Access Memory(RAM) 

Figure 8: Diagram of computer parts 

 

  

Source: myimagecollection.net 

 

Software 

• Software is another name of a program or programs.  The purpose of software is to convert data (unprocessed facts) into information (processed facts)   

• Software programs consist of the step-by-step instructions that tell the computer how to do its work or set of instruction which tell computer what to do 

 

• In order computer physical part (hardware) to work properly there must be software. Software is set of instruction which tell computer what to do 

• There are two types of software, these are system software and application software 

System Software  

• System software consists of programs that control the operations of a computer and its devices  

• System software serves as the interface between a user, the application software, and the computer‘s hardware. One type of system software is the operating system 

• Before application software can be run, the operating system, which contains instructions that coordinate the activities among computer hardware devices, must be loaded from the hard disk into the computer‘s memory 

Application Software 

• Application software consists of programs designed to perform specific tasks for users.  

• Application software can be used as a productivity/business tool; to assist with graphics and multimedia projects; to support home, personal, and educational activities and to facilitate communications. 

• Specific application software products is called program and are available from software vendors.  

 

Functions of major parts of a computer 

Keyboard  

• Keyboard is an input device, partially modeled after the typewriter keyboard, which uses an arrangement of buttons or keys, to act as mechanical levers or electronic switches 

• After punch cards and paper tape, interaction via teletype-style keyboards became the main input device for computers  

 

Mouse 

• Computer‘s mouse controls a graphical mouse pointer or mouse cursor on the screen.  

• When you move the mouse around by rolling it on your desk, the pointer on the screen moves in a similar manner  

• Roll the mouse left, and the pointer moves left; roll it in circles, and the pointer mimics that action 

 

Basic mouse operations: 

Point: When you‘re told to ―point the mouse,‖ you move the mouse on the desktop, which moves the mouse pointer on the screen to point at something interesting (or not). 

Click: A click is a press of the mouse button — one press and release of the main button, the one on the left. This action makes a clicking sound, which is where this maneuver gets its name. 

• Clicking is often done to select something or to identify a specific location on the screen. 

• Right-click: This action is the same as a click, although the right mouse button is used to get more commands. 

• Double-click: This one works just like the single click, although you click twice in the same spot — usually, rather rapidly.  

o This is most commonly done in Windows to open something, such as an icon  o Both clicks must be on (or near) the same spot for double-click to work 

• Drag: The drag operation is done to graphically pick up something on the screen and move it.  o To do that, you point the mouse at the thing you want to drag, press and hold the mouse‘s button (which ―picks up‖ the object), and then move the mouse to another location 

o When you move the mouse (and keep the button down), the object moves  o To release, or drop, the object, release the mouse button 

Speakers 

• This is output device which use to convert electrical energy into sound  

• It consist essentially a thin flexible sheet called diaphragm that is made to vibrate by electrical signal from amplifier 

Central processing Unit (CPU) 

• CPU is also called a processor, significantly impacts overall computing power and manages most of a computer‘s operations  

• This is the component that actually executes instructions  

• The CPU contains  o Control unit  

o Arithmetic / logic unit (ALU) 

Control unit directs and coordinates most of the operations in the computer 

For every instruction, the control unit repeats a set of four basic operations called the machine cycle: 

• Fetching the instruction or data item from memory  

• Decoding the instruction into commands the computer understands 

• Executing the commands, and, if necessary 

• Storing, or writing the result to memory 

Arithmetic/logic unit (ALU) performs the execution part of the machine cycle. Specifically, the ALU carries out three operations: 

• Arithmetic operations – performing calculations, which include addition, subtraction, multiplication, and division  

• Comparison operations – comparing data items to determine if the first item is greater than, equal to, or less than the other item  

• Logical operations – working with conditions and logical operators such as AND, OR, and not  

•  

• Monitor 

o This is sometimes called screen or visual display unit.  o This is an output device for electronic visual display on computers.  o It allow user to see the data which entering into a computer and results after processing the data 

• Hard disk drive 

o Is a non- is a non-volatile storage device for digital data.  

o This means permanent storage  

o Hard disk is used to store all programs used by computer permanently and it is within the system 

• Random access memory (RAM) 

o RAM is a form of computer data storage  o It enables computer to store at least temporarily data and programs.  o RAM is often associated with volatile types of memory  o This means that its contents are lost when the computer is turned off o In general, memory (RAM) is fast and short-term 

• Read-Only Memory (ROM)  

o Read Only Memory is a storage medium that is used with computers and other electronic devices  

o As the name indicates, data stored in ROM may only be read; it is either modified with extreme difficulty or not at all  

o ROM is mostly used for firmware updates  

o A simple example of ROM is the cartridge used with video game consoles  

• Printer o This is an output device which allows user to view results in paper page 

• Uninterrupted Power Supply (UPS) o Is an electrical apparatus that provides emergency power to load when the input power source fail 

• Power supply 

o It is the component that supplies power to the other components in a computer system 

 

Step 5: Back-up  Systems and their  Importance (25  Minutes) 

Activity: Buzzing (5 minutes) 

 

ASK students to pair up and buzz on the following question for 2 minutes 

 

• What is backup system? 

 

ALLOW few pairs to respond and let other pairs to add on points  not mentioned 

 

WRITE their response on the flip chart/board 

 

CLARIFY and SUMMARIZE by using the content below 

Backup refers to the copying and archiving of computer data so it may be used to restore the original after a data loss event. The verb form is to back up in two words, whereas the noun is backup 

Data Backup is the result of copying or archiving files and folders for the purpose of being able to restore them in case of data loss 

• Data loss can be caused by many things ranging from computer viruses to hardware failures to file corruption to fire, flood, or theft 

• As part of a data backup plan, you should consider the following: o What data (files and folders) to backup o What compression method to use o How often to run your backups o What type of backups to run o What kind of media on which to store the backups o Where to store the backup data for safekeeping 

 

What Data Should I Back up? 

• In general, you should back up any work or data that can't be replaced easily.  

• Some examples are word processing documents, spreadsheets, databases (for financial data), customer data, and personal files such as pictures, music files and emails 

 

What Compression Method Should I Use? 

• You can use Best method compression with any or your backups.  

• This will insure that your Zip files will be as small as possible.  

• If you have a preferred compression method or if you would like the Zip files to be created more quickly, you have the option to choose a different method. 

 

How Often Should I Run my Backups? 

The frequency to run your backups depends on how often the data changes. 

• Business data that changes frequently may need daily or hourly backups 

• Data that changes every few days might use a weekly or even monthly backup • For some data, you might run your backup whenever you make a change 

 

What Kind of Media Should I Use and Where Should I Store my Backups? 

• You can store your backup files on any file storage media you have.  

• The most common examples for a home user would be an additional local hard drive, an external hard drive, optical discs (CDs, DVDs, or Blu-ray discs), or flash drives.  

• A best practice for storing backups is to keep a copy of the backup files on-site (in your home or office) for easy access and a copy off-site in case of fire, flood, or other damage to your location which could damage or destroy the on-site backup copy. 

 

Types of Backup Equipment 

• Magnetic Tape  o Magnetic tape has long been the most commonly used medium for bulk data storage, backup, archiving, and interchange.  o Tape has typically had an order of magnitude better capacity/price ratio when compared to hard disk, but recently the ratios for tape and hard disk have become a lot closer. 

o Some new tape drives are even faster than modern hard disks. 

 

• Hard Disk 

o The capacity/price ratio of hard disk has been rapidly improving for many years.  o This is making it more competitive with magnetic tape as a bulk storage medium.  

o The main advantages of hard disk storage are low access times, availability, capacity and ease of use.  

o The main disadvantages of hard disk backups are that they are easily damaged, especially while being transported (e.g. for off-site backups), and that their stability over periods of years is a relative unknown. 

 

• Optical Storage  o Recordable CDs, DVDs, and Blu-ray Discs are commonly used with personal computers and generally have low media unit costs.  

o However, the capacities and speeds of these and other optical discs are typically an order of magnitude lower than hard disk or tape.  

 

• Solid State Storage  o Also known as flash memories, thumb drives, USB flash drives, Compact Flash, Smart Media, Memory Stick, Secure Digital cards.  o These devices are relatively expensive for their low capacity in comparison to hard disk drives, but are very convenient for backing up relatively low data volumes.  

 

• Remote Backup Service  o As broadband Internet access becomes more widespread, remote backup services are scenarios such as fires, floods, or earthquakes which would destroy any backups in the immediate vicinity along with everything else.  

o There are, however, a number of drawbacks to remote backup services. First, Internet connections are usually slower than local data storage devices.  

 Secondly, users must trust a third party service provider to maintain the privacy and integrity of their data, although confidentiality can be assured by encrypting the data before transmission to the backup service with an encryption key known only to the user 

 

• Floppy Disk  

o During the 1980s and early 1990s, many personal/home computer users associated backing up mostly with copying to floppy disks. However, the data capacity of floppy disks failed to catch up with growing demands, rendering them effectively obsolete. o gaining in popularity.  

o Backing up via the Internet to a remote location can protect against some worst-case  

 

Step 6: Devices and Peripherals of a Computer (5 Minutes)  

• LCDs 

• Printer 

• Un-interrupted Power Supply (UPS) 

• HPLC Machines 

• X-Rays Machines 

• Ultra sound  

• Public Addressing (PA) System 

 

Step 7: Key Points (5 minutes) 

• Computer is created to simplify jobs of different type according to the user needs  

• The computers of first generation used vacuum tubes as the basic components for memory and circuitry for CPU (Central Processing Unit)  

• Data backup is the result of copying or archiving files and folders for the purpose of being able to restore them in case of data loss. 

• Devices and peripherals of a computer are UPS, printer, LCDs, speakers, x-rays, HPLC and Ultra-sound machines 

Step 8: Evaluation (5 minutes)  

• What is the structure of computer? 

• How many computer generations are there?  

• What are major parts of a computer? 

• What are the different types of backup equipment? 

 

Step 9: Assignment (5 Minutes)  

 

Activity: Take home Assignment  (5 minutes) 

DIVIDE student in groups or individual 

 

ASK the student to work on the following assignment 

• Using your own words how can you differentiate between RAM and ROM 

 

ALLOCATE time for student to do the assignment and submit 

 

REFER student to recommended references 

 

Reference 

 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).    Ventage Press.  

 

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for        healthcare professionals (4th ed). Barb Mews: London. 

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State    University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit Press 

 

The Basics of the Word Window. Retrieved from   www. tutorialspoint.com 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 3: The Importance of Computers in Pharmacy Practice 

Total Session Time: 120 minutes + 4hrs field trip  

 

Prerequisites 

• Session 2  

 

Learning Tasks 

By the end of this session students are expected to be able to: 

• List Advantage and Disadvantage of Using Computers in Pharmacy  

• HCAP 

• List Areas Where Computer can be Used in Pharmacy Field • Explain the Use of Computer in Dispensing 

Resources Needed: 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer/ LCD projector  

• Field trip Guide 3.1: use of computer in dispensing 

SESSION OVERVIEW 

Step Time Activity/ 

Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 10 minutes Presentation History of Computer Application in Pharmacy 

3 30 minutes Presentation Brainstorming Areas Where Computer Can be Used in Pharmacy Field 

4 30 minutes Small Group Discussion Explanation the use of Computer in Dispensing 

5 25 minutes Presentation Buzzing Advantage and Disadvantage of Using Computers in Pharmacy  

6 05 minutes Presentation Key Points  

7 5 minutes Presentation Evaluation 

8 10 minutes  Presentation  Use of Computer in Dispensing Field Trip   

 

 

 

 

 

SESSION CONTENTS 

 

STEP1: Presentation of Session Title and Learning Tasks (5minutes) 

READ or ASK students to read the learning tasks and clarify 

ASK students if they have any questions before continuing 

 

STEP 2: History of Computer Application in Pharmacy (10 minutes) 

• As with most health-care processes, pharmacy operations have been significantly changed by the advent of digital and computing technology  

• Computers are used for various tasks within a pharmacy, both in terms of how pharmaceutical personnel carry out their duties and handle patients  

• Pharmacy computing systems make use of resources, such as the Internet, although many pharmacies use custom-made software systems to carry out their daily activities 

• First commercial system  was introduced in  1950; o It  was large need large floor space ( vacuum tubes, more difficult part composition)  

 

• Second computer technology in 1960  o It became smaller  

o It more compact economically  and it was used by major businesses  o remained too expensive  

 

• In 1970 the  it was used by o Wholesales drugs  o pharmaceutical manufactures  

o drug stores, drugs data for businesses 

  

• In 1980 Fourth generation of computers, o It became reach of the retail pharmacy 

o Then, the computer develop the micro processing ―chip‖  o more chips →→ it produced low cost 

 

• Right now computers and pharmacy go hand in hand. 

STEP 3: Areas Where Computer can be Used in Pharmacy Field (30minutes) 

Activity: Brainstorming (5 minutes) 

Ask students to brainstorm on the following question:  

• What are the areas where computer can be used in pharmacy field? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

The following are the areas where computer can be used in pharmacy:  

• Pharmacy Train Institutions o Computers have revolutionized the way education is handled in the today‘s world  o In pharmaceutical education, computers are particularly useful because there is such a need for learning and presenting different pharmaceutical information 

o The field of medicine often relies on complex definitions of conditions and procedural techniques  

o If you are an educator, you can use the computer to show your students PowerPoint presentations that simplify the large amounts of text often needed in medical science 

o Stick to the basics in the visual presentations  

o You also may use computers to present video data of different drug strictures or for slide shows of diseases or traumas and their treatments 

 

• Pharmaceutical Industries o A further refinement of new drug design and production was provided by the process of computer-aided design (CAD)  

o With the availability of powerful computers and sophisticated graphics software, it is possible for the medicinal chemist to design new molecules and evaluate their effectiveness  

o The more important fact is that the computer will enable pharmaceutical personnel to discover new drugs for the complete care of dangerous diseases like aids, cancer etc. 

and reduce the cost of production of drugs for diseases which are easily cured 

 

• Pharmaceutical  Research Centers o Computers are playing critical role pharmaceutical research in collecting, analyzing data, write the findings, format a paper for publication, find relevant studies on the 

Internet or print posters for medical conferences  o In short without computers pharmacy research will be long-lasting and expensive 

 

• Hospital  and Clinical pharmacy o Hospital pharmacy is division of hospital which monitors on the receiving and allotment of drugs and medicines and professional supplies, stores them and dispenses to inpatient, outpatient and may have a manufacturing extension to manufacture pharmaceutical 

o Clinical pharmacist may use computers for therapeutic drug monitoring; which are very potent and having very narrow therapeutic range like cardiac glycosides, anticonvulsants. Computer program are designed to calculate drug dosage to suit individual patients need 

 

• Wholesale /retail pharmacy shop o Computers are used by community pharmacy for various functions  o Some accounting functions are like preparation of prescription label, providing a receipt for patient, generation a hard copy record of transactions, calculating total prescription cost, automatically ordering the low quantity products via electronic transitions, preparation of annual withholding payrolls 

 

STEP 4: Explanations of the use of Computer in Dispensing (30 minutes) 

 

Activity: Small Group Discussion ( 30 minutes) 

 

DIVIDE students into small manageable groups 

 

ASK students to discuss on the following question • What are the uses of computer in dispensing? 

 

ALLOW students to discuss for 15 minutes  

 

ALLOW few groups to present and the rest to add points  not mentioned  

 

CLARIFY and SUMMARIZE by using the contents below 

 

• Dispensing refers to the process of preparing and giving medicine to a named person on the basis of a prescription 

• It involves the correct interpretation of the wishes of the pre scriber and the accurate preparation and labeling of medicine for use by the patient  

• This process may take place in a public or private clinic, health center, hospital, or in community pharmacy setting  

• It is carried out by many different kinds of people with a variety of training and back grounds   

• no matter where dispensing is done or who does  it, any error or failure in the dispensing process can seriously affect the care of the patient 

• Computer can do anything you want it to do. The pharmacy departments/ owner can choose which services he wants and needs, thereby tailoring his data processing system to his own budgetary considerations 

• The pharmacy department/ owner should let the pharmacy‘s needs determine the criteria for which services will be offered 

• The following is  List of some  Available Services which can be done through computers in dispensing  

o Prescription Filling-Patient name, doctor name, drug name, quantity, prescription number; prints the label, calculates the price 

o Prescription Refilling- Pharmaceutical personnel enter data regarding the prescription if data not available to avoid any warning message appears if the prescription is out of data 

o E_ Prescribing- are computer-generated prescriptions created by healthcare provider and sent directly to pharmacy. E-prescriptions are sent electronically through a private, secure, and closed network. 

o Prescription processing is invariably one of the main activities going on within a pharmacy on a day-to-day basis, and computers are used to make this process more reliable and efficient.  

o Patient Counseling - Pharmaceutical personnel can print counseling handout, prescription label and invoice. Also handout contains any information the patient might need to know regarding precautions or side effects of the medication 

o Patient Profile Pharmaceutical personnel can update patient profile whenever a new prescription is filled.  Also if the patient might have any symptoms like allergies, it should be added to patient profile  

o Drug-drug interactions-some computer program offer programs for drug interaction and this help the pharmaceutical personnel to check the patient‘s profile and prescription to determine if there is interaction 

o Stock movement reports. This depends on how much of drugs taken from previous inventory and helps to know  the goods move fast or slow, also provide information for pricing decisions and judges for entire store's performance.  o Electronic Order Entry. Now the wholesalers provide for other pharmacies interface with their central computers to order new medications.  Also pharmacy‘s employees take inventory of the shelf stock using optical scanner to read and record product codes and quantities 

o Daily and Monthly Log. Computer program can provide a pharmacy with a timely, precise review of prescriptions broken out into prescription number, patient type, gross profit margins and other information 

o Management Reports -There is a lot of different types of reports can help the pharmacy manager in his practice and his business. These like, accounting, payroll administration, cost and financial analysis market analysis, budgeting, sales forecasting and investment analysis 

o Communication - Computers are used within pharmacies to facilitate communication. From email to other Internet-based messaging systems, online communication allows pharmaceutical personnel and other health staff to keep in contact both within their own/out the organization 

• Note that: the above  list are some  examples of  pharmaceutical services which can carried out by computers  but they can increased depend on the kind of the services carried out   by particular pharmacy  

 

 

 

 

 

 

 

STEP 5: Advantage and Disadvantage of Using Computers in Pharmacy (25 minutes) 

 

Activity: Buzzing (5 minutes) 

 

ASK students to pair up and buzz on the following question for 2 minutes • What are advantages and disadvantage of using computers in Pharmacy? 

 

ALLOW few pairs to respond and let other pairs to add on points  not mentioned 

 

WRITE their response on the flip chart/board 

 

CLARIFY and SUMMARIZE by using the content below 

 

The Following are Advantages of Using Computer in Pharmacy  

• The biggest advantage that can be achieved by computers is enhanced efficiency 

• Customer Time Savings  o Computers speed the efficiency of dropping off and picking up prescriptions. 

• Improving Patient Compliance.  

o Community pharmacies can use their computer systems and direct patient access to deliver a quality and breadth of patient care unavailable anywhere else • Enhanced patient safety is of great significance.  

o They can avoid illegible hand  writing, can be programmed to find errors in dosage,  medication name, medication interactions, and identifying allergic patients or the wrong patient 

 

The Following are Disadvantages of Using Computer in Pharmacy  

• Hacking  o One disadvantage of using computers anywhere, let alone in a local pharmacy, is that they're susceptible to being hacked 

o By hacking a pharmacy's computer, one may be able to see a customer's medical history, address and other confidential information 

• Training  o A downside to computers is that when such technology is introduced into a work environment, the employees there need to be able to properly use it  

o This requires training, which can take time and cost money 

• Vulnerable to  viruses and technical problems that risk may lead to  loss of data  unless backed up 

• Sometimes increase the amount of time  needed to get work done example o Downtime, system failure and inflexibility 

• Cost and space issues o It need money  to buy the  computer equipment or some times to install  computer  software and maintenance 

o space is needed for keeping the computers equipment‘s   

 

 

STEP 6: Key Points  (5 minutes) 

 

• As with most health-care processes, pharmacy operations have been significantly changed by the advent of digital and computing technology since 1970. Right now computers and pharmacy go hand in hand 

• Computer science and technology is deeply utilized in pharmacy field everywhere like in pharmacy colleges, pharmaceutical industries, research centers, hospital pharmacy, community pharmacy  and many more 

• In Pharmacy, computer can be used to simplify the dispensing process and reduce the errors which may occur during the process of dispensing  

• The biggest advantage that can be achieved by computers is enhanced efficiency in various pharmacy fields 

• One disadvantage of using computers anywhere, let alone in a pharmacy, is that they're susceptible to being hacked and breach the patient confidentiality.  

• Therefore computer is mandatory in this advanced era and pharmacy and related subjects are not exception to it 

STEP 7: Evaluation ( 5 minutes) 

• What are areas where computer can be used in pharmacy field? 

• What are the uses of computer in dispensing? 

• What are  advantage and disadvantage of using computers in pharmacy?  

 

STEP 8: Use of Computer in Dispensing Field Trip (10 hours) 

 

Activity: Field Visit (10 minutes) 

 

PREPARE for field trip 

 

ORIENT the students on objectives and guide of the trip 

REFER students to Handout 3.1: use of computer in dispensing Field Trip Guide  

 

TAKE students to the  hospital /community pharmacy  which use computer to learn about use of computer in dispensing 

 

PREPARE students for feedback session 

 

 

 

Field trip Guide 3.1: Use of computer in dispensing 

   

 

Student Learning Tasks 

By the end of this field trip students are expected to be able to; 

• Practice the various dispensing activities by using a computer  in hospital or community pharmacy  

• Identity   other dispensing activities which are carried out by the visited pharmacy.  

 

• The following is the list of dispensing activities which can be carried out by computer  

o Prescription Filling- Patient name, doctor name, drug name, quantity, prescription number; prints the label, calculates the price 

o Prescription Refilling- Pharmaceutical personnel enter data regarding the prescription if data not available to avoid any warning message appears if the prescription is out of data 

o E_ Prescribing- are computer-generated prescriptions created by healthcare provider and sent directly to pharmacy. E-prescriptions are sent electronically through a private, secure, and closed network. 

o Prescription Processing is invariably one of the main activities going on within a pharmacy on a day-to-day basis, and computers are used to make this process more reliable and efficient.  

o Patient Counseling - Pharmaceutical personnel can print counseling handout, prescription label and invoice. Also handout contains any information the patient might need to know regarding precautions or side effects of the medication 

o Patient Profile _ Pharmaceutical personnel can update patient profile whenever a new prescription is filled.  Also if the patient might have any symptoms like allergies, it should be added to patient profile  

o Drug-drug interactions - some computer program offer programs for drug interaction and this help the pharmaceutical personnel to check the patient‘s profile and prescription to determine if there is interaction 

o Stock movement reports. This depends on how much of drugs taken from previous inventory and helps to know  the goods move fast or slow, also provide information for pricing decisions and judges for entire store's performance.  o Electronic Order Entry. Now the wholesalers provide for other pharmacies interface with their central computers to order new medications.  Also pharmacy‘s employees take inventory of the shelf stock using optical scanner to read and record product codes and quantities 

o Daily and Monthly Log. Computer program can provide a pharmacy with a timely, precise review of prescriptions broken out into prescription number, patient type, gross profit margins and other information.  

o Management Reports --There is a lot of different types of reports can help the pharmacy manager in his practice and his business. These like, accounting, payroll administration, cost and financial analysis market analysis, budgeting, sales forecasting and investment analysis.  o Communication - Computers are used within pharmacies to facilitate communication.  

From email to other Internet-based messaging systems, online communication allows pharmaceutical personnel and other health staff to keep in contact both within their own/out the organization 

• Students may use the above list to observe the dispensing activities carried out by the aid of computer.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference  

Marion Merrell Dow Incorporated.( 1989).Effective pharmacy management.    Marion Merrell Dow Inc 

Jadhav, S. P., Nikam, K., Gandhi, A., Salunkhe, K. &Shinde., N. (2012). Applications of  computer science in Pharmacy: An overview. National Journal of Physiology, 

Pharmacy and Pharmacology, 2 (1), 1-9. retrieved from 

ww.scopemed.org/?mno=8149 

 

http://baonsquarestech.blogspot.com/2013/08/the-use-of-computer-in-pharmacy_26.html 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 4: The Use of Computers in Keeping Records of Medicines and Medical Supplies  

 

Total Session Time:     120 minutes   

 

Prerequisites 

• Session 3 

 

Learning Tasks 

By the end of this session students are expected to be able to: 

• List benefits of computer in keeping records of medicines and medical supplies 

• Mention commonly used computerized systems for keeping records of medicines and medical supplies 

• Practice tally based system in keeping records of medicines and medical supplies 

Resources Needed: 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer/ LCD projector 

 

SESSION OVERVIEW 

Step Time Activity/ 

Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 30 minutes Presentation Buzzing  Benefits of  Computer in Keeping Records of Medicines and Medical Supplies 

 3 30 minutes Presentation Brainstorming Commonly Used Computerized Systems for Keeping Records and Medical Supplies 

4 45 minutes Demonstration Practice Tally Based System in Keeping 

Records of Medicines and Medical Supplies 

5 05 minutes Presentation Key Points  

6 05 minutes Presentation Evaluation 

 

 

 

 

 

 

 

 

 

 

SESSION CONTENTS 

 

STEP1: Presentation of Session Title and Learning Task (5 minutes) 

READ or ASK students to read the learning tasks and clarify 

ASK students if they have any questions before continuing 

 

STEP 2: Benefits of  Computer in Keeping Records of Medicines and Medical Supplies ( 30 minutes) 

 

Activity: Buzzing (5 minutes) 

 

ASK students to pair up and buzz on the following question for 2 minutes o What are the benefits of computer in keeping records of medicines and medical supplies? 

 

ALLOW few pairs to respond and let other pairs to add on points  not mentioned 

 

WRITE their response on the flip chart/board 

 

CLARIFY and SUMMARIZE by using the content below 

 

The following are the benefits of computer in keeping records of medicines and medical supplies 

 

• Speed and Efficiency o A computerized records keeping system makes everything from inputting information to taking inventory easier. Doing a hand count of inventory can take days, but with a computerized records keeping system, the same process can be done in a short time 

 

• Document Generation 

o Once the computerized records keeping system is in place, managers and workers can use it to automatically generate all kinds of documents, from purchase orders and checks to invoices and account statements. Managers can also use the system to automatically order products when they run low 

 

• Timely Data 

o With a manual system, the data is only as accurate and up to date as the last hand count.  

o With a computerized records keeping system, the management team can pull a report and instantly see how many units are on the floor, how many have sold and which products are selling the fastest 

o It eliminates overstocking of the inventories and maintains minimum investment. o  It helps in optimum utilization of men, money, material, equipment, time and thereby reduces the total cost of the production 

  

STEP 3: The Commonly Used  Computerized  Systems for Keeping Records in Medicines and Medical Supplies (30 minutes) 

 

Activity: Brainstorming (5 minutes) 

Ask students to brainstorm on the following question:  

• Mention any  common used computerized system for keeping records of medicines and medical supplies  

 

ALLOW few students to respond 

WRITE their responses on the flip chart/ board 

CLARIFY and SUMMARISE by using the content below 

 

• There are many computerized records keeping software which can be used for various pharmaceutical activities depend on the needs of the particular organization.  these are examples of the software which can be used in health services  

o Drug health information system software (DHIS) o Jeeva,  o Win Pharm,  

o Pioneer RX  

 

• These software‘s have the following standard features, o User friendly input  

o Easier to recall of patient, drug and prescription information o Comply to regulatory authorities  o Safety and accuracy o Adequate inventory management 

o Provision of reports 

o Fast 

o Allow electronic prescription 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 4: Practice Tall Based System in Keeping Records of Medicines and Medical Supplies (45 minutes) 

   

Activity: Demonstration (45 minutes) 

 

DIVIDE students in small manageable groups. 

 

PREPARE computer for demonstration 

 

POSITION students so that everyone can see and hear 

 

REVIEW steps of tallying based system in a computer with students  

 

DEMONSTRATE the procedure of tallying in a computer 

 

ALLOW one student from each group to do a return demonstration and let others tally 

 

CLARIFY and SUMMARIZE by using the content below 

 

INFORM the students that “every student will practice in the computer laboratory under supervision until each student is competent‖ 

 

 

STEP 5: Key Points (5Minutes) 

• Information Technologies are systems of hardware and/or software that capture, process, exchange, store and/or present information using electrical, magnetic and/or electromagnetic energy 

• Computers are processors of information.  Process large amounts of information at incredible speeds, accurately, and consistently. Their processing speed is their major advantage over humans 

 

STEP 6: Evaluation (   5 minutes) 

• What is the meaning of information technology in inventory system?  

• What are the benefits of information technology in inventory management? • What are commonly used computerized inventory systems? 

 

 

 

 

 

 

 

 

 

 

References 

Marion Merrell Dow Incorporated.( 1989).Effective pharmacy management.    Marion Merrell Dow Inc 

Jadhav, S. P., Nikam, K., Gandhi, A., Salunkhe, K. &Shinde., N. (2012). Applications of  computer science in Pharmacy: An overview. National Journal of Physiology, 

Pharmacy and Pharmacology, 2 (1), 1-9. retrieved from 

ww.scopemed.org/?mno=8149 

 

http://baonsquarestech.blogspot.com/2013/08/the-use-of-computer-in-pharmacy_26.html  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 5: Identification of Different Types of Computer Software   

 

Total Session Time: 60 minutes 

 

Prerequisites 

• Session 4 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Define the Term Software 

• Describe Different Types of Software 

• Describe Various Computer Application Programs and its Uses 

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer 

• LCD 

 

SESSION OVERVIEW 

Step Time Activity/Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 10 minutes Presentation Brainstorming Definition of Software 

3 20 minutes Presentation Different Types of Computer Software 

4 15 minutes Presentation Buzzing Uses of Computer Applications 

5 05 minutes Presentation Key Points  

6 05 minutes Presentation Evaluation 

 

 

 

 

 

 

 

 

 

 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

• READ or ASK students to read the learning objectives and clarify. 

 

• ASK students if they have any questions before continuing. 

 

Step 2: Definition of Computer Software (10 minutes) 

Activity: Brainstorming (5 minutes) 

Ask students to brainstorm on the following question:  

• What is the meaning of the term ‗software‘? 

ALLOW few students to respond 

WRITE their responses on the flip chart/ board 

CLARIFY and SUMMARISE by using the content below 

 

• Software o Software is another name of a program or programs  

o The purpose of software is to convert data (unprocessed facts) into information 

(processed facts)  o Software programs consist of the step-by-step instructions that tell the computer how to do its work 

o In other words software or programs are set of instruction which tells computer what to do 

 

Step 3: Different Types of Computer Software (20 minutes) 

There are two types of software/program; these are system software and application software 

• System Software.  

o System Software consists of programs that control the operations of a computer and its devices 

o System software serves as the interface between a user, the application software, and the computer‘s hardwar  

o One type of system software is the operating system 

o Before application software can be run, the operating system, which contains instructions that coordinate the activities among computer hardware devices, must be loaded from the hard disk into the computer‘s memory  

o System software is not a single program, rather it is a collection of programs, included the following: 

 

 Operating systems 

Operating systems are programs that coordinate computer resources, provide an interface between users and computer, and run applications. Windows XP, Windows VISTA and the Mac OS X are the best known operating system for today‘s microcomputer users 

 Utilities 

Also known as service programs, they perform specific tasks related to managing computer resources  

For example, the windows utility called Disk defragmenter locates and eliminates unnecessary file fragments and rearranges files and unused disk space to optimize computer operations 

 

 Devices drivers 

Device drivers are specialized programs designed to allow particular input or output devices to communicate with the rest of the computer system 

 

• Application Software o Application software consists of programs designed to perform specific tasks for users Application software can be used as a productivity/business tool; to assist with graphics and multimedia projects; to support home, personal, and educational activities and to facilitate communications 

o Specific application software products is called program and are available from software vendors 

o These programs can be categorized as either basic or specialized applications 

 

Basic applications  

• Also known as general-purpose applications, they are widely used in nearly all career areas. They are the kinds of programs you have to know to be considered as computer competent  

• One of these applications is a browser to navigate, explore and find information on the internet  • The two most widely used browsers are Microsoft‘s Internet Explorer and Netscape‘s Navigator  

 

Specialized applications 

• Also known as special-purpose applications, these include thousand of other programs that are more narrowly focused on specific declines and occupations  

• Some of the best known are graphics audio, video, web authoring, and artificial intelligence programs 

 

Various computer application programs are 

• Word processing  

• Excel 

• Database software  

• PowerPoint 

• Internet  

• E-mail software • Web browser  

 

Step 4: Uses of Application Software (15 minutes) 

Activity: Buzzing (5 minutes) 

ASK students to pair up and buzz on the following question for 2 minutes • What are the types of computer software? 

• When do you use that software? 

ALLOW few pairs to respond and let other pairs to add on points  not mentioned 

WRITE their response on the flip chart/board 

CLARIFY and SUMMARIZE by using the content below 

 

• Word processing software allows users to create and manipulate documents that contain text and graphics 

o With word processing software, you can insert clip art into a document; change margins; find and replace text; use a spelling checker to check spelling; place a header and footer at the top and the bottom of a page; and vary font (character design), font size (character scale), and font style (character appearance) 

 

• Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is an accounting program for the computer  

o Spreadsheets are primarily used to work with numbers and text  

o Spreadsheets can help organize information, like alphabetizing a list of names or ordering records, or calculate and analyze information using mathematical formulas 

 

• Power Point is the presentation graphics software in the Microsoft Office Suite  o It allows you to create dynamic presentations using its easy-to-use, predefined layouts and templates 

 

• Database software allows you to create and manage a database o A database is a collection of data organized to allow access, retrieval, and use of that data. Database is used to store records of employees, clients and equipments   

o Example of employees records are Name, Age, Place of birth and occupation o A query is used to retrieve data according to specified criteria, which are restrictions the data must meet 

 

• E-mail software is used to create, send, receive, forward, store, print, and delete e-mail (electronic mail)  

 

• Web browser is a software application used to access and view Web pages.  

o Web browser help searching information of different types from different source  

 

Step 5: Key Points (05 minutes) 

• Operating systems are programs that coordinate computer resources, provide an interface between users and computer, and run applications 

• Device drivers are specialized programs designed to allow particular input or output devices to communicate with the rest of the computer system 

• Power Point allows you to create dynamic presentations using its easy-to-use, predefined layouts and templates 

 

Step 6: Evaluation (05 minutes)  

• What is software? 

• What do you understand by the term System Software? 

• What are the different types of Computer Software?  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).  

Ventage Press.  

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for       healthcare professionals (4th ed). Barb Mews: London.  

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State    University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.  

Peachpit Press 

 

The Basics of the Word Window. Retrieved from   www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 6: Demonstration on Getting Started with Microsoft Word 

Total Session Time: 60 minutes + 120 minutes Practical 

 

Prerequisites 

• Session 5 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Define Microsoft Word Program 

• Identify Parts of the Word Window  

• Practice Saving Document  

• Practice Use Backspace/Delete and Undo/ Repeat Functions 

• Practice Cut, Copy, Paste, Drag and Drop  

• Practice Use of Autocorrect, Find and Replace  

• Practice Use of Spell Check and Grammar Check  

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer 

• LCD 

• Handout 6.1 

 

SESSION OVERVIEW 

 

Step Time Activity/Method Content 

1 05 minutes Presentation Presentation of Session Title and Learnig Tasks 

2 10 minutes Presentation Brainstorming Definition of Microsoft Word 

3 40 minutes Presentation Basic of the Microsoft Word Window 

4 40 minutes Presentation  Exercise  Saving a File 

5 40 minutes Presentation  Exercise Cut, Copy, Paste, Drag and Drop  

6 35 minutes Presentation  Exercise  AutoCorrect and Spell Grammar Check 

7 05 minutes Presentation Key Points  

8 05 minutes Presentation Evaluation 

SESSION CONTENT 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes)  

• READ or ASK students to read the learning objectives and clarify. 

• ASK students if they have any questions before continuing. 

Step 2: Definition of Microsoft Word (10 minutes) 

Activity: Brainstorming (5 minutes) 

Ask students to brainstorm on the following question:  

• What is Microsoft word program? 

ALLOW few students to respond? 

WRITE their responses on the flip chart/ board 

CLARIFY and SUMMARISE by using the content below 

 

• Microsoft word is the word processing software in the Microsoft Office Suite 

• It allows you to create a variety of professional-looking documents such as letters, flyers, and more 

 

Step 3: Basics of the Word Window (40 minutes) 

• Word is the word processing software in the Microsoft Office Suite 

• It allows you to create a variety of professional-looking documents such as letters, flyers, and more 

 

The Basics of the Word Window 

• Shown below is the Microsoft Word default window 

• When Word is launched, a new blank document, or default window, opens in Print Layout view  

• Although window elements are fully explained in our Windows course, here is a brief explanation of the Word window 

• Title Bar: displays the document name followed by a program name 

• Menu Bar: contains a list of options to manage and customize documents 

• Standard Toolbar: contains shortcut buttons for the most popular commands  

• Formatting Toolbar contains buttons used for formatting 

• Ruler: used to set margins, indents, and tabs 

• Insertions point the location where the next character appears 

• End-of-document Marker indicates the end of the document 

• Help provides quick access to Help topics 

• Scroll bars used to view parts of the document 

• Status Bar Displays position of the insertion point and working mode buttons • Task Pane provides easy access to commonly used menus, buttons and tools. 

• View Buttons Changes the layout view of the document to Normal View, Web Layout View, Reading Layout View, Print Layout View, or Outline View 

• Office Assistant Links to the Microsoft Office Help feature 

 

 

Figure 1: Basic Component of Window  

  

Source: Goodwill Community Foundation 2002. 

 

Change in View 

• In an effort to provide various ways in which to view your work in progress and remain organized, Word 2003 offers six different views for your document.  

o The six views are Normal View, Web Layout View, Reading Layout View, Print Layout View, Outline View, and Full Screen View. 

• Normal view is best used for typing, editing, formatting and proofreading. It provides a maximum amount of space without rulers or page numbers cluttering your view 

• Web Layout view shows you what your text will look like on a web page 

• Reading Layout view is best for documents that you do not need to edit. The goal of this view is to increase legibility so that the user can read the document easily  

• Print Layout view shows you what your document will look like when it is printed Under Print Layout view you can see all elements of the page. Print Preview shows you this as well 

• Outline view is used to create and edit outlines. Outline view only shows the headings in a document. This view is particularly handy when making notes 

• Full Screen view displays ONLY the document that you are working on. All the other pieces of the Word window are removed except for one button that allows you to Close View Screen 

Changing Your Document View • Click View on the menu bar.  

• Select the view of your choice. OR 

• Click one of the five buttons at the bottom left of your Word window (View Full Screen is not available in this location). 

 

Figure 2: View Button 

  

Source: Goodwill Community Foundation 2002 

 

Step 4: Saving New File (40 minutes) 

When Saving a File for the First Time • Click File on the Menu Bar.  

• Select Save - Ctrl+S.  

 

Figure 3: Save command 

  

Source: Goodwill Community Foundation 2002 

 

Using the Standard Toolbar to Save 

• Choose the Save button  on the Standard Toolbar. 

 

Save as Dialog Box 

After selecting Save from the Menu Bar or the Standard Toolbar, the Save As Dialog Box appears. 

 

Figure 4: Save As Dialog Box 

 

 

Source: Goodwill Community Foundation 2002 

 

To Specify a File Location 

• Open the Save In: drop down list box.  

• Choose 31/2 floppy (A :) if saving to a floppy disk.  

• Choose (C :) if saving to your hard disk.  

• Name your file in the File name: box.  

• Click Save.  

If you do not choose a file name, Microsoft Word will assign a file name for you. It assigns the first line of text in you document, unless you give it a different name when prompted in the File name box. 

If you do not specify a file location, Office uses the My Documents folder as the default location. So, if you can't find a file, check My Documents. 

After Naming and Saving a File Once 

• Click the Save button  on the Standard toolbar or • Go to the File menu and choose Save. 

You will not get a Save As dialog box again.  

Saving a File under a New Name 

• If you wish to create an exact copy of an original document for editing or revising purposes, you should perform a Save As on the file and save it under a new name. This will guarantee that you always have a saved, original copy 

• Follow these steps to perform a Save As o Click File from the menu bar.  o Select Save As. The Save As Dialog Box appears.  o Type a new name for your file in the File name: box  o Click Save. 

• Choose Save As to rename a document. Be careful not to overwrite your original file. 

Backspace and Delete 

Use the backspace and delete keys (on your keyboard) to erase text in your document 

• The backspace key erases the text to the left of the insertion point one character at a time.  

• The delete key (located under the Insert key) erases the text to the right of the insertion point.  

 

Using Undo - Ctrl + Z 

Have you made a mistake in your document and needed to go back and make changes, but you thought it was too late? Good news! Word offers a feature that helps prevent this from happening.The Undo command lets you "undo" or delete the last change made to your document  

• As you can imagine, this is a very useful feature  

• If you make a change or mistake that you do not want or did not mean to do, you can simply "undo" your action 

Word remembers up to 300 actions in a document and allows you to undo any or all of them as long as you haven't closed the document first 

 

To Use Undo 

• Click Edit on the menu bar.  

• Select Undo - this command will change names depending on the action you just took. If you accidentally deleted a sentence, it says Undo Clear 

• Press Ctrl + Z on your keyboard for a shortcut to Undo OR 

• Undo all your recent actions by repeatedly clicking the Undo button located on the Standard toolbar 

 

Figure 5: Undo Button 

  

Source: Goodwill Community Foundation 2002 

 

Notice the small list arrow next to the Undo button. When you click on it, you see a list of all the separate actions you have performed on the document you are working on. You can select as many actions as you want to undo.  

 

Activity: Personal Letter  

 

Use a computer and a Word document to complete activities 1 through 4 listed below: 

  Refer students to Handout 6.1: Personal Letter 

After opening the document  

• Change the view to Normal View.  

• Type today's date at the beginning of the document and type the letter content on the handout.  

• Save the document by selecting File >> Save from the main menu.  

• Close the document. 

 

Step 5: Cut, Copy, Paste, Drag and Drop (40 minutes) 

• Often in word processing, you will need to transfer information from one document to another 

• Instead of having to re-type or replace this information, Word allows you to move a block of text (a word, sentence, paragraph, page, document, or graphic) 

• Cut, Copy and Paste are extremely time-saving features 

• The Cut, Copy and Paste buttons are located on the Standard toolbar 

 

Figure 7: Cut, Copy and Past 

  

Source: Goodwill Community Foundation 2002 

 

• Cut and Paste o The Cut feature allows you to remove selected text from the document and temporarily place it on the Office Clipboard 

o The Clipboard is a temporary storage file in your computer's memory. Items placed on the Clipboard will remain there until you exit Word 

o The Paste feature allows you to get text from the Clipboard and place it in the same or even another document  

 

• Copy and Paste o The Copy feature allows you to copy selected text from the document and temporarily place it on the Clipboard  

o The Clipboard is a temporary storage file in your computer's memory.  o The Clipboard can hold up to twenty-four items. Once you copy the 25th item, the first copied item is deleted  

o The Paste feature allows you to select any of the collected items on the Clipboard place it in the same or even another document  

o You can Copy information from many different sources including Websites, Emails, and other Office applications like Excel and PowerPoint 

 

 Working with Blocks of Text 

• To Cut and Paste a Block of Text o Select the text you want to move  o Click the Cut button on the Standard Toolbar.   o Place the insertion point where you want the text inserted  

o Click the Paste button  

 

• To Copy and Paste a Block of Text o Select the text you want to move  o Click the Copy button on the Standard Toolbar   o Place the insertion point where you want the text inserted  

o Click the Paste button   

• Once the item has been pasted, you can determine the formatting by clicking on the Paste Options button that appears just below your pasted selection. Check or de-select any of the following options:  o Keep Source Formatting - maintains the text formatting of the original document.  

o Match Destination Formatting - formats the pasted text to match the text formatting in the document in which it was pasted  

o Keep Text Only - removes any graphics that you may have copied along with the copied text  

o Apply Style or Formatting - allow you to choose a specific format from the Styles and Formatting menu 

 

 

 

 

Drag and Drop 

The drag and drop method of moving text allows you to move selected text using your mouse 

• This method is convenient for moving text when o Moving text from one location to another within a document  o Moving text to another document 

  

• To Drag and Drop Selected Text o Drag the text you wish to move  

o Place the mouse pointer anywhere on the selected text without clicking  o Click and hold the left mouse button until the insertion point changes into a white arrow pointing up to the left 

o Left click and drag the selected text to the new location 

  

o Drop using this process, the mouse pointer changes to a box with a small white arrow over it, indicating you are dragging text  

 When you reach the new location, release the mouse button to drop the text into place.  

 Once you release the mouse button a menu list will appear that offers you the following options:  

 Move Here  

 Copy Here  

 Link Here  

 Create Hyperlink Here  

 Cancel 

 

(Be sure to remove the selection highlight before pressing any key, so that you do not delete your newly moved text. If you do accidentally delete, simply press the undo button). 

 

Activity: Personal Letter  

Instructions: Go back to your Personal Letter Word document to complete activities bullet one to five listed below 

• Open the personal letter document 

• Use the Drag and Drop feature to move the first sentence of the letter (―My daughter just  got…‖) to the end of the final paragraph of the letter 

• Use the mouse to select the paragraph you wrote (3rd paragraph) 

• Use the Copy, Paste, and Cut features to move the 3rd paragraph so it is the second  

• Paragraph of the letter 

• Save and close the document 

 

 

 

Step 6: Spell and Grammar Check (35 minutes) 

• Word can automatically review your grammar and spelling as you type.  

• Green wavy lines are placed underneath possible grammar mistakes and a red wavy line under possible spelling mistakes  

• All of Word's grammar and spelling errors may not be correct, so you can choose to ignore these error markings and keep typing, or you can correct the mistakes and/or add the corrections to Word's dictionary 

Check Spelling as you Type 

Word puts a red wavy line under possible spelling mistakes. If you click on the suspected misspelling, Word gives you one or more suggested corrections.  

 

Figure 10: Spelling Check 

  

Source: Goodwill Community Foundation 2002 

To Use Spell Check as You Type 

• Place your I-Beam over the misspelled word and right-click  

• A menu list displays the following options: boldfaced suggested spellings, Ignore All, 

Add to Dictionary, AutoCorrect, Language, Spelling and Look Up  

• Select the boldfaced suggestion to replace the incorrectly spelled word in the document.  

• Select ignore, and Word ignores all future instances of this spelling in this document  

• Select Add to Dictionary, and Word adds the underlined word to the dictionary so it won't be flagged as an error in any other document you create  

• Select AutoCorrect to add the correct spelling to your list of words that Word automatically corrects as you type 

• Select Language to specify a word as part of another language, preventing Word from seeing this word as a mistake  

• If you select spelling, the Spelling and Grammar dialog box appears 

• If you select Look Up, a window opens in the Task Pane and you are given general search parameters.  o This feature is helpful when dealing with words, such as proper nouns, that are not found in the dictionary 

 

To Work on Suspected Grammatical Mistake 

• Place your I-beam over the grammatical mistake and right-click  

• A menu list displays the following options: boldfaced grammar suggestion, Ignore, Grammar, about this Sentence 

• Select Ignore and Word ignores the grammatical mistake it believes to exist.  

• Select Grammar, and the Grammar dialog box appears  

• Select About this Sentence and the Office Assistant will offer you reasons as to why Word believes this to be a grammatical error 

 

Spelling and Grammar Dialog Box 

• To Use the Spelling and Grammar Dialog Box o Choose one of the following options, depending on what you think of Word's suggestions 

o Click Ignore Once to ignore this one instance of the grammatical error in your document  

o Click Ignore Rule to ignore this grammatical error and all other grammatical errors of this type in the document 

o Click Next Sentence to take you to the next grammatical error listed in your document o Click Change to replace the error with what is in the Suggestion box  

o Click Explain to open the Office Assistant, which will offer you reasons for this error 

 

To Turn off the Red or Green Wavy Line 

• Choose Tools Options from the menu bar, the Options dialog box appear  

• Click the Spelling & Grammar tab 

• Un-check the Check Spelling as You Type or Check Grammar as You Type so the check box so that it is empty  

• Click OK  o Don't forget to use Spell and Grammar Check! 

 

Activity 3:  Personal Letter  

Instructions: Go back to your Personal Letter Word document to complete bullet 1 to 3 listed below: 

• Open the personal letter document.  

• Use the Spelling and Grammar feature to check the document. 

• Save and close the document.  

Congratulations! If you have completed these activities, then you have completed your first personal letter in Microsoft Word.  

 

Step 7: Key Points (5 minutes) 

• Microsoft Word offers six different views for your document. The six views are Normal View, Web Layout View, Reading Layout View, Print Layout View, Outline View, and Full Screen View 

• Save periodically when you are working in an application. Losing information can happen easily if you don‘t. You can quickly save by using the quick-key combination Ctrl + S.  

• Instead of having to re-type or replace information, Word allows you to move a block of text (a word, sentence, paragraph, page, document, or graphic). Cut, Copy and Paste are extremely time-saving features 

 

Step 8: Evaluation (5minutes) 

• What are the parts of the Word window?  

• What is the difference between ―Save‖ and ―Save As‖ command? 

• When do you use Backspace/Delete keys and Undo/Repeat functions? 

• What is the use of Cut, Copy, Paste, Drag and Drop functions? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

References 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).       

Ventage Press. 

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for      healthcare professionals (4th ed). Barb Mews: London. 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State    University: Boston Burr Ridge. 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press The Basics of the Word Window. Retrieved from   www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Handout 6.1: Personal Letter 

 

Dear Tom, 

My daughter just got a new digital camera and I will learn how to send you pictures soon! I just recently enrolled in an online class with GCF Global Learning® and today I am working on my first Microsoft Word assignment. They offer many online classes such as Word, Excel, PowerPoint, Access, Basic Math, Career Development, and many more. When I finish taking this class Tom I plan on taking some of the other classes that are offered. 

 

I am very excited about the class and there are many positive things about being a distance learner. I can use the website at anytime and from any computer, we have an online instructor to help us, and the classes are free! Also, since my employer is now requiring that everyone in our office earn 5 Continuing Education Units every two years, this will help me stay up-todate with my training. 

 

Tom, I hope the rest of your family is doing well and that the kids are ready for summer. Once you get your email account set-up, we‘ll be able to write to each other all the time. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 7: Demonstration on Microsoft Word Basics 

 

Total Session Time: 60 minutes + 120 minutes Practical 

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session students are expected to be able to: 

• Align Text  

• Set Line Spacing  

• Create Margins  

• Use the Ruler and Formatting Toolbar  

• Format Text  

• Create Bulleted and Numbered Lists  

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer and LCD 

• Handout 6.1 

 

SESSION OVERVIEW 

 

Step Time Activity/ 

Method Content 

1 5 minutes Presentation Presentation of Session Title and Learning Tasks 

2 30 minutes Demonstration,  Exercise  Align Text  

3 30  minutes Demonstration,  Exercise Set Line Spacing  

4 30 minutes  Demonstration,  Exercise Create Margins  

5 35 minutes Demonstration,  Exercise Use the Ruler and Formatting Toolbar 

6 30 minutes Demonstration,  Exercise Create Bulleted and Numbered Lists  

7 10  minutes Presentation Key Points  

8 10 minutes Presentation Evaluation 

 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes) 

READ or ASK student to read the learning objectives and clarify. 

 

ASK students if they have any questions before continuing 

 

Step 2: Aligning Text (30 minutes) 

Aligning text can be invaluable when trying to format your document to meet certain standards. Most documents have text that is left aligned. However, if you were creating a greeting card or advertisement, you might need to know how to center align, right align or justify your text. 

• Align Text Using the Alignment Buttons: 

o Select the text you want to align.  o Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.  

 

 Figure:1 Alignment Buttons 

 

 

 

Source: Goodwill Community Foundation 2002  

 

• Uses of left, right, center and justified Alignment Text 

    Below you will view examples of text that are aligned using the left, right, center, and     justified alignment buttons. 

 

 

  

 

 

  Refer students to Handout 6.1: Personal Letter 

 

Activity 1:  Personal Letter (5 minutes) 

 

Instructions: Use Personal Letter from Handout 6.1 help to do bullets 1 to 4 listed below: • Left align the entire letter.  

• Center  align only heading  

• Right align Address at the top 

• Save and close the document.  

 

 

Step 3: Set Line and Paragraph Spacing (30 minutes) 

Line Spacing 

Document text can be formatted to show a number of line spacing options. The most common spacing options are single-spaced and double-spaced.  

 

Line spacing is measured in lines or points.  

When line spacing is measured in points, it is referred to as leading (rhymes with wedding). When you reduce the leading you automatically bring the lines of text closer together, sometimes making it difficult to read. Increasing the leading will space the lines out, allowing for improved readability. For example, the 10 point font usually uses 12 point leading. This is the default and, in general, should be used.  

• To Format Line Spacing o Select the text you want to format.  

o Choose Reveal Formatting on the Task Pane and click on any of the blue links under the Paragraph heading. 

OR 

• Click Format on the menu bar.  o Select Paragraph. The Paragraph dialog box appears.  o Click on the Indents and Spacing tab.  

o In the Line spacing drop down menu, you may select single, 1.5, or double spacing. The default is single spacing.  o Click OK. 

OR 

o Select the text you want to format.  

o Click on the Line Spacing button on the Formatting Menu.  

o Select an option from the drop-down menu. 

 

Step 4.Using Page Setup to Specify Margins (30 minutes) 

Figure 2: Margin Set 

  

Source: Screen Shot from Microsoft Word 

In order to change the margins (space along the top, left, right and bottom) in your document, you will need to access the Page Setup dialog box. 

• Click File on the menu bar.                             

• Select Page Setup.  

• Select Margins tab in the Page Setup dialog box. 

OR 

• Choose Reveal Formatting on the Task Pane and click on the blue link, Margin, under the Section heading.  

 

 You can change the margin in precise steps by clicking on the up or down arrows next to the margin that you wish to change or you may type a number in the text box next to the margin you wish to change.  

 Click OK.  

  

  

  

  

  

  

  

 

 

 

 

  

 Figure 3:Page Setup 

 

 

Source: Screen Shot from Microsoft Word 

More Options on the Page Setup Dialog Box 

The Page Setup dialog box gives you several other options for controlling the look of your document. Not only can you control how your document looks on screen, but you can also manage how your document will be printed. The Margins, Paper and Layout Tab all contain valuable tools. 

• Margins Tab 

o Click the Default button in the lower left corner of the Page Setup dialog box to set (or reset) Word's default margins.  

o You can choose to apply these new margins to the whole document or from this point forward by using the drop-down menu, Apply to:.  

o Change the Page Orientation by clicking on either the Portrait box (8.5 x 11) or the Landscape box (11 x 8.5).  

• Paper Tab 

o The default paper size is 8.5 x 11, but you can change the paper size entirely. You can even customize the paper size to include note cards, envelopes, photo paper, index cards, and much more. 

o Layout Tab 

o The Layout Tab includes options to customize page numbering, borders, and headers/footers. A nice feature on the Layout Tab is creating a Title Page for your document. 

• To Create a Title Page for Your Document o Enter the text you want on your title page.  

o Click File on the Standard toolbar.  o Select Page Setup from the menu bar.  

o Click the Layout tab.  

 

• Under Vertical Alignment, you will find the following options:  

o Top: Default. Text lines up with top margin.  o Center: Text on page is centered between the top and bottom margins.  o Justified: Text is spread out so each line is same distance apart.  

o Bottom: Text lines up with the bottom page.  

 

 

  Refer students to Handout 6.1: Personal Letter 

 

Activity 3 Adjust the Margins in a Document Personal Letter (5 minutes) 

 

Instructions: Use Personal Letter from Handout 6.1 help to do bullet 1 to 5 listed below: 

• Open the letter document.  

• Set the margins so the top margin is 2 inches and all other margins are 1 inch. 

• Verify that the Page Orientation is set to Portrait.  • Change the Paper Size of the document to be 8.5" x 11" • Save your changes and close the document.  

 

Step 5: The Ruler and Formatting Toolbar (35 minutes) 

You can adjust the width of margins, tabs, and indents in your document using Word's Ruler.  The Ruler is helpful when you need to create several columns, show column placement, or the distance between columns. 

• Hiding and Displaying the Ruler: o Click View on the menu bar.  

o Select Ruler.  

o The Ruler will appear at the top of the document. 

 

 

 

Figure 6: Ruler 

 

 

Source: Screen Shot from Microsoft Word 

 

If you switch to Print Layout View (Choose View Print Layout View), a vertical ruler displays along the left hand side of the screen. To hide this vertical ruler, switch to a different layout view. 

Setting Tabs, Indents and Margins using the Ruler 

• The ruler provides a visual tool that allows you to quickly view, create and change your documents tabs, margins and indents. 

 

Tabs 

Click on the small gray box to the left of the ruler to move through the five different Tab Settings. 

 Left tab  : Moves text toward the right edge of the page as you type.  

 Center tab  : Centers text around the tab.  

 Right tab  : Moves text toward the left edge of the page as you type.  

 Decimal tab  : Aligns decimal numbers using the decimal point. 

  

For example 

 Bar tab : Draws a vertical line on the document.  

 Indent  : Inserts the indent marking anywhere along the ruler   Hanging Indent  : Inserts a hanging indent anywhere along the ruler  

• To Place a Tab or Indent on The Ruler: 

o Click the cursor anywhere in the block of text you want to format.  o Click the tab selection button (upper left of the ruler).  o Click the Ruler where you want your tab or indent to be set.  o If you set up a new tab, press the tab key to move your text to the new tab.  o If you set up a new indent, place the cursor at the new indent location.  

 

Adjusting Tabs and Margins on the Ruler 

• To Move an Existing Tab or Indent on the Ruler o Point the mouse on the tab or indent that you want to move.  

o Click and hold the left mouse button until a dotted line appears below the tab.  o Drag the mouse to move the tab or indent to a new location.  o Release the left mouse button.  

• To Remove a Tab from the Ruler o Point the mouse on the tab you want to remove.  o Click and hold the left mouse button until a dotted line appears below the tab.  o Drag the mouse off the Ruler.  

o Release the left mouse button.  

• To Adjust a Margin using the Ruler o Point the mouse on the margin that you want to move.  

o Click and hold the left mouse button once a double arrow appears over the margin until a dotted line appears below.  

o Drag the mouse to increase or decrease the margin.  

o Release the left mouse button.  

 

Formatting Toolbar 

The Formatting Toolbar contains buttons that allows you to change the appearance of your text. The formatting toolbar contains buttons for font size, font style, colors and other options.  

• To View the Formatting Toolbar o Click View on the Menu Bar.  

o Select Toolbars and then Formatting from the cascading menu.  

 

Bold, Italics and Underline 

Any text you type in Word can be further customized by using the bold, italicized or underlined options. You can even do a combination of all three options! 

• To Change the Type Style of Text o Select the text you want to change. 

o Choose one or more of the following options: (to stress emphasis you might want to try using the bold option)  

o Click the Bold button on the Formatting toolbar. Ctrl + B  o Click the Italic button on the Formatting toolbar. Ctrl + I  o Click the Underline button on the Formatting toolbar. Ctrl + U  o Word automatically displays your changes.  

 

 

Figure 7: Bold, Italics and Underline 

 

 

Source: Goodwill Community Foundation 2002 

o To avoid frustration, remember to select text before you apply style. If you choose a type style without selecting any text, Word uses your chosen styles on whatever text you type next. 

 

Using Color 

The use of color can add emphasis to your words and make your document easier to read.  If you own a color printer, you can print documents in different colors. If you do not own a color printer, your document will only appear in color on the screen. 

• To Change the Color of Text o Select the text you want to change.  

o Click the downward-pointing arrow on the Font Color button on the Formatting toolbar. A color palette appears.  o Click the color you want to apply.  

o Word changes the color of your text. 

 

Figure 8: Colour Table  

 

Source: Goodwill Community Foundation 2002 

 

If you would like to see more color options, Click the More Colors button at the bottom of the color palette. You can choose from a list of Standard Colors or Customize your own color by clicking the Customize Tab. 

 

Font Dialog Box 

The Font Dialog Box gives similar options as the Formatting toolbar; however, it also offers more advanced text features. You can use the Font Dialog Box to change your font, font style, size, color and many other font effects. 

• To Open the Font Dialog Box o Click Format on the Menu Bar.  o Select Font from the menu list. The Font Dialog Box will appear.  

 

Figure 9: Font Option 

  

Source: Goodwill Community Foundation 2002 

• Remember you can also access the Font Dialog Box from the Font menu on the Task Pane. 

Figure 10: Font Box 

 

Source: Goodwill Community Foundation 2002 

Font Size 

• You can change the Font Size from both the Font Dialog Box and the Formatting toolbar. You can use different font sizes to give emphasis to different parts of your document. For example, the title of your document could be displayed larger than the contents of your paper. Font size is commonly expressed in points. Font sizes range from 8 point (extremely small) to 72 point (very big). Word allows you to choose sizes smaller than 8 point and larger than 72 point, but you must type these in manually in the Font Size box. 

o Arial 10 Point o Arial 12 Point o Arial 20 Point o Arial 30 Point 

• The standard Font size for most documents is 12 Point. You can preview different font sizes in the Preview window in the Font dialog box. o Select Reveal Formatting on the Task Pane.  o Click the blue link, Font: under the Font Heading. The Font dialog box appears.  o Click on a font from the Font list.  o Select a size from the Font Size list.  o Look at the text in the preview window as you try different sizes.  

OR 

o Click Format on the Menu Bar.  

o Select Font from the menu list. The Font dialog box appears.  o Click on a font from the Font list.  o Select a size from the Font Size list.  o Look at the text in the preview window as you try different sizes.  

• To Open the Templates Dialog Box o Click File on the Menu Bar.  

o Select New from the menu list. The Task Pane New Document window appears to the right.  o Select an option under New from template.  

o Letter Wizard - assists you in writing a standard letter  o Contemporary Letter - offers a letter template including artwork  o General Templates - preformatted documents including faxes, letters, memos, reports, etc.  

o Templates on my Web Sites - allows you to search for templates on other web servers  o Templates on Microsoft.com - allows you to search among hundreds of templates offered through the Microsoft website 

 

 

 

 

 

 

 

 

  Refer students to Handout 6.1: Personal Letter 

 

Activity 5.Experiment with Fonts (10 minutes) 

 

Instructions: Use Personal Letter from Handout 6.1 help to do bullet 1 to 7 listed below: 

 

• Open the Personal Letter document. 

• Modify the document so the text is not bolded, italicized, or underlined.  

• Change the document so all the text is black. 

• Modify the font size from 14 to 12. 

• Change the font style from Arial to Times New Roman, or the font of your choice. 

• Read the document. Are there any words that you should emphasize? If so, make those words bold.  

• Save and close the document 

  

Step 6: Bullets and Numbering (30 minutes) 

Word lets you make two types of lists: bulleted and numbered. Bulleted and numbered lists help to simplify steps or items to the reader. Teachers often use bulleted lists to highlight important pieces of their lessons. Manuals often include numbered lists to assist the reader in step-by-step instruction. 

A bullet is usually a black circle but it can be any other symbol used to highlight items in a list. Use bullets to list items that do not have to be in any particular order. 

Numbers (or letters) are used when information has to be in a certain order. You can use the default Bullets and Numbering settings by clicking on the appropriate button on the Formatting toolbar.  

Create Bulleted and Numbered Lists 

• To Create a Bulleted List o Click the  Bullets button on the Formatting toolbar.  

o Type the first item on your list and press Enter.  

o The next line will begin automatically with a new bullet.  o Type the next item on your list and press Enter.  o When your list is complete, press the Enter key twice to stop the bulleted list.  

• To Create a Numbered List o Click on the  Numbering button on the Formatting toolbar.  

o Type the first item on your list and press Enter.  

o The next line will begin automatically with the next number.  

o Type the next item on your list and press Enter.  o When your list is complete, press the Enter key twice to stop the numbered list.  • Review the following tips that will help you manage your numbered or bulleted lists. 

o Remove a bullet by placing the insertion point to the right of the bullet or number and press backspace (you will not be able to place your insertion point to the left of the bullet).  

o If you want to change a bulleted list to a numbered list (or vice versa), select the entire list and click on the appropriate button.  o To create a line break between items in a bulleted or numbered list, place your cursor where you want the line break and press Shift + Enter. 

 

The Bullets and Numbering Dialog Box 

• Word offers you many other options for your bullets and numbers, other than the default that you have seen so far. 

• You can view the type of bullets and numbers available to you by opening the Bullets and Numbering Dialog Box. o Select the text you want to turn into a list.  

o Click Format on the Menu Bar.  

o Select Bullets and Numbering. The Bullets and Numbering Dialog Box appears.  

o Click on the Bulleted Tab to view all the bullet options and click on the Numbered Tab to view all the number options.  o Select what kind of bullets or numbers that you want, and click OK.  

The Bullets and Numbering Dialog Box also offers you Outline Numbered options. By clicking on the Outline Numbered Tab you can view templates for creating an outline. The List Styles Tab allows you to create your own list style using similar alignment, bullets and characters. 

 

 

 

 

 

 

 

 

 

Figure 11: Bullets and Number 

    

Source: print screen from Microsoft Word 2003  

 

Congratulations! If you have completed these activities, then you have finished this cover letter in Word 2003.  

 

Step 7: Key Points (10 minutes) 

 

• Aligning text can be invaluable when trying to format your document to meet certain standards. Most documents have text that is left aligned. However, if you were creating a greeting card or advertisement, you might need to know how to center align, right align or justify your text 

• When line spacing is measured in points, it is referred to as leading (rhymes with wedding). When you reduce the leading you automatically bring the lines of text closer together, sometimes making it difficult to read. Increasing the leading will space the lines out, allowing for improved readability. For example, the 10 point font usually uses 12 point leading. This is the default and, in general, should be used. 

 

• The Ruler is helpful when you need to create several columns, show column placement, or the distance between columns. 

 

 

 

 

 

 

Step 8: Evaluation (10 minutes) 

• Most documents have text that is left aligned. What are the other Alignments you know?  

• What are the two most common spacing options? 

• The ruler provides a visual tool that allows you to do what? 

• What are steps to format text?  

• Why do you use bulleted and numbered lists? 

 

 

References 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).  

  Ventage Press  

 

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000  

  Application (2nd ed). Prentice Hall. 

  

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for        healthcare professionals (4th ed). Barb Mews: London. 

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State    University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.  

  Peachpit Press 

 

The Basics of the Word Window. Retrieved from   www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

Session 8: Demonstration on Advanced Microsoft Word formatting 

 

Total Session Time: 60 minutes + 120 minutes Practical  

 

Prerequisites 

• None 

 

Student Learning Tasks 

By the end of this session, students are expected to be able to: 

• Insert Symbols  

• Insert Headers and Footers  

• Format Text  

• Create Text Boxes  

• Work with Columns  

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer 

• LCD 

 

SESSION OVERVIEW 

 

Step Time Activity/Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 30 minutes Presentation, Exercise Insert Symbols 

3 35 minutes Presentation, Exercise Insert Header and Footer 

4 30 minutes Presentation, Exercise Format Text 

5 30 minutes Presentation, Exercise Create Text Boxes 

6 35 minutes Presentation, Exercise Work with Column 

7 10 minutes Presentation Key Points  

8 5minutes Presentation Evaluation 

 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes) 

• READ or ASK student to read the learning objectives and clarify 

• ASK students if they have any questions before continuing 

 

Step 2: Insert Symbols (30 minutes) 

Introduction of Symbols 

There are many Symbols that you might often see in publications that are not directly available from your keyboard. For example, the Copyright symbol, ©, is not available on the keyboard but can be selected from Word's Symbol Dialog Box.  

Other commonly used symbols that appear in the Symbol Dialog Box are:  

• © Copyright  

• ® Registration  

• TM Trademark  

• Checkmark   

 

Insert Symbols 

• To Insert Symbols into your Document: 

o Click Insert on the Menu Bar  o Select Symbols, The Symbols Dialog Box appears  

o Click the Symbols Tab to select a symbol from a Font type  

OR 

o Click the Special Characters Tab to view other commonly used symbols o Click on the Symbol or Special Character you would like to select and then Click 

Insert o The Symbol or Character will show up in your document  o Click Close 

 

 

 

 

 

 

 

 

 

Figure 1: Different Symbols 

 

Source: Goodwill Community Foundation 2002 

 

Before You Start the Challenge. 

• During the challenges for these lessons, you will create a newsletter or flyer. Before you begin, decide which topic you would like to write about  o Do you want to design a flyer that advertises a room for rent?  o Perhaps you want to develop a flyer that promotes a service, such as piano or guitar lessons?  

o Do you want to develop a newsletter for an organization you are a member of? 

 

There are many templates in Microsoft Word that can help you create these documents, but for this tutorial you will find it more educational if you complete the assignment without using the template feature. Make a decision about what you want your document to be about and we‘ll get started! 

 

 

Activity 1:  Inserting a Symbol (5 minutes) • Open Word and create a new document.  

 

• Insert a Symbol into the document. Do not worry about placement in the document - you'll move the symbol around as you learn more about Word.  

 

• Save and close Word.  

Step 3: Insert Headers and Footers (35 minutes) 

The Header and Footer usually contain title and author information, dates, and page numbers. The Header appears at the top of the page and the Footer appears at the bottom of the page. 

• To Insert a Header and Footer: 

• Click View on the Menu Bar  

• Select Header and Footer 

• The document will appear grayed out with a dotted Header and Footer box showing at the top and bottom of the page 

• Locate the Header and Footer Toolbar on the page 

 

Figure 1:Header and Footer 

  

 

  

 Type inside the dotted boxes to insert your Header and/or Footer.  

 Click Close on the Header and Footer Toolbar when you are finished.  

 

AND 

 

 

 

Source: Goodwill Community Foundation 2002 

 

Header and Footer Toolbar 

The Header and Footer Toolbar contains buttons that can help you automatically enter important information in your header and footers. 

• Some of the useful features located on the Header and Footer Toolbar are: 

o Insert Auto-Text - drop-down menu showing commonly used header and footer information, including, author, page number and date  

o Insert Page Numbers - inserts the page numbers 

o Insert Number of Pages - inserts the number of pages in the entire document  o Format Page Number - opens the Page Number Format Dialog box so that you can format your page number in the header and footer 

o Insert Date  o Insert Time  

o Page Setup - opens the Page Setup Dialog box so that you can adjust the location of the header and footer  

o Switch between Header and Footer - allows you to jump quickly between the header and footer on a page 

o Close - closes the Header and Footer 

 

Toolbar: Delete Header and Footer                            

If you choose to delete your Header or Footer, Word will automatically delete the Header or Footer within the entire document 

• To Delete the Header or Footer: o Click View on the Menu Bar  o Select Header and Footer 

o Highlight the text within the Header or Footer (whichever text you would like to delete) 

o Press Delete. The text is now removed.  o Click Close  

Figure 2: Header and Footer Toolbar 

 

 

 

 

 

 

Source:  Goodwill Community Foundation 2002 

 

You can delete the Header and Footer on just the first page of the document by choosing File - Page Setup. On the Page Setup Dialog Box, choose the Layout Tab and place a checkmark next to Different First Page under Headers and Footers, then click OK. 

Activity 2:  Open a document created from activity 1 above (5 minutes) • Type your name into the Header.  

• Modify the text in your Header so that it is 10-point Times New Roman font.  

• Put the date and time in the Footer.  

• Modify the text in your Footer so that it is 10-point Times New Roman font.  

• Save and close the document 

   

Step 4: Formatting (30 minutes) 

Why display non-printing characters? 

• Non-printing characters are automatically inserted into your document as you type. You will not see these characters unless you choose to show the formatting marks. So why display these characters? Showing the document formatting can assist you when editing. Non-printing characters such as spaces, tabs, and hard returns (created when you press the Enter key), will now be visually displayed on your page.  

For example 

a document that was created with numerous tabs could be quite difficult to edit if you needed to delete all the tabs. However, if you display your non-printing characters, you will be able to quickly see where all the tabs exist. The tab symbol will appear as an arrow pointing to the right, . Place the insertion point to the right of the tab symbol and press the Backspace key to quickly delete these tabs  

• To Reveal Formatting Marks o Click the Show/Hide button on the Standard Toolbar.  

      OR 

o Select the Reveal Formatting Menu from the Task Pane.  o Check the Show all formatting marks checkbox at the bottom of the Menu under Options 

 

Figure 3: Standard Toolbar 

 

are visible in your document. If you prefer to display non-printing characters when formatting your document, these symbols will not appear in your printed document.  

 

Activity 3:  Open a document created from activity 2 above (5 minutes) • Open your document.  

• Select the Show/Hide Codes button.  

• Notice how the non-printing characters appear in your Header and Footer. 

• Save any changes you have made and close your document. 

 

Note: If you would like to look at the nonprinting characters in more detail, open one of the letters from a previous challenge.  

Step 5: Create a Text Box( 30 minutes) 

Placing text inside of a Text Box helps focus the reader's eye on the page content. Newsletters, flyers, reports, announcements, school projects, or other types of publications, often use Word's text box feature 

Text boxes can be formatted with shadings, color, borders, and graphics, making for an impressive display of your Word skills. 

• To Create a Text Box o Click Insert on the Menu Bar  o Select Text Box from the menu list  

o The mouse pointer becomes a  crosshair and a drawing canvas appears  

o Place your insertion point where you want your text box  

o Left click and drag the text box until it is the appropriate size. Release the left mouse button when ready o The text box will by default contain a white background color and a thin black border. 

  

Note: When you create a text box in Word 2003, the drawing canvas appears by default  The canvas helps you arrange and resize the objects you are working with. 

To Insert Text into the Text Box 

• Click once inside the text box o The box is selected and a blinking insertion point appears inside the box.  

o Begin typing  

o Format text (change font, font size, style, etc) in the usual manner. (Select text first, makes changes later)  

Moving and Resizing Text Boxes 

• To Resize a Text Box o Click once on one of the box's borders. The box is now highlighted  

  

o Sizing handles (small circles) appear. However the mouse pointer over any of the sizing handles (small circles) until it turns into a diagonally pointing arrow 

  

o Click and drag the sizing handle until the box is the desired size. 

• To Move a Text Box o Click once on the text box's border.  

o However your mouse pointer over the border until it becomes a crosshair with arrows o Using this crosshair, click and drag the box until it is in the desired location 

  

 

The Format Text Dialog Box 

As mentioned earlier, the default for the text box in Word is a white background with a thin, black border. Using the Format Text Box dialog box, you can choose different fill colors and lines, size, layout, and textbox 

 

 

Step 6: Working with Columns (35 minutes) 

Displaying information in columns gives the writer more options for displaying different types of information on a page while remaining easy for the viewer to read 

Certain kinds of information are best displayed using columns. Newspaper, newsletters, flyers, reports, announcements, school projects, or other types of publications, often use 

Word's column feature 

Below is an example of a Newsletter using columns and a graphic. 

  

Working with columns can be challenging, but with practice, you'll have columns mastered in no time. An approach we will first try will be to enter text into a single column and then convert it into multiple columns. 

Create Columns Using the Columns Button: Switch to Print Layout View  

  

 

 

 To make equal columns, move the insertion point to the end of the text and insert a continuous section break by choosing Insert  Break  Continuous. 

 

 

 

 

 

Figure 6: Break Types 

 

 

 

Source: Goodwill Community Foundation 2002 

 

Figure 6: Selection Break Types 

  

 

 

              Source: Goodwill Community Foundation 2002 

 

o Select the text you want to change to columns  o Click the Columns Button on the Standard Toolbar o The Columns Button will expand to give you four column options: 

 

   

o Choose one of the options to format your text into columns.  

 

 

You can adjust the spacing and alignment of the columns by using the ruler. Drag the Right Margin, Left Margin and Right Indent using your mouse until the columns appear the way you want. 

  

• To Enter a Title that Spans a Column: 

o Enter the title at the beginning of the first column.  o Select the title.  o Click the Columns button on the Standard toolbar, and drag to select number of columns. 

Creating Columns Using the Columns Dialog Box 

Using the Column Dialog Box versus the Columns Button will give you much more control and precision over your column structure. The Columns Dialog Box will also give you a few more column options, including Left and Right columns as well as the ability to create up to eight columns per page. 

• Using the Column Dialog Box o Switch to Print Layout View.  

o To make equal columns, move the insertion point to the end of the text and insert a continuous section break by choosing Insert Break Continuous.  

o Select the text you want to change to columns.  o Click Format on the Menu Bar.  

o Select Columns from the menu list. The Columns Dialog Box appears.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Figure 7: Columns Dialog Box 

  

Source: Goodwill Community Foundation 2002 

 

 

• The Column Dialog Box gives you the following options o Presets - Click a box to choose a preset number of columns  

o Number of Columns - Use the up and down arrow keys to select between one and eight columns  

o Line Between -Places lines between your columns  

o Width and Spacing - Offers features that allow you to specify an exact number for the height and width of your columns, as well as the spacing between your columns.  

o Equal Column Width - Check this checkbox if you want columns to be the same width  

o Apply to: - Allows you to create columns out of the selected text, the selected section, this point forward, or the entire document  

o Select your options and Click OK. 

 

• To Move Text into the Next Column o Move the insertion point in front of the text you want to move.  o Choose Format  Columns. The Columns dialog box opens.  o Choose "From this point forward" in the Apply to: control.  

 Click the Start New Column check box to move the text to the next column.  Now that you‘ve learned about columns, do you see a need for them in your document? If you are designing a newsletter, you will almost certainly want to use them. Columns can make your newsletter look very professional. If you are designing a flyer, you may or may not want columns.  

 

 

Activity 5: Open a document created from activity 2 above (5 minutes) • Open your document. 

• Add columns if you would like to.  

• Save and close Word.  

 

 

Step 7: Key Points (10 minutes) 

• There are many Symbols that you might often see in publications that are not directly available from your keyboard. For example, the Copyright symbol, ©, is not available on the keyboard but can be selected from Word's Symbol Dialog Box. 

• The Header and Footer usually contain title and author information, dates, and page numbers. The Header appears at the top of the page and the Footer appears at the bottom of the page. 

• Non-printing characters are automatically inserted into your document as you type. You will not see these characters unless you choose to show the formatting marks 

 

Step 8: Evaluation (5 minutes) 

• What are steps which areused to insert Symbols?  

• What are the steps involved to insert Headers and Footers? 

• What are steps to create text boxes?  

• What are steps involved to create columns in word document? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed). 

  Ventage Press. 

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for        healthcare professionals (4th ed). Barb Mews: London. 

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State    University: Boston Burr Ridge. 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press The Basics of the Word Window. Retrieved from   www.gcflearnfree.org/computer/  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 9: Demonstration on Tables Creation, Editing and Formatting  

 

Total Session Time: 40 minutes + 80 minutes Practical 

 

Prerequisites 

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Create a Table 

• Edit Tables  

• Format Tables  

 

Resources Needed 

• Flip charts, marker pens, and masking tape. 

• Black/white board and chalk/whiteboard markers. 

• Computer. 

• LCD 

 

SESSION OVERVIEW 

 

Step Time Activity/ Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 35 minutes Presentation, Exercise Creating Tables 

3 30  minutes Presentation, Exercise Editing Tables 

4 35 minutes  Presentation, Exercise Formatting Tables 

5 10 minutes Presentation Key Points  

6 5 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes) 

• READ or ASK student to read the learning objectives and clarify. 

• ASK students if they have any questions before continuing. 

 

Step 2: Creating a Tables (35 minutes) 

Tables allow large amounts of text and/or numbers to be presented in an organized and easy to read fashion. Student roll books, sport statistics, address books, math formulas, menus and many other documents often incorporate tables to share information.  

Similar to columns, Tables can be challenging at first. Word has created an entire menu to help assist you in creating your first Table.  

 

• A few important terms to know before you begin creating tables are: o Row - A row runs horizontal in a table and is divided by borders o Borders - Separating lines in the table o Column - A column runs perpendicular in a table and is divided by borders o Cell - A cell is the box that is created when your rows and your columns intersect each other. The cell contains your data or information 

 

Figure 1: Row and Column Direction 

  

Source: Goodwill Community Foundation 2002 

 

• Creating Tables Using the Insert Table Dialog Box o Click Table on the Menu Bar 

o Select Insert and then Table from the cascading menu. The Insert Table dialog box appears 

o Determine the number of columns and rows you need in your table. You can add more lately, but save yourself some work. You can always add rows by pressing Tab at the end of a row 

o To create a table as wide as your page, leave the Fixed Column Width setting on Auto.  

o Click OK. A table is inserted into your document  

 

Figure 2: Insert Table 

  

 

Source: Goodwill Community Foundation 2002 

 

Another automated way to create a quick table is by using the Insert Table Button on the Standard toolbar 

 

• Creating Tables Using the Insert Table Button o Click the Insert Table Button .  

o Now, drag the number of columns and rows you want in your table. 

 

Figure 3: Tool for Insert Table 

 

 

Source: Goodwill Community Foundation 2002 

• Custom-Made Tables 

The Insert Table Dialog Box and Insert Table button offer a quick solution to making tables. If you would like to custom create your table by drawing it yourself, you can use the Draw Table button.  

 

Creating Tables Using the Draw Tables Button o Open the Tables and Borders toolbar by clicking View on the Menu Bar, Select Toolbars and then Tables and Borders from the Cascading Menu. The Tables and Borders toolbar will appear.  o Click the Draw Tables button on the Tables and Borders toolbar. The mouse pointer turns into a pencil. 

 

Figure 4: Tables and Borders 

  

Source: Print Screen from Microsoft Word 2003 

 

o Drag the pencil to create a rectangle about the size of the table you want  o Release the mouse button. The border of the table appears in your document o Use the pencil again to draw in column and row borders  

o Click the Draw Table button again to change the pencil back into an I-beam If you make a mistake while drawing your table, you can erase both rows and columns by using the Eraser on the Tables and Borders toolbar. Once you select the Eraser, the pointer will change to resemble the Eraser Button.  Drag the Eraser over parts of the table you wish to erase. When you are finished erasing, click the Eraser button again to put the Eraser away. 

 

• Entering Text 

Click inside any table cell to begin entering text or numbers. 

  

• Moving Around in a Table: 

o Use the Tab key or right arrow key to move right  o Use Shift + Tab or the left arrow key to move left 

o The up and down arrow keys will move the insertion point above or below its current location.  

 

• Selecting Text in Tables o A cell: triple click inside cell 

o A row: Move mouse to left of margins, point to the row, and click o Multiple rows: Select the first row, click and drag the number of rows desired o A column: Move the mouse above the column. It turns into a downward pointing arrow. Click once 

o Multiple columns: Select the first column, click and drag the number of columns desired o Entire Table: Choose Table and Select Table from the menu bar. 

Selecting Cells. 

To act on a group of cells they must first be selected. To select a cell, or group of 

Cells use the selection arrow. This is shown when the cursor is placed near a left cell edge or the top of a column 

 

• In a new document, create table 5 columns by 5 rows 

• Select the first cell by moving near to its left edge and clicking the left mouse button when the arrow is displayed, as in the diagram. 

 

  

• Move the mouse down and click again to remove the selection. Select the 

Second column by moving near to the top edge of the column and clicking the Mouse when the selection arrow is displayed 

 

  

 

• Select the entire third row by double clicking when the arrow is displayed at the edge of any cell in the row or by clicking once when the arrow is in the Selection bar on the left 

 

  

 

• Select the nine cells in the middle of the table by clicking and dragging 

• Close the document without saving 

Note: To select a row/column, position the cursor within the row/column then use Table | Select Row/Column. Table | Select Table will select the entire tab 

 

Activity 1:  Open Your Document from Activities 1 Session 7 (5 minutes) 

 

Insert a table into your document using one of the methods described in the lesson.  

Enter text into your table.  

Save and close your document.  

 

 

Step 3: Editing Tables (30 minutes) 

Once you have created your table, you may find that you need to format text within your table, insert or delete rows and columns, or perhaps just change the appearance of your table so that it is more visually appealing. 

 

• Formatting Text in Tables. 

Fortunately, whatever you do to format text in a paragraph (make it bold green, for example), you can do to text in a table cell  

• Formatting text within a table can be accomplished through a variety of means, including the Formatting menu, the Tables and Borders toolbar, the Task Pane and keyboard shortcuts 

• Rotating Text in Tables 

Many advertisements, for sale signs, menus, and other creative documents use Word's text direction feature to change typical horizontal text to eye-catching vertical text 

• You can rotate text so it runs vertically, facing either the right or the left 

• To Rotate Text in a Table Cell o Select the cell(s) you want to rotate o Click the Change Text Direction button : on the Tables and Borders toolbar.  

o Clicking the Change Text Direction button once turns text to the vertically left, the second click turns text to vertically right, and the third click will bring your text back to a horizontal position  

  

 

 

o The insertion point rotates when entering vertical text, but editing vertical text is really no different than editing horizontal text 

• Inserting and Deleting Columns and Rows. 

Estimating how many rows and columns you will need in a table is not always easy. Therefore, it is important to know how to insert and delete rows and columns in your existing table 

 

• To Add Rows to Your Table o Move the insertion point to the last cell in the table and press Tab. 

• To Insert Rows in the Middle of the Table o Place the insertion point anywhere in the table 

o Choose Table  Insert  Rows above OR Rows below 

• To Delete Rows o Select the row(s) you want to delete  

o Choose Table  Delete  Rows o  OR Right-click and choose Table  Delete  Rows from the shortcut menu 

  

• To Delete Single Table Cell: o Place the insertion point inside the cell you wish to delete o Choose Table  Delete  Cells from the menu bar. The Delete Cells dialog box appears  

o Click Shift cells left, Shift cells up, Delete entire row, or Delete entire column 

 

Figure 6: Delete Cells 

  

 

Source: Goodwill Community Foundation 2002 

 

• To Insert a Column: o Position the mouse pointer where you want to column to be located.  

o Choose Table  Insert  Insert Columns to the Right or Insert Columns to the Left 

 

Figure 7: How to Insert Columns 

  

Source: Goodwill Community Foundation 2002 

 

• Resizing Tables 

You may need to adjust the size of columns, rows, and cells. • To Adjust Columns, Rows, and Cell Size 

o Hover the insertion point over any line in your table that borders the area you want to change.  o The insertion point changes to a double-headed arrow  

 Drag the border either left or right OR up and down 

 AutoFit 

 AutoFit to Contents. 

 

Step 4: Formatting Tables (35 minutes) 

AutoFormat 

Just as Word offers document templates for memos, faxes, reports and other items; Word also offers templates for Tables 

 

• To use AutoFormat: o Create your table.  o Click anywhere in the table. Go to the toolbar and select Table and then Table AutoFormat. The Table AutoFormat dialog box appears.  

o Scroll through the Table Styles until you find a table you like. You can preview the Table Style in the Preview Box.  o Check and uncheck the options in the Apply special Formats to: sections to slightly change parts of your table. Check out your changes using the Preview box  

o Click the New button to customize your own Table Style o Click the Modify button to change parts of an existing Table Style  o Click OK  

 

• Adding Borders 

Many of the tables in the AutoFormat Dialog Box use unique borders and shading options. To add these special features to your own table, you can use the Tables and Borders toolbar. 

 

 

 

 

 

 

 

 

 

Figure 8: Table AutoFormat 

 

 

Source: Goodwill Community Foundation 2002 

 

• To Change Line Style or Line Weight on an Existing Table o Click the drop down arrows (next to the buttons) to view and select from the list of choices.  

o The mouse pointer turns into a pencil   o Trace the line(s) you want to change.  

o Click anywhere outside the table to change to pencil back into the I-beam.  

• To Change the Border Color on an Existing Table o Click the drop down arrow next to the Border Color button. A color menu appears.  o Select a color. The I-beam becomes the pencil.  

o Using the pencil, trace the border(s) that you want to color.  

 

                                     Figure 9: Selecting Colors 

  

 

                                                    Source: Goodwill Community Foundation 2002 

 

 

 

 

• To Apply a Border o Select the Line Style, Line Weight, and Border Color you would like.  o Select the cells you want bordered.  o Click the Outside Border button drop down menu and choose the location of your border. 

                              Figure 10: Border Applications 

 

 

Source: Goodwill Community Foundation 2002 

 

Add Shading 

• To Apply Shading o Select or place the insertion point inside the cell(s) you want shaded.  

o Click the Shading Color button drop down arrow. A shading color menu appears.  

o Click on a color. Your cell(s) are automatically shaded.  

 

Figure 11: Color Addition 

  

Source: Goodwill Community Foundation 2002 

 

Activity 2:  Open Your Document From Activity 1 Above. (10 minutes) Edit the text, if necessary. Ask yourself:  

• Is it the right font and size?  

• What direction do I want the text? 

• How do I want it aligned? 

Delete any unnecessary rows or columns.  

Add any needed rows or columns.  

Resize the table, if needed.  

Modify the color and thickness of the lines, if needed.  

Apply shading to the table, if needed.  Save and close the document. 

 

Changing column width  

The most important advantage of the tables feature over the tab stops is the ability to change the width of the column interactively. Note that the total width of the table is restricted by the space available between the margins. Reduce the width of small columns before widening others. 

• Open the document Table. 

• Select View | Ruler to display the ruler if it is not already on the screen 

• Move the cursor into the table. When inside the table the ruler shows the table column divides as symbols within the ruler 

 

  

 

• A column width can be changed by clicking on the divide, then dragging to a new position before releasing the mouse button. A double-headed arrow appears when the mouse pointer is over the division 

• Reduce the first three columns (make Cost Price fit on two lines). 

• Now select Table | Select Table, then Table | Table Properties. Select the Row tab, check Specify height and enter 1 cm in the box. Click OK. 

 

Figure 12: Show Table Properties 

  

Source: from Microsoft Word 2003 

   

Note: Column width, cell size and text alignment can be changed from the Column and Cell tabs. 

• Save the document as Table1 

• Print a copy of the document and leave open for the next Session 

Note:   Row Heights can also be changed using the ruler. Switch to Print Layout and use the   Vertical Ruler. Hold <Alt> whilst changing the row height to view the correct measurements on the ruler. 

Step5: Key Points (10 minutes) 

• Important terms  o Borders - Separating lines in the table 

o Column - A column runs perpendicular in a table and is divided by borders o Row - A row runs horizontal in a table and is divided by borders 

o Cell - A cell is the box that is created when your rows and your columns intersect 

• Tables allow large amounts of text and/or numbers to be presented in an organized and easy to read fashion. Student roll books, sport statistics, address books, math formulas, menus and many other documents often incorporate tables to share information 

• Once you have created your table, you may find that you need to format text within your table, insert or delete rows and columns, or perhaps just change the appearance of your table so that it is more visually appealing 

• Rotating Text in Tables 

Many advertisements, for sale signs, menus, and other creative documents use Word's text direction feature to change typical horizontal text to eye-catching vertical text. You can rotate text so it runs vertically, facing either the right or the left 

 

Step 6: Evaluation (5 minutes) 

• How do you create tables in word document? 

• Which steps are involved in editing tables? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).  

  Ventage Press. 

 

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall.  

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for        healthcare professionals (4th ed). Barb Mews: London. 

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State    University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.  

  Peachpit Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 10: Working with Image in Microsoft Word 

 

Total Session time: 60 minutes +120 minutes Practical  

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Insert and Set Objects  

• Insert and Set Pictures  

• Create and Modify Diagrams and Charts  

• Insert Hyperlinks and Drawing 

• Use AutoText and Data source  

 

Resources Needed 

• Flip charts, marker pens, and masking tape. 

• Black/white board and chalk/whiteboard markers. 

• Computer. 

• LCD. 

 

SESSION OVERVIEW 

 

Step Time Activity/ 

Method Content 

1 5 minutes Presentation Presentation of Session Title and Learning Tasks 

2 30 minutes Presentation Insert and Set Objects 

3 40  minutes Presentation Create, Insert  Insert and Set Pictures 

4 30  minutes  Presentation organization chart Create, Modify Diagrams and Charts 

5 30minutes Presentation, Exercise Insert a Hyperlink and Drawing 

6 30 minutes Presentation AutoText and Data Source  

7 10minutes Presentation  Key points 

8 5 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

READ or ASK student to read the learning objectives and clarify. ASK students if they have any questions before continuing. 

 

Step 2: Insert and Set Objects (30 minutes) 

 

Introduction to Word Graphics  

Now that you are comfortable adding and formatting text, headers and footers, columns, and tables, let's learn to enhance your documents by adding objects and pictures.  

The Drawing Toolbar offers many options for including lines, lines with arrows, and many types of shapes into your document. 

• Drawing objects include o AutoShapes: including Lines, Curves, and Textboxes  o WordArt drawing objects  

 

Drawing Objects 

• To Draw Lines and Shapes o Open the Drawing toolbar by clicking View on the Menu Bar, Select Toolbars and then Drawing from the Cascading Menu 

OR 

o Right-click on any toolbar and select drawing o Click the Drawing button on the Standard toolbar  o The Drawing toolbar will appear 

 

Figure 1: Drawing Button 

 

  

 

  

 

Source: screen shot from Microsoft Word  

 

o Choose an AutoShape from the AutoShape drop down menu. OR Click any of the drawing  

o Tools in the first group of buttons 

 Line Tool - 

 Arrow Tool -  

 Rectangle Tool -  

 Oval Tool - 

 The mouse pointer changes to a crosshair .  

 Drag the crosshair from a starting point until the object is the desired size  

 Release the mouse button to end the drawing object and turn off the Drawing tool. 

Hold the Shift key down to create straight lines, perfect circles, or perfect squares 

AutoShapes are inserted (on their own layer) with the In front of text wrapping style applied. 

 

WordArt Drawing Objects 

Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you can create text graphics that bend, slant, and appear metallic or wooden and much, much more. WordArt can even be shadowed, skewed, rotated, and stretched 

 

Here are just a few examples of what WordArt allows you to do: 

 

  

 

• To Insert WordArt o Place the insertion point where you would like to insert WordArt.  

o Click the WordArt button on the Drawing toolbar . The WordArt gallery opens. o  Choose (click) a WordArt style o The Edit WordArt Text dialog box appears.  

o Edit the font, size, and style o Click OK.  

 

Figure 2: Inserting Word art 

  

Source: screen shot from Microsoft Word  

Formatting Drawing Objects  

Use the Drawing toolbar to format AutoShapes and WordArt. 

  To select several objects hold down the Shift key and click on each object, or use the Select Objects tool.  

  Fill color allow you to color all selected drawing objects. No fill is the color white.  

  Change the line color of a selected object.  

  Changes the text color of a selected object. 

  Changes the line style of a selected object.  

  Changes the line style of a selected object. Includes solid and dotted lines.  

  Changes the style of arrow.  

  Gives selected object some depth.  

  Gives selected object a 3D effect. 

 

 

Step 3: Insert and Set Pictures (40 minutes) 

Clip Art 

Word comes bundled with hundreds of Clip Art images that are copyright free and available for your personal use. The clip art images that are available through Word cover many different categories and can really help enhance your pages. If you have never inserted clip art before, Word will ask if you would like to catalog all of the available resources (clip art, sound and video files) on your computer. It is a good idea to go ahead and catalog all of these free resources. 

 

• To Insert Clip Art                                                                                 o Place the insertion point where you want to insert the clip  

o Click Insert on the Menu Bar 

o Select Picture and then Clip Art from the cascading menu. The Insert Clip Art menu opens on the Task Pane.  o Type a keyword in the Search Text: field o Click Search.  OR 

o Specify your search by using the Other Search Options  

 

Search in: - specifies where Word will search for clip art. As long as the check box everywhere is checked, Word will search through All Collections       

Results should be: - specified what type of file Word will search for (video, audio, photographs, clip art). As long as the check box for All Media Types is checked, Word will search through All Media Files. 

• Double-Click The Clip Art Or Picture To Add To The Document. o To change your Search For text: Click the Modify button below the clip art results 

  o To preview video and sound clips, click the appropriate tab and click the Play button to preview the file. 

• To Delete a Picture o Select the image (click on it).  

o Press the delete key on your keyboard 

 

Inserting Pictures from your Computer 

A picture doesn't have to be in the Clip Gallery in order for you to insert it into your document. The Clip Gallery is just an easy place to store clips you want to use again and again.  

• To Insert a Picture that is NOT in the Clip Gallery o Click Insert from the Menu Bar.  o Select Picture and From File from the cascading menu. The Insert Picture dialog box opens.  o Locate and select the file to insert the selected picture into your document.  

 

Figures 3: Inserting Picture to the File 

 

 

Source: Goodwill Community Foundation 2002 

                

 

 

                                                                                                     

Moving Clips 

Once you have inserted a graphic into your document you can re-position the graphic until it is in the appropriate location.  

By default, when a picture is imported into Word, it is aligned to the left margin. However, just as you would text, you can change the alignment so the graphic is right-aligned or centered. You can also drag the image anywhere on the page.  

• To Move a Clip o Select the clip  o Use your mouse to drag a selected clip to any position on the page.  o The I-beam turns into a white pointer with a little box under it as you move the picture. OR 

o Use the Alignment buttons on the Formatting toolbar           

 

Figure 4: clip Art 

 

Source: Microsoft Word  

 

Sizing Handles 

You have two options when sizing your graphics. If it is important to maintain proportions, which will prevent the image from looking skewed, then you should use the corner handles to re-size the image. If you do not need to maintain the graphic's proportions, you can use the top, bottom or side handles 

• Changing Size While Maintaining Proportions o Click the image you want to re-size  

o Place the cursor over one of the corner handles. The cursor will change into a doubleheaded arrow 

o Drag the handles until the image is the size you need 

 

 

 

To keep the center of an object in the same place, hold down the CTRL key while dragging the mouse  

• Changing Size While Not Maintaining Proportions 

If any of the middle handles are dragged (top, bottom, right, or left handles), only the height and width changes, thus changing the proportion, or scale, of the picture 

Be careful; using only the sizing handle can make your pictures blurry and distorted 

 

Changing the Appearance of your Pictures 

Sometimes you may need to not only adjust the sizing of your pictures, but you may notice the picture is too dark or too bright for your liking. You can adjust your picture using the Picture toolbar. 

• To use the Picture Toolbar o Right-click the picture.  

o Choose Show Picture Toolbar from the shortcut menu. 

Crop, Recolor Object, and Set Transparent Color buttons are used with areas of the picture. All other buttons affect the entire picture. 

 

Figure 6: Picture Toolbar 

  

Source: print screen Microsoft Word  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Name of Button: Use it to: 

 Insert Picture from File Insert another picture 

 Color Automatic, Grayscale, Black & White, or Watermark 

 More Contrast Increase color intensity 

 Less Contrast Decrease color intensity 

 More Brightness Add white to lighten all colors 

 Less Brightness Add black to darken the color 

 Crop Cut the sides of an image 

 Rotate Left Each click turns the image by 90 degrees to the left 

 Line Style Customize the border of an image 

 Compress Pictures Changes the Resolution of your image 

 Text Wrap Set how text wraps around the image 

 Format Picture Displays the Format Picture Dialog Box 

 Set Transparant Color Use eyedropper to make areas of the picture transparent (mainly for web graphics) 

 Reset Picture Return picture to original format 

 

 

Activity 2: Create and Insert Clip Art (10 minutes) • Create your document in Word.  

• Insert a clip art or image from a file on your computer into your document. You may insert multiple images.  

• Resize, modify, and/or move the image to the location you want it to be in your document. To re-position the image, practice clicking and dragging, centering, rightalignment, etc. 

 

This is your final challenge for Microsoft Word. Does your flyer look the way that you want it to? It probably does not look quite like you imagined. You should take the time now to move around the symbols, text boxes, tables, columns, etc. Add any new components that you would like.  

You have learned about the Word features. Now spend a little time now making this flyer look the way you would like it to be. Some of these features are a little difficult to learn, but the more you practice, the easier it becomes. 

Step 4: Creating and Modifying Diagrams and Charts (30 minutes) 

Word allows you to create basic diagrams using the templates in the Diagram Gallery. The six diagram types are: Organization Chart, Cycle Diagram, Radial Diagram, Pyramid Diagram, Venn diagram, and a Target Diagram. A description of each type of diagram is included in the Diagram Gallery to help you decide which template will best meet your needs. 

• To Insert a Diagram From the Diagram Gallery o Select Insert  Diagram from the main menu.  o Select a diagram.  

o Click OK. The diagram will appear in your Word document.  

 

• To Modify a Diagram 

Since each diagram is completely different, the modifications you can make will differ depending on the diagram you insert. However, the tools you use to modify the diagrams are the same. 

You can o Right-click any shape or text box within the diagram to modify or delete it. The menu will change depending on the item you select. OR Modify the diagram using the Diagram Toolbar. The drop-down menus on the Diagram Toolbar will differ depending on the type of diagram you choose 

 

 

 

 

• To Insert a Chart o Select Insert from the main menu 

o Select Picture  Chart from the cascading menu. A chart and datasheet will appear in your document 

o Delete the existing data in the datasheet 

o Enter your own data in the datasheet  

 

 

 

 

 

 

 

Figure 7: Chart 

 

  

Source: from Microsoft Word 2003 

 

Close the datasheet. All of your changes will appear in the chart.  

Save and close the document 

 

Activity 3: Use Diagram Gallery to Insert an Organization Chart (10 minutes) • Open a new, blank Word document. 

• Insert an Organization Chart using the Diagram Gallery.  

• Enter the necessary data in the diagram.  

• Modify the appearance of the diagram.  

• Save and close the document. 

 

 

Step 5:  Insert a Hyperlink and Drawing (30 minutes) 

You can insert hyperlinks to websites or documents within your Word document. 

• To Insert a Hyperlink o Select Insert  Hyperlink from the main menu. The Insert Hyperlink dialog box will appear.  

o Enter the text you wish to display as your link in the Text to display: field.  

• Enter the web address in the Address: field. Click OK 

 

 

Figure 8: Hyperlink dialog box. 

  

Source: print screen from Microsoft Word 2003   

 

Drawing 

Drawings can easily be created, following the same principles as when creating AutoShapes. 

• Start a new document. To view the Drawing toolbar either select View | 

Toolbars | Drawing or click on the Drawing button, from the Standard Toolbar. Use 

ToolTips to discover the buttons‘ functions 

 

  

 

Note: The Drawing toolbar may already be visible from the previous Session. 

• Click on the Line button   Draw a line. Notice the line has handles to resize it. 

• Holding <Shift> while drawing a line, will draw a straight line or force it to be drawn at 15° intervals. Holding <Shift> while drawing a circle/square/AutoShape will keep the object in proportion. 

• Position the mouse pointer back over the line until a four-headed arrow appears. Click and drag to move the line 

Select the Arrow button, and draw an arrow. 

• Select the Rectangle button, , then the Oval button,   , to draw the shapes • Try drawing the object while holding <Shift>. 

• Notice how AutoShapes, Clip Art and WordArt can all be inserted from the Drawing toolbar 

• Experiment with drawing objects, but leave the document on screen for the next Session.  Note: If objects overlap, the most recently drawn object will appear at the top 

 

 

 

Formatting Drawing object  

Once a drawing object has been created, it can be formatted to adjust the color, style and thickness of the lines and the color and pattern that fill the object. 

• Draw a line or select a line if one is already created. 

• Click on the Line Style button, to change the style of the line 

• Click on the Dash Style button, and choose a style from the list. Click on Arrow Style   and select a style. 

• Select or draw a rectangle. Change the Line Style and Dash Style 

Note: To select more than one object at a time, select the Select Drawing 

Object button then drag the mouse around the objects that are to be selected. Holding <Shift> while clicking an object will also allow multiple selections. • Click on Shadow and choose a shadow for the rectangle 

• Click the 3-D button, and move the mouse over the styles until the 

      ToolTip 3-D Style 14 appears. Click once to apply this 3-D effect 

      Select an Oval and change its styles. Try the Shadow or 3-D effects 

• Select a rectangle and click on Fill Color and change the color. Select Fill Color again and choose Fill Effects. From Gradient choose two colors then a Shading Style. Click OK 

• Select a line and change the color of the line by selecting a color from the line color button 

• Select or draw a rectangle. From the menu select Format | AutoShape • Change the formatting of the object using the dialog box 

Keep the rectangle selected. From the Drawing toolbar choose the Free 

Rotate button. Position the mouse over a green handle. Click and drag the mouse to rotate the rectangle 

• Close the document without saving 

 

Activity 4:  Insert Hyperlink (10 minutes) • Open a new, blank Word document.  

• Open the Insert Hyperlink dialog box.  

• Insert a hyperlink to www.gcflearnfree.org that displays the text Free Computer Training. Save and close the document. 

 

Step 6: Using AutoText and Data Source (30 minutes) 

AutoText is a feature that recognizes commonly used words and phrases as you type them. 

The AutoText feature can save you a great deal of time. 

• To Insert a Word Recommended by AutoText: 

 Type text into your document. If AutoText recognizes a word or phrase, a suggestion box will hover over the word.  

  

 Press Enter to accept the AutoText suggestion.  

• To Insert Predefined Text from the AutoText List: o Select Insert  AutoText from the main menu.  

o Choose the text you wish to    insert from the predefined list of words and phrases.  

• To Insert a New Word or Phrase into the AutoText list: 

o Select Insert from the main menu.  o Select AutoText  AutoText... from the cascading menu. The AutoCorrect dialog box will appear.  

o Select the AutoText tab.  

o Enter the word or phrase in the Enter AutoText entries here: field.   Click Add then Click OK. 

 

Figure 9: Inserting Word by AutoText 

 

 

 

 

 

 

 

 Source: print screen from Microsoft Word 2003   

 

 

 

 

 

 

 

 

 

Step 7: Key Points (10 minutes) 

• The Drawing Toolbar offers many options for including lines, lines with arrows, and many types of shapes into your document 

• Using WordArt, you can create text graphics that bend, slant, and appear metallic or wooden and much, much more. WordArt can even be shadowed, skewed, rotated, and stretched 

• A picture doesn't have to be in the Clip Gallery in order for you to insert it into your document. The Clip Gallery is just an easy place to store clips you want to use again and again  

• Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you can create text graphics that bend, slant, and appear metallic or wooden and much, much more. WordArt can even be shadowed, skewed, rotated, and stretched 

• Word comes bundled with hundreds of Clip Art images that are copyright free and available for your personal use. 

• Moving Clips 

           Once you have inserted a graphic into your document you can re-position the graphic until it is in the appropriate location. You can also drag the image anywhere on the page.  

 

 

Step 8: Evaluation (5 minutes) 

• What are steps involved to insert and set objects?  

• What are steps involved to insert and set pictures?  

• How do you create and modify Diagrams and Charts?  

• What are steps involved to insert Hyperlinks?  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.  

Ventage Press. 

Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out. 

 

Herniter, M.E. (2000). 2nd Edition,  Personal Computer Fundamentals for Students, Hardware Windows 2000 Application. Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition,  Introduction to Computers for Healthcare Professionals. 

 

Jones & Bartlett‘s Publishers International, Barb House, Barb Mews: London.  

 

Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. J, O‘leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona State University: Boston Burr Ridge. 

 

Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. 

 

The Basics of the Word Window , Retrieved from http://www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 11: Demonstration on Printing and Managing Documents  

 

Total Session time: 60 minutes + 120 minutes Practical 

Prerequisites 

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Print Envelopes  

• Print Labels  

• Use Track Changes Tool 

• Accept and Reject Changes  

• Insert Comments  

• View and Edit Comments 

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer, LCD and Printer 

• Handout 11.1: Envelope Labels 

 

SESSION OVERVIEW 

Step Time Activity/ 

Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 30 minutes Presentation, Exercise Print Envelopes  

3 25 minutes Presentation, Exercise Print Labels  

4 20 minutes Presentation, Exercise Track Changes Tool 

5 30 minutes Presentation, Exercise Accept and Reject Changes  

6 30 minutes Presentation, Exercise Insert Comments  

7 20 minutes Presentation, Exercise View and Edit Comments 

8 10 minutes Presentation Key Points  

9 10 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

READ or ASK students to read the learning objectives and clarify. 

 

ASK students if they have any questions before continuing 

 

Step 2: Printing Envelopes (30 minutes) 

 

To Address and Print Envelopes • Select Tools from the main menu.  

• Select Letters and Mailings  Envelopes and Labels from the cascading menu. The Envelopes and Labels dialog box will appear.  

• Enter the Delivery Address. This will appear automatically if you are working with a letter at the same time.  

• Enter the Return Address.  

• Click Options to set the envelope and printing options. The Envelope Options dialog box will appear.  

 

Figure 1: Envelopes 

  

Source: Print Screen From Ms Word 

 

• Click the Envelope Options tab.  

• Make any changes to the envelope size or font.  

  

 Figure 2:Envelope Options 

  

 Source: Print Screen From Ms Word 2003 

  

• Click the Printing Options tab.  

• Choose the correct feed method for your printer.  

• Click OK.  

• Click Add to Document if you are working with a letter. This will display a version of the completed envelope.  OR  

• Click Print to just print the envelope. 

  

Activity: Group Activity Envelopes and Labels (10 minutes) 

 Handout 11.1: Envelopes and Labels to complete this Challenge.  

• Open the Envelopes and Labels document.  

• Create a size 10 envelope with a delivery address and a return address.  

• Close the document.  

   

Step 3:  Printing Labels (25 minutes) 

Word allows you to print a single mailing label or a full sheet of mailing labels. 

To Print Mailing Labels 

• Select Tools from the main menu  

• Select Letters and Mailings  Envelopes and Labels from the cascading menu. The Envelopes and Labels dialog box will appear 

• Select the Labels tab  

• Enter the address in the Address: field  

Select Full Page of same label or Single label  

 

 

Figure 3: Labels 

  

Source: Print Screen From Ms Word 2003 

 

• Click Options. The Labels Options dialog box will appear.  

• Select the product number for the labels you are using  

• Select the printing tray  

• Click OK  

• Click New Document to view the labels in a new document.  

OR 

• Click Print to just print the labels 

  

Activity: Group Activity Complete Below Bullet (10 minutes) 

 

ASK student to refer Envelopes and Labels from  

 Handout 11.1: Envelopes and Labels to complete this Challenge. 

• Open the Envelopes and Labels document.  

• Create a full page of address labels for ABC Construction.  

• Close the document. 

 

Step 4: Tracking Changes (20 minutes) 

The Track Changes feature of Word allows multiple people to work on a document, and for suggested changes to be tracked 

To Track Changes to a Document 

• Select Tools  Track Changes from the main menu. The Track Changes feature will be active  

• Change the document formatting or edit the text. Notice how the changes are documented on the screen 

 

Figure 4: Red Word Represent Tracking Changes  

  

   Source: Goodwill Community Foundation 2002. 

 

 

Step 5: Accepting and Rejecting Changes (30 minutes) 

When you receive a Word document that has been edited using the Track Changes feature, you will need to decide whether you want to accept or reject each of the changes. 

To Accept or Reject Changes 

• Select View from the main menu  

• Select Toolbars  Reviewing. The Reviewing Toolbar will appear 

 

Figure 4: Reviewing Toolbar 

  

Source: Goodwill Community Foundation 2002. 

• Position your cursor next to the first proposed change 

• Click the Accept Change or Reject Change button 

• Use the Next and Previous buttons to navigate through each proposed change. Choose to accept or reject each change  

 

Activity:  Group Activity Use Reviewing Toolbar to Do Below Bullets (10 minutes) • Use the Next and Previous buttons to review the changes. 

• Use the Accept Changes button to accept several proposed changes.  

• Use the Reject Change button to reject several proposed changes.  

• Save and close the document. 

 

Step 6: Inserting Comments (30 minutes)  

Microsoft Word provides several tools for document collaboration. One of these features allows you to insert comments into a document and provide suggestions to the document's author without changing the original text. 

To Insert a Comment 

• Position your cursor next to the word where you would like to insert a comment  

• Select Insert Comment from the main menu. The Reviewing toolbar will appear at the top of the page and a comment balloon will appear in the margin  

• Type your comment in the balloon  

• Click outside the balloon 

 

  

  

Activity:  Group Activity (10 minutes) 

• Open any Word document on your computer.  

 

• Insert at least three comments.  

 

• Save and close the document 

  Step 7: Viewing and Editing Comments (20 minutes) 

Word provides you with several document collaboration tools. One of these tools allows a person to insert comments into a document, and a different person to view and edit those comments. 

To View and Edit Comments 

• Select View  Markup from the main menu  

• View the comments in each comment balloon and decide whether to modify the document based on the comment. Right-click each comment balloon after reviewing the comment  

• Select Delete Comment  

• Click the Next Tool on the Reviewing Toolbar to move to the next comment in the document 

 

  

  

Activity:  Group Activity (10 minutes) • Open any word document on your computer.  

• Insert at least three comments.  

• Save and close the document.  

• Open the same document.  

• View each comment balloon.  

• Edit the document, as necessary.  

• Delete all the comments in the document. 

 

 

 

 

Step 8: Key Points (10 minutes) 

 

• To address and print envelopes: Select Tools from the main men, then Select Letters and Mailings  Envelopes and Labels from the cascading menu. The Envelopes and Labels dialog box will appear 

• The Track Changes feature of Word allows multiple people to work on a document, and for suggested changes to be tracked. To Track Changes to a Document: Select Tools  Track Changes from the main menu. The Track Changes feature will be active 

• To Accept or Reject Changes: Select View from the main menu. Select Toolbars 

 Reviewing. The Reviewing Toolbar will appear. Position your cursor next to the first proposed change. Click the Accept Change or Reject Change button 

• To Insert a Comment: Position your cursor next to the word where you would like to insert a comment. Select Insert Comment from the main menu 

 

Step 9: Evaluation (10 minutes) 

• What are steps involved to print envelopes?  

• What are the steps involved for making track changes in a word document? 

• What are steps involved to accept and reject changes in the word document? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.  

Ventage Press. 

 

Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out. 

 

Herniter, M.E. (2000). 2nd Edition,  Personal Computer Fundamentals for Students,    Hardware Windows 2000 Application. Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition,  Introduction to    Computers for Healthcare Professionals. 

 

Jones & Bartlett‘s Publishers International, Barb House, Barb Mews: London. 

  

Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. J, O‘leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona    State University: Boston Burr Ridge. 

 

Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. 

 

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/ 

        

 

Handout 11.1: Envelope Labels 

 

 

 

ABC CONSTRUCTION 

1511 Main Street 

Sanford, SC  37222 

(999) 333-2222 

 

 

January 9, 2007 

  

   

Jones Distributing Company 

3918 Chelsey Drive 

Carrington, GA  40211 

 

 

Dear Mr. Jones: 

 

 

Thank you for your interest in using ABC Construction as your Consultant on the construction of your new facility.  We‘d be pleased to meet with you to discuss the details of this exciting endeavor. 

 

 

Sincerely, 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Handout 11.2: Envelope Labels 

 

 

Date 

 

Your name 

Your address 

Your address 

Your telephone number 

 

Mr. Joe Smith 

Health Insurance Corporation, Inc.  

Director of Sales 

123 Page Street 

Raleigh, NC 12345 

 

Dear Mr. Smith: 

 

I am interested in the administrative assistant position with Health Insurance Corporation, Inc. (job #3456) that was advertised through www.trianglejobs.com. I am familiar with your company because I am one of the 2.5 million North Carolinians you insure. As a group member, I am impressed by the flexibility of your health care plans and commitment to helping people learn how to make their health a priority. Because Health Insurance Corporation was recently named the largest stand-alone HMO plan in the state, I understand that your need for capable assistants is growing. Please take a moment to review some of my strengths that qualify me for the position: 

 

I would like to meet with you to further explore the contribution I could make at Health 

Insurance Corporation, Inc. I will call you in 10 days to confirm that you've received this package, answer any questions, and see if we can arrange a meeting or phone interview. I invite you to call me at 213-555-1212 if you need more information. Thank you for your consideration. 

Sincerely, 

 

Your Name (Your signature) 

Your Name (Typed) 

 

 

 

 

 

 

 

Session 12: Demonstration on PowerPoint Basics 

 

Total Session Time:  60 minutes +120 minutes Practical 

 

Prerequisites  

• None 

 

Learning Tasks  

By the end of this session, students are expected to be able to: 

• Define Power Point Program 

• Identify Components of PowerPoint Window  

• Create a Blank Presentation  

• Insert, Copy and Delete Slides   

• View Slides with Different Slide Views  

 

Resources Needed: 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer and LCD 

• Handout 12.1: PowerPoint Sample Slides in Word 

 

SESSION OVERVIEW 

Step Time Activity/ 

Method Content 

1 5  minutes Presentation Presentation of Session Title and Learning Tasks 

2 5 minutes  Presentation Buzzing Meaning of Power Point Program  

3 40  minutes Presentation Exercise  

Component of the  PowerPoint Window  

 

4 35  minutes Presentation, Exercise Creating a Blank Presentation  

5 40 minutes  Presentation, Exercise Inserting, Copying and Deleting Slides  

6 30 minutes Presentation, Exercise Working with Slide Views  

7 10 minutes Presentation Key Points  

8 5 minutes Presentation  Evaluation 

9 10 minutes Presentation  Take home Assignment 

SESSION CONTENT 

 

Step 1:  Presentation of Session Title and Learning Tasks (5 minutes) READ or ASK student to read the learning Tasks and clarify. 

 

ASK students if they have any questions before continuing 

 

Step 2: Meaning of Power Point  ( 05 Minutes) 

 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What is Power Point? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

Power Point is computer software created by Microsoft which allows the user to create slides with recordings, narrations, transitions and other features in order to present information. An example of PowerPoint is presentation software made by Microsoft. 

 

Microsoft PowerPoint, part of the Office suite, is a presentation graphics application. A presentation is a combination of slides, handouts, notes, and outlines all in one file. You can add text, graphics, photos, clip art, sound and video to your slides. PowerPoint can help you present a topic at work, home, or school. 

   

Step 3: Components of the Power Point Window (40 minutes) 

 

The Parts of the PowerPoint Window 

• The PowerPoint Window has toolbars and panes to help you quickly create presentations. Most of the toolbars are common in Office applications but may feature options unique to PowerPoint. 

o Title Bar - displays the document name followed by a program name  o Menu Bar - contains a list of options to manage and customize documents o Standard Toolbar - contains shortcut buttons for the most popular commands  o Formatting Toolbar - contains buttons used for formatting o Status Bar - displays slide position and the type of design in PowerPoint  o Drawing Toolbar - contains tools for drawing lines, shapes and objects o Task Pane - located on the right side of the computer screen, this pane allows you to select tasks in different categories and allows you to quickly enhance your slides in a few steps. It provides quick access to the most common actions and features in PowerPoint 

o Outline and Slides Tabbed Pane - allows the user to easily view the presentation in outline format (text), as well as a list of all the slides in the presentation (with visuals)  

o Help - provides quick access to Help topics 

The default view for PowerPoint is the Tri-Pane View. This view, which opens when you launch PowerPoint, allows you to see multiple parts of a presentation at once 

 

Figure 1: PowerPoint components/parts  

 

 

                                    Source: Goodwill Community Foundation 2002 

 

The Outline and Slides Tabbed Panes are located on the left side of the screen. Click on the tabs to view an outline or a slide of your presentation. The tabs render differently based on the size of the pane. 

 

                                                     

You can show or hide PowerPoint's toolbars. Click on the View menu and choose Toolbar. Decide which ones you want to show or hide. 

 

View Buttons and Slide Views 

The view buttons at the left bottom corner of the screen allow three slide views: Normal View, Slide Sorter View and Slide Show. 

 The view buttons can be useful as you prepare your presentation. They control the way slides are displayed on the screen. Click a view button to see a different view. 

 

Normal View  contains the Outline and Slides Tabbed Panes on the left, the Slide pane in the center and the Task Pane on the right.  

 

The Outline View shows the text of your presentation for easy editing while Slides View shows text and graphics of the slide you're working on. Click on the tabs to switch between the two views. Under the center slide area is a place for notes. 

 

Figure 2: Text Area Of PowerPoint  

  

Source: Goodwill Community Foundation 2002 

 

You can hide or show the different panes in Normal View. To hide the Task Pane, click on the View menu and choose Task Pane. (The View menu also allows you to choose other views). To hide the Outline View and Slide Tabbed Panes, click on the X to the right of the Slides Tab.  

 

More Views 

Here are some other views that may be useful as you create your presentations: 

Slide Sorter View  lets you see small versions of all the slides you have created. You can delete, copy, and move slides in this view. 

Slide Show  lets you see your presentation electronically as it will appear to an audience. 

 

The Task Pane 

The PowerPoint Task Pane is located on the right side of the screen. The down-pointing arrow in the top, right corner of the pane allows you to select different menus and tools. By default, the Task Pane appears when PowerPoint is launched. 

 

 

 

 

 

 

 

 

 

 

 

 

Figure 3: Task Pane 

  

Source: Goodwill Community Foundation 2002 

 

The Slide Layout and Slide Design panes within the Task Pane help organize layouts, design templates, and color schemes. When you select a design option, your slides are quickly updated with the new look. 

You can view the Slide Layout and Slide Design panes by clicking on the down-pointing arrow next to New Presentation in the Task Pane. 

 

Figure 4: Task Pane Show Slide Design 

  

Source: Goodwill Community Foundation 2002 

 

Select Slide Layout or Slide Design (Design Templates, Color Schemes, Animation Schemes). You'll learn more about using these panes later in this course. 

 

Figure 5: Selection of Slides     

  

Source: Goodwill Community Foundation 2002 

  

 

Figure 6: More Options from View 

 

Source: Goodwill Community Foundation2002 

 

Activity   Hand on Practice  

 Parts of the PowerPoint Window (5 Minutes) 

ASK student to use Microsoft PowerPoint  

 REFER Students to Handout 12.1. PowerPoint Sample Slides in Word ALLOW them to make practice in order to be memorable with Parts. • Open Microsoft PowerPoint from the Start menu.  

• Review the parts of the PowerPoint window.  

• Click on the View Buttons.  

• Click on the Outline tab and the Slides tab.  

• Close PowerPoint and do not save anything you have done.  

 

Step 4: Creating a Blank Presentation (35 minutes) 

• PowerPoint offers three ways to create a presentation:  

o Blank presentation, From Design Template or o  From AutoContent Wizard. 

• The Blank presentation option is one of the more commonly used methods. It offers several blank slides with layouts for text and graphics. 

• To Create a Blank Presentation o Open PowerPoint 

o A slide featuring a place for a title and subtitle appears by default. You may begin your presentation with this slide or choose a different slide layout.  

 

Figure 7: Blank Presentation 

 

Source: Goodwill Community Foundation 2002 

o The New Presentation Pane appears on the right side of the screen  

o Under New, click Blank Presentation  o A list appears 

 

Choosing a Slide Layout 

• As you work on your presentation, think about the type of layout you want. Do you want a slide with text and lots of clip art or one with text and a chart? PowerPoint offers many layout options. 

• To Choose a Slide Layout o Move your arrow pointer over the layouts or use the scroll bar in the Slide Layout 

Panel  o A gray bar appears on the right of each layout 

o When you find a layout that you like, click the down-pointing arrow and choose Apply to Selected Slide 

 

 

Figure 8: Slide Layouts Dialog Box 

  

Source: Goodwill Community Foundation 2002 

  

You can also click on the slide layout to apply it. Notice that the slide you are currently working on has a dark border in the Outline Pane. 

 

Placeholders 

Once you choose a layout for your slides, you can begin adding text, graphics or other items. You do this with placeholders - specials places within a slide where you can add content. 

• To Add Text to a Placeholder o Click on the placeholder  o Start typing 

 

 

 

 

Saving a Presentation 

You can save, close, and exit presentations in PowerPoint just as you would while using other Microsoft applications. 

• To Save a Presentation o Click on File  Save. (Ctrl + S)  

 

    Figure 12: Save Option  

 

                                        

Source: Goodwill Community Foundation 2002 

 

o Choose the location where you want to save your presentation. (My Documents is a good place).  

o Type a name in the File Name box or keep the one that PowerPoint has provided.  

 

Closing a Presentation and Exiting PowerPoint 

Once you've finishing working on your presentation, you can quickly close it. 

• To Close a Presentation o Click the X in the PowerPoint presentation window (Ctrl + W).  

 

   

o The PowerPoint application remains open and you can start a new presentation. (See next page for details).  

• To Exit PowerPoint o Click the X in the far right top corner  

 

   

o Choose File  Exit. (Alt + F4)  

Before you exit PowerPoint, make sure that you save any work that you want to keep. 

 

Creating a New Presentation Using the Traditional Method 

Remember, after you have closed one presentation, you can easily start a new one while PowerPoint is still open by using the traditional new file creation method. 

• To Start a New Presentation o Click on File  New. (Ctrl + N)  Figure 13: Creation of New Presentation Dialog Box 

  

   Source: Goodwill Community Foundation 2002 

 

o In the New Presentation Pane, under New choose Blank Presentation.  

 

Figure14: New Presentation Pane 

 

                                   

                                                           Source: Goodwill Community Foundation 2002 

 

o Choose the design layout that you want 

Remember, if your Task Pane disappears from the right side of the screen, click on View  Task Pane. 

Step 5: Inserting, Copying and Deleting Slides (40 minutes) 

Procedures: 

You can quickly open a presentation that you've previously saved by using the Task Pane. 

• To Open a Presentation 

o Start PowerPoint.  

o In the Task Pane, click on from existing presentation and select the presentation that you want to open.  

 

Figure15: Task Pane 

                                                  

Source: Goodwill Community Foundation 2002 

OR  

o Choose File  Open.  o Navigate to the file you want to open.  

 

Inserting a New Slide 

Once you've created your opening slide, you'll want to add more slides to your presentation. 

• To Insert a New Slide o Click on Insert  New Slide. (Ctrl + M)  

o Move your arrow pointer over layouts or use the scroll bar and choose a 

slide layout.  

 

Figure 16: Slide Layout Application 

  

Source: Goodwill Community Foundation 2002 o A gray bar appears on the right  o Click the down-pointing arrow and choose Insert New Slide.  OR 

o Click the New Slide button at the top of the screen  

 

   

o Move your arrow pointer over layouts or use the scroll bar and choose a design layout.  

o A gray bar appears on the right  o Click the down-pointing arrow and choose Insert New Slide.  

 

Copying a Slide 

Copying is another technique that you may use as you work on your slide presentation. For example, you may want to repeat a slide later in the presentation or copy a slide and make slight changes to it to make a different point. 

 

• To Copy a Slide 

o Click the slide you want to copy in the pane on the left  o Click on the Copy Button on the Standard Toolbar. (Ctrl + C)  o Move the arrow pointer to where you want the copied slide to appear.  

            OR 

o Right click the slide you want to copy in the pane on the left  o Move the arrow pointer to where you want the copied slide to appear.  o A horizontal cursor appears  

o Click the Paste Button on the Standard Toolbar or right click  Paste. (Ctrl + V)  

 

Figure 17: Example of Prepared Slide  

  

Source: Goodwill Community Foundation 2002 

 

Note: This example of how to copy a slide was shown in the Slide Sorter View; however, the same instructions apply for copying a slide in Normal View.  

Deleting a Slide 

Sometimes you may want to take one or more slides out of your presentation. 

• To Delete a Slide o Click the slide  

o Press Delete on your keyboard  

OR 

o Right click the slide you want to delete in the pane to the left  Delete Slide  

 

 

Source: Goodwill Community Foundation 2002 

 

Step 6: Different Slide Views (30 minutes)  

The procedure of making different slide views 

As you are working on your presentation, you may want to change the order of your slides. You can rearrange slides in Slide Sorter View. It allows you to view miniature slides that you can drag and drop. 

• To Move Slides in Slide Sorter View o Click on the Slide Sorter View button  in the left bottom corner of the page  o Click the slide you want to move.  

o Hold down the left mouse button and drag the slide to its new location. A pointer with a box appears as you drag the slide  

o Click on the Normal View button  to return to Normal View  

 

Working with Slides in Normal View 

You can also easily move slides in Normal View. Remember, this is the Tri-Pane View that shows small slides on the left, a slide in the center and the Task Pane on the right. 

• To Move Slides in Normal View o Click on the Normal View button  

o Click a slide in the left pane and drag and drop it to its new location 

o Hold down the left mouse button and drag the slide to its new location. A pointer with a box appears as you drag the slide 

To toggle between the different views in PowerPoint 2003, click on the View buttons or click on View  Slide Sorter, Normal or Slide Show 

 

Changing and viewing Slides in Outline View 

Outline View also allows you to make changes to slides. While you can drag and drop slides in this view, it's also useful for making changes to the text of your slides or for viewing multiple slides. 

 

• To View or Make Changes to Text in Outline View o Click the Outline View tab in the left pane.  

o   o An outline view of your slides appears with text.  o Click on the small gray slide you want to make changes to o Scroll through the slides in outline view 

o Select the slide in the outline and then type changes directly onto the center slide  o You can view the text of all of your slides in this view  

o Return to Normal View by clicking the Slides tab in the left pane  

 

Viewing Slides in Slide Show View 

After you have made some changes to your PowerPoint presentation, you can get an idea of how it will look as a slide show. 

• To View Slides in Slide Show View o Click on the Slide Show button  at the bottom left corner of the screen        OR 

o Click on View  Slide Show  

o Click on each slide until you reach the end of the slide show (black screen)  o Click to exit and return to Normal View  

 

Activity: Where I learn (Take-home assignment) 

• Open the presentation, Where I Learn, which you have worked with in the last two 

activities 

• View the presentation in Slide Sorter View. Currently, you should have three slides. Your slides may look something like this:  

• Move the city/state slide (currently your second slide) so that it is the third slide in the slide show. 

• View the slides in Outline View.  

• Add an exclamation point (!) to the first slide after ―Where I Learn”! 

• View the slides in Slide Show View.  

• Save and close your presentation.  

 

 

 

 

 

 

 

Step 7: Key Points (10 minutes) 

• Microsoft PowerPoint part of the Office suite, is a presentation graphics application. A presentation is a combination of slides, handouts, notes, and outlines all in one file. You can add text, graphics, photos, clip art, sound and video to your slides 

• Copying is another technique that you may use as you work on your slide presentation. For example, you may want to repeat a slide later in the presentation or copy a slide and make slight changes to it to make a different point 

• As you are working on your presentation, you may want to change the order of your slides. You can rearrange slides in Slide Sorter View. It allows you to view miniature slides that you can drag and drop 

• PowerPoint offers Design Templates to make it easy to create an attractive presentation. These templates come in a variety of colors and styles. You can apply a design to existing slides or begin a new presentation with a template 

 

Step 8: Evaluation (5 minutes) 

• What is the default view for PowerPoint? 

• What are steps of creating a Blank Presentation? 

• What are steps of inserting, copying and deleting slides?  

• What are the procedures for opening a presentation that you've previously saved?  

 

STEP 9:  Take home Assignment  (10minutes) 

 

Activity: Take home Assignment  I ( 5 minutes) 

 

DIVIDE students in groups or individual. 

ASK the students to work on the following assignment 

 

Type your name or username and today's date in the subtitle placeholder.  Save the document as Where I Learn.  

Exit PowerPoint.  

Important Reminder: If you are using a public computer, such as one at a library or learning center, you may not be able to use the same computer each time. It is very important to understand the policies on saving documents to public computers. Some places do not allow you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the public computers where you are. If you are unsure how you will keep a recent copy of the assignment, you can always email a copy of the document to yourself when you finish working on the document. 

 

ALLOCATE time for students to do the assignment and submit 

REFER students to recommended references  

 

 

 

 

 

 

For Example:  

  

 

 

    Activity:   Take home Assignment II (5 minutes)  

 

Open the Where I Learn presentation you created in the previous activity • Insert a new slide with title and text placeholders.  

• Type the name of the city and state/province where you live in the title line.  

• Type details about this location in the bulleted list.  

• Copy and paste the slide you just created.  

• Delete the copy you just made.  

• Insert a new slide with title and text placeholders.  

• Type the name of the place where you learn in the title placeholder. For example, if you use the GCFLearnFree.org website from your home, you would type Home in the title placeholder.  

• In the bulleted list type information about the location where you learn.  

• Save and close your presentation.   

 

 

 

Figure 19: Examples of Slides 

  

OR  

  

Source: Goodwill Community Foundation 2002 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.  

Ventage Press. 

 

Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out. 

 

Herniter, M.E. (2000). 2nd Edition,  Personal Computer Fundamentals for Students,    Hardware Windows 2000 Application. Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition,  Introduction to    Computers for Healthcare Professionals. 

 

Jones & Bartlett‘s Publishers International, Barb House, Barb Mews: London. 

  

Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. J, O‘leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona    State University: Boston Burr Ridge. 

 

Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. 

 

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Handout 12.1: PowerPoint Sample Slides in Word 

  

         

Slide 1  Slide 2  

 

Gather Your Tools

 Container

 Fertilizer

 Soil

 Water Hose

 Spade

 Bedding Plants

 

 

Slide 3                              Slide 4 

Slide 6 

           

 

 

 

 

 

 

Session 13: Demonstration on Enhancing PowerPoint Presentation 

 

Total Session Time:  60 minutes + 120 minutes Practical 

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Format Text  

• Format Bulleted and Numbered Lists  

• Add Clip Art and Pictures  

• Add Charts, Diagrams and Tables  

• Add AutoShapes, WordArt and Hyperlinks  

 

Resources Needed 

• Flip charts, marker pens, and masking tape. 

• Black/white board and chalk/whiteboard markers. 

• Computer. 

• LCD. 

 

SESSION OVERVIEW 

 

Step Time Activity/ 

Method Content 

1 05  minutes Presentation Presentation of Session Title and Learning Tasks 

2 45  minutes Presentation, Exercise Formatting Text  

 

3 40 minutes Presentation, Exercise Formatting Bulleted and Numbered Lists  

 

4 30 minutes  Presentation, Exercise Adding Clip Art and Pictures  

 

5 25 minutes Presentation, Exercise Adding Charts, Diagrams and Tables  

 

6 25 minutes Presentation, Exercise Adding AutoShapes, WordArt and Hyperlinks 

7 05 minutes Presentation Key Points  

8 05 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

READ or ASK student to read the learning tasks and clarify. 

ASK students if they have any questions before continuing 

 

Step 2: Formatting Text (45 minutes) 

Procedures for formatting text:  

Adding Text to an Original Slide 

• Many of PowerPoint's slides have text boxes already included and ready for you to add information. To add text to a slide, you can just click inside the text box on the slide However, if you create an original slide you'll need to add a text box or two 

• To Add Text to an Original Slide o Insert a blank New Slide.  

  

o Click on the Text Box button in the Drawing Toolbar.  

  

o Click and drag your mouse pointer to create a text box on the slide 

 

o Click on Insert Text Box.  o Click and drag your mouse pointer to create a text box 

  

The Formatting Toolbar 

PowerPoint's default font or text type is Arial. However, you may want to change the font type, font size and more. Use the Formatting Toolbar to set the color, size, and overall look of your text. It doesn't matter whether the text is an original slide or is in a preset layout. 

• Here are some of the formatting options o Font type  o Font size  

o Bold, Italics, and Underline  o Center, Align Left, and Align Right  

o Bullets and Numbering  o Font color  o Increase Font Size  

o Decrease Indent  

 

 

Figure 1: Formatting Toolbar 

 

Source: Goodwill Community Foundation 2002

 

For more formatting buttons, click on the down-pointing arrow at the end of the toolbar. Choose Add or Remove Buttons - Formatting. Choose any additional options you want on the Formatting Toolbar. You can also choose Show Buttons on Two Rows. 

 

Formatting Text 

The Formatting Toolbar allows you to make many changes to your text to give it the look you want for your presentation. 

• To Format Text o In the Formatting Toolbar, click on the down-pointing arrow OR button for the item you want to format  

o For example, to set the font size for text you haven't typed yet, click on the downpointing arrow next to the number and choose the font size. To change the font color, click on the down-pointing arrow next to the "underlined" A 

 

              Figure 2 Formatting Text Bar 

 

 

                            Source: Goodwill Community Foundation 2002 

 

o To make formatting changes to existing text, highlight the text and click on the downpointing arrow OR button for the formatting change  

   

o Take some time to experiment with the different formatting options to decide what's best for your presentation. 

The Format Menu 

You can also use the Format menu to make formatting changes to the text in your presentation. 

• To Use the Format Menu o Click on Format  Font.  

                              Figure 3: Font Option from Formatting 

  

Source: Goodwill Community Foundation 2002 

 

                                 Figure 4: A Dialog Box Opens.  

  

                            Source: Goodwill Community Foundation 2002 

 

o Choose the font, font style, and/or size.  

o Click OK  

 

Cut, Copy, and Paste 

Once you've determined how your text will appear in your slides, you may need to cut copy or paste some information. 

• To Copy and Paste o Select the text you want to copy.  

   

o Click the copy button on the Standard Toolbar. (Ctrl + C)  

o Move your mouse pointer to the location on the slide where you want the text to appear  

o Click the paste button on the Standard Toolbar. (Ctrl +V)  o To Cut and Paste o Select the text you want to cut  

o Click the cut button on the Standard Toolbar. (Ctrl + X )  

o Move your mouse pointer to the location on the slide where you want the text to appear  

o Click the paste button on the Standard Toolbar. (Ctrl +V)  

 

The keyboard shortcuts - Ctrl + C, Ctrl + X, and Ctrl + V - can help make cutting, copying and pasting faster. If you don't already know them, learn these shortcuts. 

 

Activity: classroom assignment     (15 minutes) 

 

ASK student to do below task and make sure everyone participate full. 

• Create a Presentation 

 ALLOW them to do either computer lab or outside the college. 

 

• In this series of activities you will create a presentation about how you spend your free time (i.e., what your hobbies are). PowerPoint is a great program and it allows you to be creative with the way you display information, so have fun!  

• Open PowerPoint.  

• Choose a slide with a title and a subtitle placeholder.  

• Type the title How I Spend My Free Time.  

• Format the title using a 44 point Arial font. Make the title bold and in some color other than the default black. 

• Type a subtitle with your name or GCF username and today's date.  

• Format the subtitle using a 28 point, Arial font.  

• Insert a Title and Text placeholder slide. 

• Type the title My Hobbies Are... on that slide.  

• Type at least three things you like to do in your free time in the bulleted list text placeholder.  

• Insert a Blank Slide.  

• Add a text box and type some information about the first item in your bulleted list that is on the previous slide, My Hobbies Are...  

• Format slide 2 and 3 with whatever font and font size you wish.  

• Apply a design template to your presentation, if you wish.  

• Save your presentation as My Hobbies and close PowerPoint. 

 

 

Step 3: How to Format Bulleted and Numbered Lists (40 Minutes) 

 

Procedures for formatting Bulleted and Numbered Lists 

 

Bulleted Lists 

PowerPoint provides several bulleted lists slides for you to choose from for your presentation. You can use these slides or create bulleted list slides of your own. 

 

                     Figure 5: Bullet List Show Below  

  

Source: Goodwill Community Foundation 2002 

 

Bullets can be dots, check marks, arrows, squares and more. 

Picture bullets - colorful bullets in various shapes - are also available.  

 

     Figure 6: Picture Bullet dialog 

  

Source: Goodwill Community Foundation 2002 

 

Formatting a Bulleted List 

You can format the look of bullets from the Format menu. 

• To Format a Bulleted List o Place your cursor in the section of the slide you want your bullet or bulleted list. Click on Format  Bullets and Numbering.  

 

Figure 7: Bullets and Number Dialog Box  

  

Source: Goodwill Community Foundation 2002 

 

 

 

 

Figure 8: A Dialog Box Opens. Make Sure the Bulleted Tab is Selected.  

  

    Source: Goodwill Community Foundation 2002 

 

o Choose the bullet style that you want from the examples that appear on the screen or click Picture and choose a style from the bullets that appear. (You can also choose size and color)  o Click OK  

Customizing a Bulleted List 

If you don't like the traditional bullets or the picture bullets that PowerPoint offers, you can customize your own. 

• To Customize a Bulleted List o Place your cursor in the section of the slide you want your bullet or bulleted list. Click on Format  Bullets and Numbering  

 

 A dialog box appears. Make sure the Bulleted tab is selected.  

 

Figure 9:Selected Bullet From Bullet and Number  

  

Source: Goodwill Community Foundation 2002 

 

o Click on Customize near the bottom right corner of the dialog box  o A dialog box appears   

 

 

 

 

Figure 10: Symbols Dialog Box 

 

 

       Source: Goodwill Community Foundation 2002 

 

o Choose a symbol from the list that appears. Note that you can change the font by clicking on font in the upper left corner of the dialog box.  

o Click OK.  

 

Formatting a Numbered List 

PowerPoint also gives you different options for formatting a numbered list. 

• To Format a Numbered List o Place your cursor in the section of the slide you want your bullet or bulleted list. Click on Format  Bullets and Numbering.  

o A dialog box opens. Make sure the Numbered tab is selected  

 

Figure 11: Number Tab Dialog Box  

  

Source: Goodwill Community Foundation 2002 

 

o Choose the number style that you want. (You can also choose size, color, and the number you wish to start from  o Click OK 

 

 

 

 

 

 

Activity:  classroom assignment (10 minutes) 

  

 ASK student to use previous work (activity 2) and do the following activity  

  My Hobbies-Bullet styles 

• Open the presentation, My Hobbies, which you created earlier.  

• Insert a new slide with title and text placeholders. This is the fourth slide in your presentation.  

• Type a title for the slide. You may want this slide to be about the second hobby on your list from slide 2, My Hobbies are....  

• Format a different bullet style for the slide. 

• Type a list of things related to the topic of the slide.  

 

Step 4: Adding Clip Art and Pictures (30 minutes) 

Procedures of Adding Clip Art and Pictures 

 

Inserting Clip Art into a Slide 

Clip art is a collection of graphical images. You can easily enhance your presentation with clip art in a few easy steps.  

• To Insert Clip Art into a Slide o In the Outline view in the left pane, select the slide in which you want the clip art to appear  

o Click the Clip Art button on the Drawing Toolbar.  

                       OR 

o Select the slide you want to work on  

o Click on the down-pointing arrow in the Task Pane  Clip Art  

If you are working with a slide that has an icon for clip art, click on the icon. You'll learn more about this later in this lesson 

 

Searching for Clip Art 

Once you activate the Clip Art option, a search menu appears on the screen.  

• To Search for Clip Art o With the Search dialog box open, type the name of the image that you are looking for. For example, people, buildings, winter.  

o Click on Go.  

 

 

 

 

 

 

 

 

Figure 13: Clip Art 

   

Source: Goodwill Community Foundation 2002 

 

o Click on the clip art that you want to insert.  o Click OK.  o The clip art appears in your slide.  

You can move or resize clip art and other content once it has been inserted into a slide. You'll learn more about this later in this lesson.  

 

Inserting Pictures from File 

Adding pictures to your presentation may also help engage the audience's attention. You can insert pictures that you have on file on your computer. 

• To Insert a Picture from File o Click on Insert  Picture  From File.  

 

  

Source: Goodwill Community Foundation 2002 

 

o Navigate to the folder where you've saved your picture.  o Click on the picture you want to insert into the slide.  

             OR 

o Click the Insert Picture button on the Drawing Toolbar.  

 

   

o Navigate to the picture that you want to use.  o Select the picture and click Insert.  

 

Inserting Pictures or Clip Art Using a Slide Design Layout 

Some slide layouts already have icons for clip art and pictures. PowerPoint allows you to insert pictures though these slide design layouts.  

• To Insert Pictures Using a Slide Design Layout o Browse the slide design layouts to find one with an icon for a picture  o Click on the picture icon o Navigate to the picture you want to insert  

o Select the picture and click Insert  

 

Resizing Pictures and Clip Art 

Once you insert clip art or a picture, you may need to resize it to better fit your slide. 

 

• To Resize Pictures or Clip Art o Click the cursor the edge of the graphic and a resizing handle appears. A resizing handle is a black, double-headed arrow  that changes to a "plus sign", + ,once you start resizing the image  

o Drag the graphic to the size that you want  

 

Step 5: Adding Charts, Diagrams and Tables (30 minutes)  

 

Procedures of Adding Charts, Diagrams and Tables 

 

Inserting a Chart 

PowerPoint allows you to insert charts into your slide presentation to display different types of information to your audience. 

• To Insert a Chart o Insert a new slide with a title and a chart icon.  

o When the slide appears, click the Insert Chart icon.  

o Replace the sample data in the data sheet with actual data that you want to present. The Y axis is for values or numbers. For example, number of hours worked or amount of money earned. The X axis is the label for the information. It now reads East, West, and North.  

o You can delete some information in columns or rows of the sheet. Right click on the row or column and choose Cut, Delete or Clear Contents  

o NOTE: You can expand the chart columns to fit your data or titles. Place your mouse pointer over the end of the column in the gray heading. A black cross with double arrows appears. Right click and drag the columns to the size you want.  

o To format column width, click on Format Column width 

o Notice that as you enter the new data and titles etc., the chart on the slide changes to show this new information  

             If the datasheet disappears, double click on the chart and choose View  Datasheet. 

 

Inserting a Table 

PowerPoint also gives you the option of displaying information within your presentation in a table. 

• To Insert a Table: 

o Insert a new slide with a table icon.  o Click on the Insert Table icon.  o When the dialog box appears, set the number of columns and rows for your table.  

 

Figure 27: Insert Table Dialog Box 

 

  

 

         Source: Goodwill Community Foundation 2002 

 

o Click OK.  

o Enter the data for your table.  o To format the table, choose Format  Table. o Click on the tabs and make any necessary changes.  

o Click OK.  

 

Step 6: Adding AutoShapes, WordArt and Hyperlinks (30 minutes) 

Inserting an AutoShape 

PowerPoint provides many different items that you can use to enhance your slides. For example, an AutoShape can be a useful graphical element. AutoShapes include lines, arrows, banners, stars and other shapes that you can add to your presentation 

• To Insert an AutoShape o Click Insert  Pictures  AutoShapes.  

 

                Figure 29: Auto shapes. Option 

 

  

                                      Source: Goodwill Community Foundation 2002 

 

o A small AutoShapes toolbar appears.  

  

o Click on the various options and a list of AutoShapes appears.  o Choose the one for your presentation.  o To format an AutoShape, right click on it and choose Format AutoShape.  

o A dialog box appears with various formatting options.  

            OR 

o Insert AutoShapes by clicking on the Drawing Toolbar at the bottom of the PowerPoint screen. A list of options appears.  

 

               Figure 30: Drawing Toolbar 

  

         Source: Goodwill Community Foundation 2002 

 

You can click and drag an AutoShape to increase its size and you can add text by choosing Insert  Text Box.  

 

Inserting WordArt 

WordArt is colorful and artful text that is available in a variety of styles. It allows you to create interesting titles, logos and text in your PowerPoint presentation. 

• To Insert Word Art o Click the WordArt button on the Drawing Toolbar.  

 

  

 

  

  

  

  

  

  

  

  

  

 Figure 31: The Word art Gallery Appears.  

  

            Source: Goodwill Community Foundation 2002 

 

o Choose the WordArt that best fits your slide presentation.  o Click OK.  o When the Edit WordArt Text dialog box appears, click on Your Text Here to add text. Type the text for your slide. You can also make any formatting changes to your font.  o Click OK.  

o The WordArt appears in your slide. You may drag it to where you want it to appear on your slide.  

 

Figure 32: Click Insert Pictures Word Art 

  

  

               Source: Goodwill Community Foundation 2002 

 

Inserting a Hyperlink 

PowerPoint also allows you to add hyperlinks to your slides to make them more interactive. A hyperlink can link to a web site which provides more information for your presentation. 

• To Insert a Hyperlink o Select the text in your document that you want to be a hyperlink. For example, www.gcflearnfree.org or Free Computer and Career Classes.  

o Click the Hyperlink button on the Standard Toolbar.  

 

  

 

(If this button does not show, you may want to add it to your toolbar by clicking on the downpointing arrow at the end of the bar to display Toolbar Options. Click on Insert Hyperlink to add the button to your toolbar. 

o Click the Existing File or Web Page button.                           

 

Figure Insert Hyperlink 

  

                      Source: Goodwill Community Foundation 2002 

 

o Type any text that you want to display. For example: Free Computer and Career 

Classes. This type will display instead of the web address  o Click OK 

To make sure that the hyperlink works, click the Slide Show button and click on the link on the slide. 

 

Activities 4: My Hobbies-Hyperlink (Take home assignment) 

 

ASK student: How can insert Title in slide.  • Open the My Hobbies presentation.  

• Insert a new Title Only slide. This is your sixth and final slide.  

• Type a title for the slide. You may want to make this slide about the final hobby you have listed.  

• Insert a text box and type any necessary information related to the topic of the slide. 

• Insert an AutoShape, WordArt, or a Hyperlink onto the slide.  

• Save and close the presentation.  

The Challenge presentation about your hobbies is now complete. The presentation should have a total of six slides with information about the things you do in your free time.  

 

Step 7: Key Points (15 minutes) 

• Many of PowerPoint's slides have text boxes already included and ready for you to add information. However, if you create an original slide you'll need to add a text box or two. 

• PowerPoint provides several bulleted lists slides for you to choose from for your presentation. You can use these slides or create bulleted list slides of your own. 

• Clip art is a collection of graphical images. You can easily enhance your presentation with clip art in a few easy steps. To Insert Clip Art into a Slide: In the Outline view in the left pane, select the slide in which you want the clip art to appear. Click the Clip Art 

button on the Drawing Toolbar. OR Select the slide you want to work on. Click on the down-pointing arrow in the Task Pane  Clip Art.  

• PowerPoint allows you to insert charts into your slide presentation to display different types of information to your audience 

• An AutoShape can be a useful graphical element.  

 

Step 8: Evaluation (10 minutes) 

• What are the steps for formatting text? 

• How can you format using bullets and numbers?  

• What steps shoukd be followed in adding clip art and pictures?  

• What are the procedures for adding AutoShapes, WordArt and Hyperlinks? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.  

Ventage Press. 

 

Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out. 

 

Herniter, M.E. (2000). 2nd Edition,  Personal Computer Fundamentals for Students,    Hardware Windows 2000 Application. Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition,  Introduction to    Computers for Healthcare Professionals. 

 

Jones & Bartlett‘s Publishers International, Barb House, Barb Mews: London. 

  

Morris M & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. J, O‘leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona    State University: Boston Burr Ridge. 

 

Steven Sagman (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. 

 

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 14: Demonstration on Creating PowerPoint Slide Show 

 

Total Session Time: 60 minutes + 120 minutes Practical 

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Animate Slides  

• Create a Slide Master  

• Use Spell Check  

• Print a slide Presentation 

• Add Transition  

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer and LCD 

 

SESSION OVERVIEW 

 

Step Time Activity/ Method Content 

1 5  minutes Presentation Presentation of Session Title and Learning Tasks 

2 30  minutes Presentation, 

Brainstorm, Exercise Animating Slides  

3 35 minutes Presentation, Exercise Creating a Slide Master  

4 30 minutes  Presentation, Exercise Spell Check and Printing  

5 30 minutes Presentation, Exercise Printing a Slide Presentation  

6 35 minutes Presentation, Exercise Adding Transition 

7 15 minutes Presentation Key Points 

8 10 minutes Presentation Evaluation 

SESSION CONTENT 

   

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

 

READ or ASK student to read the learning objectives and clarify. 

ASK students if they have any questions before continuing 

 

Step 2: Animating Slides (30 minutes) 

 

Activity 1:  Brainstorm (5 minutes) • ASK student: What is animation in slides? 

• ALLOW for some responses. 

• SUMMARIZE and go to information below for Animating slides 

 

Animating slides involves adding movement and sometimes sound to text or to the slides in a presentation. Animation can help create a livelier and more interesting slide show. PowerPoint provides some preset animation or allows you to customize the animation to fit your needs. 

• To Animate Slides using Animation Schemes o Open the PowerPoint presentation that you want to work on  o Select the slide that you want to animate  

o In the Task Pane, click the down-pointing arrow and select Slide Design - 

Animation Schemes  

Figure 1: Application of Animation Schemes   

 

 

   

                             Source: Goodwill Community Foundation 2002 

 

 

Choosing Animation for Your Slides 

• PowerPoint offers several options for animating your slides o Once you click on Slide  Design Animation Schemes, the Slide Design pane appears with a list of options 

o Click on an Animation Scheme that you think might work well in your presentation. 

(To preview your choice, make sure that the Auto Preview option is checked).  o Preview different schemes to see which one best fit your slides  

o You can apply different animation to each individual slide or click on APPLY TO 

ALL SLIDES 

o Once you have applied your animation you can click on Play or Slide Show to view it  o Remove animation by selecting No Animation in the white box  

 

Adding Custom Animation 

You can also decide how text and other slide elements 'perform' by using custom animation. 

You can add effect, set speed and direction, and animate text on your own. 

For example, you can decide how words or graphics enter or exit a slide. You may want to begin by adding effect to the titles in your presentation. 

• To Add Effect to Text o Open the presentation you want to add an effect to  

o Click on the down-pointing arrow in the Task Pane  Custom Animation  

 

         Figure 2: Task Pane (Custom Animation) 

  

       Source: Goodwill Community Foundation 2002 

 

o Click the text that you want to add an effect to  

o The Add Effect button will be activated. (Note the button is inactive until you select a part of the slide to work on)  

 

 

 

 

 

                    Figure 3: Additon of Effect in the slide  

  

                        Source: Goodwill Community Foundation 2002 

 

o Click on Add Effect  Entrance.  

o A list of options appears for the entrance including Blinds, Box, Check board, and Fly 

In.  o Decide how your text will appear on the screen and choose an option.  o You can easily remove the effect by clicking Remove. Or, you can modify it by setting direction and speed underneath Modify. (PowerPoint lets you know the specific effect by listing it next to Modify. For example, Modify: Blinds).  

 

Emphasis and Exit 

If you want to add an effect to make text or graphics grow, shrink, or change in another way, click on Add Effect  Emphasis. Choose an effect. If you want to add an effect to have text or graphics exit the slide, click on Add Effect  Exit. Choose the effect. 

 

Setting Direction and Speed 

Once you choose an effect, decide the direction for that effect. For example, you may want text to Fly In from the bottom. (Make sure your animation doesn't cross important graphics or text in your presentation) 

• To Set Direction o Underneath Modify in the Custom Animation pane, click on the down pointing arrow beneath Direction. (Note that direction options vary depending on the type of effect) 

                          Figure 4: Modify Blinds Options (Direction) 

 

 

                                     Source: Goodwill Community Foundation 2002 

o Choose the side of the slide from which you want the title to enter  o Underneath Modify next to Start, select With Previous (Animation starts automatically) or On Click (Animation starts when you click the mouse)  

Decide the speed at which you want effects to happen in your slides. You can choose very slow, slow, medium, fast or very fast to fit the rhythm of your presentation. 

• To Set Speed o Click on the down-pointing arrow underneath Speed and choose an option  

 

          Figure 5: Modify Blinds (Speed) 

  

          Source: Goodwill Community Foundation 2002 

Animating a Bulleted List 

A bulleted list may be another area that you might want to animate. 

• To Add Animation to a Bulleted List o Open the slide with the bulleted list you want to animate  o Click on the text box that contains the text you want to animate  o Click on the down-pointing arrow in the Task Pane Custom Animation  o The Add Effect button is now active  

 

Controlling Your Text 

With the Add Effect button active, you can control the text in your bulleted list: 

• To Set Animation in a Bulleted List o Select the line of text you want to animate.  

o Once a line is selected, the Add Effect button becomes active.  

o Select whether you would like to add Entrance, Emphasis, Exit, and/or Motion Paths.  

o Using the downward pointing arrow to the right of each category:  

 Decide if you want this animation to occur On the Click, With Previous, or After Previous.  

 Select the Direction the animation will occur (direction options will differ depending on the animation.  

 Choose a Speed for the animation. 

 To make changes to an animation, simply locate the number of the animation you wish to change and use the downward pointing arrow to the right of that numbered animation.  

• To set the direction/timing, you can select Effect Options from the menu.               Figure 6:Effect Option 

  

  

              Source: Goodwill Community Foundation 2002 o Click on the Text Animation tab.  

  

 Figure 7: Blinds a Dialog Box Appears.  

  

  

                         Source: Goodwill Community Foundation 2002 

 

o The default option is by 1st level paragraphs. This is the level for the main bullet points. Bullets points will enter one at a time on the slide  o If you want the bullet points to enter as a group, choose as one object.  

If you have multiple levels of bullets in a slide and you want to animate all levels, choose by 2nd level paragraphs if you have 2nd level bullets, and choose by 3rd level paragraphs if you have three levels of bullets etc. 

 

Activities 2: My Hobbies – Fly In (15 minutes) 

In this series of activities you will complete one of the PowerPoint presentations you have been working on. Decide whether you would like to continue working on your My Hobbies presentation or the Where I Learn presentation.  

• Open the presentation you would like to continue working on.  

• Add an Entrance effect to the title on the first slide in your presentation. Have the text Fly In.  

• Set the speed and direction-- Have the text come in from the left -- very fast.  

• Save your changes.  

• Select the second slide.  

• Apply the same Entrance effect to the title of this slide as you did for the first slide. (Fly In from left - very fast).  

• Animate the bulleted list by having all of the bullets Fly In as one object from the left at medium speed.  

• Save your changes and close the presentation 

 

 

Step 3: Creating a Slide Master (35 minutes) 

The Slide Master 

If you work for a company, you may be asked to prepare long presentations. Or, you may want to prepare slides about a special event or occasion. A Slide Master allows you to create a presentation with different types of slides but enable them to all have the same "look".  The elements that you add to the Slide Master - such as a company logo, background, and font color - will be applied to all of your slides. 

 

Creating a Slide Master 

If you have a Slide Master, you don't have to format every single slide in a presentation with the same basic design and text. 

• To Create a Slide Master o Start a new presentation or open an existing one.  o Click on View  Master  Slide Master.  o A slide with placeholders appears.  

 

 

 

 

 

 

 

 

 

 

Figure 8: Slide Master Dialog Box 

  

 Source: Goodwill Community Foundation 2002 

 

o Click on Format  Background.  

 

 Figure 9: Background Dialog Box Appears.  

  

  

                 Source: Goodwill Community Foundation 2002 

 

o Choose a background color. For more colors, click on More Colors.  o Select the text in the Master title style placeholder.  

o Click on the down-pointing arrow next to the font in the Formatting toolbar.  

            OR 

o Choose Format  Font and choose a font, font color and font style. Close Master View to save changes.  

 

Choosing Fonts for Levels of the Slide Master 

As you continue working on your Slide Master, notice that the Master text styles placeholder contains a model of up to five bullets in which the text gets smaller for each level. In the Slide Master, the font sizes are pre-selected. The sizes are based on what a normal person is able to read from a reasonable distance. You can change the font size, but this is fine-tuning that you might want to do later. 

Generally, you should keep the text the same color for the title and all text levels. 

• To Edit the Text Styles for Each Level o Start a new presentation or open an existing one.  o Click on View  Master  Slide Master.  o Select the text and then choose a font and font color in the Formatting Toolbar.  

 

Figure 10: Formatting Toolbar. 

 

  

    Source: Goodwill Community Foundation 2002 

Viewing the Slide Master Elements 

After creating or making changes to your Slide Master, you can view all of the basic design elements in your presentation. 

• To See the Slide Master Elements Applied o Click on View  Normal.  

      OR 

o Click the Normal View button.  o A slide or slide appears with the design elements of the Slide Master.  

 

                      Figure 11: Desidned Slides  

 

 

                  Source: Goodwill Community Foundation 2002 

The Title Master 

When you create your Slide Master, you can also create a Title Master. This is the second slide that appears in the left pane when you are working on the Slide Master of a presentation using a Design Template. 

This is a special slide for the title slide of your presentation. Remember, the Slide Master is a basic blueprint for all the slides of your presentation while the Title Master only addresses the elements of your title slide 

• To Edit the Title Master o Select the text in the Master title style placeholder.  o Choose Format  Background and choose a background color.  o Click on the down-pointing arrow next to the font in the Formatting Toolbar.         OR 

o Choose Format  Font and choose a font, font color and font style.  

 

Activities 3: My Hobbies – Slide Master (15 minutes) 

• Open the My Hobbies presentation or the Where I Learn presentation that you worked on in the previous challenge.  

• Design a Slide Master for this presentation.  

• Choose such elements as font and background color.  

• Type your name in the footer area.  

• Choose Normal View.  

• Insert a New Slide and notice that all the elements of the Slide Master are present in this new slide.  

• Save and close the presentation.  

 

Step 4: Spell Check (30 minutes) 

Using Spell Check 

The Spell Check tool allows you to check your entire presentation for spelling errors. PowerPoint has a dictionary that you can customize with words typically not included in a standard dictionary. 

• To Use the Spell Check Tool o Click on Tools  Spelling.  

 

Figure 12: Spelling Check Tool 

  

          Source: Goodwill Community Foundation 2002 o Click the Spelling button on the Standard Toolbar.  

  

 

Scanning for Errors 

• Once you launch the Spell Check tool, a couple of scenarios can occur: 

o PowerPoint quickly scans your presentation, searching for words that aren't in its dictionary. If there are no recognizable errors, a dialog box will appear stating that the spelling check is complete.  

  

 Figure 13:Spelling Check Notification 

  

          Source: Goodwill Community Foundation 2002 

 

o If there are possible spelling errors, the Spelling dialog box opens and offers you a number of options. Any unrecognized word appears in the Not in Dictionary box.  

 

• You can choose from one of the options in the Spelling dialog box:  

o Ignore - the word is correct and does not need to be added to the custom dictionary.  o Ignore All - ignore all occurrences of the word.  o Change - correct the word.  

o Change All - change all occurrences of the spelling of a word.  

o Add - add a word to the custom dictionary.  

o Suggest - PowerPoint suggests possible correct spellings of a word. Scroll through the list to find the correct spelling. Select the appropriate one and click the Change button.  

o AutoCorrect - automatically corrects many common spelling, typing, and grammatical errors.  

 

Once the entire presentation has been checked for spelling errors, and you have made your corrections or changes, click Close. 

 

The Spell Check tool does not catch all errors. Be sure to read through your text carefully to find any typographical errors. 

 

Step 5: Printing a Slide Presentation (30 minutes) 

Previewing and Printing 

Once you've corrected any errors in your document, it's time to print. PowerPoint 2003 allows you to preview your presentation before you print. You can preview and print slides, handouts, notes pages and outlines. 

• To Preview and Print a Presentation o Click on File  Print Preview. 

 

 

Figure 16: Print Preview Option  

  

   Source: Goodwill Community Foundation 2002 

 

            OR 

o Click the Print Preview button on the Standard Toolbar.  

  

o On the Print Preview Toolbar, click the down-pointing arrow next to the Print What box.  

 

Figure 17:Different Layout That You Want To Preview 

 

 

o Select the layout that you want to preview and/or print.  o Click the Close button to return to the presentation or choose Print to print the layout.  

 

Printing a Slide Presentation 

If you don't want to preview your presentation in the various formats, you can simply print it. • To Print a Presentation o Click on File  Print. 

 

 

 

 

 

Figure 18: Print Dialog Box Option  

  

Source: from Ms PowerPoint print screen 

 

o The Print dialog box opens.  o Click the down-pointing arrow next to the Print What box.  o Choose Slides, Notes, Handouts, or Outline.  

o Select the print range and number of copies. 

 

Figure 19: Print Dialog Box Component 

  

Source: Goodwill Community Foundation 2002 

 o Click OK.  

 

 

 

 

 

 

 

Step 6: Adding Transition (35 minutes) 

Adding Transition 

Once you've completed all of your slides, create a cohesive presentation by adding transition. You can move from slide to slide with interesting transitions that affect the timing, entrance and exit of your slides. A transition is an effect that is applied to some or all of the slides in a presentation. 

 

• To Make Transitions from Slide to Slide o Click on Slide Show  Slide Transition.  

 

       Figure 20: Slide Transition 

  

  Source: Goodwill Community Foundation 2002 

 

            OR 

o In the Task Pane, click on the down-pointing arrow and select Slide Transition.  

 

 

 

 

 

 Figure 21: Slide Transition Option 

  

   Source: Goodwill Community Foundation 2002 

 

o In the Slide Transition pane, choose the effect; you want from the drop-down menu. 

Ex. Blinds Horizontal, Blinds Vertical, Box In and Box Out.  o Automatically preview each transition by clicking on it. (Auto Preview has to be selected).  

o Click Apply to All when you have chosen an effect.  o Choose to advance from slide to slide on mouse click or automatically after the number of seconds that you select.  o To see how your transition works, preview the slide show. Learn more about this later in this lesson.  

 

Some transitions work well with effects that have been added to text and graphics. Others do not. Preview a variety of transitions before finalizing your slide presentation. 

Previewing a Slide Show 

If you want to get an idea of what your completed show will look like to an audience, preview it. PowerPoint allows you to view your show in slide show format. 

• To Preview a Slide Show o Click on View  Slide Show. (F5)  

 

         Figure 22: Slide Show  

  

     Source: Goodwill Community Foundation 2002 

 

            OR  

o Click on Slide Show  View Show.  

              OR 

o Click on the Slide Show button  to start the presentation.  o To move to the next slide, click the mouse. (Space bar or Enter).  o When the screen goes dark, click the screen to return to the PowerPoint screen.  o You can exit the slide show by pressing ESC on the keyboard at any time.  

 

If you have set the slides to advance automatically, you don't need to click through the slides. Just sit back and enjoy the show. At the end of the show, click the left mouse button to return to the PowerPoint Screen. 

Setting Up a Slide Show 

Once you have added created a presentation and previewed it, set up a show. Take the necessary steps to make sure your slides are ready for a real audience. 

 

• To Set Up a Slide Show o Click on Slide Show  Set Up Show.  

 

               Figure 23: Set Up Show  

  

                     Source: Goodwill Community Foundation 2002 

 

 

 

 

 

 

 

 

 

 

 

                    Figure 24: The Set up Show dialog box appears.  

  

                       Source: Goodwill Community Foundation 2002 

 

o Choose your show type. Typically, it's presented by a speaker.  

o Choose which slides you will show. For example, all or slides 3 - 12.  

o Choose show options. You can leave these blank unless you're planning to run a show continuously on a kiosk or want to show it without animation etc.  

o Next, decide how you plan to advance your slides.  

o Click OK.  

 

Activities 5: My Hobbies – Add Transition (10 minutes) 

ASK student How to add transition  

• Open the My Hobbies presentation or the Where I Learn presentation that you worked on in the previous activity.  

• Add transition.  

• Preview it in Slide Show view. 

• Set up your show.  

 

 

Step 7: Key Points (15 minutes) 

• Animating slides involves adding movement and sometimes sound to text or to the slides in a presentation. Animation can help create a livelier and more interesting slide show. 

• A Slide Master allows you to create a presentation with different types of slides but enable them to all have the same "look".  

• The elements that you add to the Slide Master - such as a company logo, background, and font color - will be applied to all of your slides. 

• The Spell Check tool allows you to check your entire presentation for spelling errors. PowerPoint has a dictionary that you can customize with words typically not included in a standard dictionary. 

• Once you've completed all of your slides, create a cohesive presentation by adding transition. You can move from slide to slide with interesting transitions that affect the timing, entrance and exit of your slides. A transition is an effect that is applied to some or all of the slides in a presentation. 

 

Step 8: Evaluation (10 minutes) 

• What steps are involved in animating slides?  

• How can you create a Slide Master? 

• What are steps involved in spell checking and printing? 

• How do you add transition to slides for presentation?  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

References 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006), 4th Edition,  Introduction to 

Computers for Healthcare Professionals, Jones & Bartlett‘s Publishers International, Barb House, Barb Mews, London W6 7PA UK 

 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).    Ventage Press.  

 

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State    University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press The Basics of the Word Window. Retrieved from   www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 15: Demonstration on Microsoft Excel Windows Features 

 

Total Session Time: 60 minutes + 120 minutes of practical 

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Identify Basic Parts of the Excel Window  

• Explain How to Create, Open and Save Workbooks  

• Explain How to Enter, Edit and Delete Data  

• Explain How to Move, Copy and Delete Cell Contents  

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer 

• LCD 

• Handout 14.1: Monthly Budget 

 

SESSION OVERVIEW 

Step Time Activity/ 

Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 30 minutes Brainstorming Presentation Identifying Basic Parts of the Excel 

Window 

3 45  minutes Presentation, Exercise Create, Open and Save Workbooks 

4 40  minutes Presentation, Exercise Entering, Editing and Deleting Data 

5 40 minutes Presentation, Exercise Moving, Copying and Deleting Cell Contents 

6 10 minutes Presentation Key Points 

7 10 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

READ or ASK student to read the learning objectives and clarify. ASK students if they have any questions before continuing. 

 

Step 2: Identifying Basic Parts of the Excel Window (30 minutes) 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What differences are there between excel and word? • What specific purposes are of excel? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

Microsoft Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is an accounting program for the computer. Spreadsheets are primarily used to work with numbers and text. Spreadsheets can help organize information, like alphabetizing a list of names or ordering records, or calculate and analyze information using mathematical formulas. 

The Excel Window 

Many items you see on the Excel screen are standard in most other Microsoft software programs like Word, PowerPoint and previous versions of Excel. Some elements are specific to this version of Excel. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Figure 1: Microsoft excel elements 

 

Source: Goodwill Community Foundation 2002  

Workbook Also called a spreadsheet, the Workbook is a unique file created by Excel. Figure 2: Title bar 

  

Source: Goodwill Community Foundation 2002 

The Title bar displays both the name of the application and the name of the spreadsheet. Figure 3: Menu bar 

  

The Menu bar displays all the menus available for use in Excel 2003. The contents of any menu can be displayed by clicking on the menu name with the left mouse button. 

Toolbar 

Some commands in the menus have pictures or icons associated with them. These pictures may also appear as shortcuts in the Toolbar. 

 

 

 

Figure 4: Toolbar 

   

Source: Goodwill Community Foundation 2002 

Figure 5: Column Headings 

  

Source: Goodwill Community Foundation 2002 

Each Excel spreadsheet contains 256 columns. Each column is named by a letter or combination of letters. 

Figure 6:Row Headings 

  

Source: Goodwill Community Foundation 2002 

Each spreadsheet contains 65,536 rows. Each row is named by a number. 

Figure 7: Name Box 

  

Shows the address of the current selection or active cell. 

Figure 8: Formula Bar 

  

Source: Goodwill Community Foundation 2002 

Displays information entered-or being entered as you type-in the current or active cell The contents of a cell can also be edited in the Formula bar. 

 

 

 

Cell 

Figure 9: Active Cell B3 

  

Source: print screen from Microsoft Excel 

A cell is an intersection of a column and row. Each cell has a unique cell address. In the picture above, the cell address of the selected cell is B3. The heavy border around the selected cell is called the cell pointer. Navigation Buttons and Sheet Tabs 

  

Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to display the first, previous, next or last worksheets in the workbook. 

Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three worksheets. A Workbook must contain at least one worksheet  

Workbooks and Worksheets 

A Workbook automatically shows in the workspace when you open Microsoft Excel 2003. 

Each workbook contains three worksheets. A worksheet is a grid of cells, consisting of 65,536 rows by 256 columns. Spreadsheet information--text, numbers or mathematical formulas--is entered in the different cells. 

Figure 10: workbook 

  

Source: Goodwill Community Foundation 2002 

Column headings are referenced by alphabetic characters in the gray boxes that run across the Excel screen, beginning with the Column A and ending with Column IV. 

Rows are referenced by numbers that appear on the left and then run down the Excel screen. The first row is named Row 1 and the last row is named 65536. 

Important Terms 

• A workbook is made up of three worksheets.  

• The worksheets are labelled Sheet1, Sheet2, and Sheet3.  

• Each Excel worksheet is made up of columns and rows.  

• In order to access a worksheet, click on the tab that says Sheet#.  

 

The Cell 

An Excel worksheet is made up of columns and rows. Where these columns and rows intersect, they form little boxes called cells. The active cell, or the cell that can be acted upon, reveals a dark border. All other cells reveal a light gray border. Each cell has a name. Its name is comprised of two parts: the column letter and the row number. 

 

Figure 11: Cell Point 

  

Source: Goodwill Community Foundation 2002 

In the following picture the cell C3, formed by the intersection of column C and row 3, contains the dark border. It is the active cell. 

Figure 12: Active  

  

Source: Goodwill Community Foundation 2002 

Important Terms 

• Each cell has a unique cell address composed of a cell's column and row.  

• The active cell is the cell that receives the data or command you give it.  • A darkened border, called the cell pointer, identifies it. 

Moving around the worksheet 

You can move around the spreadsheet in several different ways. 

• To Move the Cell Pointer o To activate any cell, point to a cell with the mouse and click.  

o To move the pointer one cell to the left, right, up, or down, use the keyboard arrow keys.  

 

 

To Scroll Through the worksheet 

The vertical scroll bar located along the right edge of the screen is used to move up or down the spreadsheet. The horizontal scroll bar located at the bottom of the screen is used to move left or right across the spreadsheet. 

 

Figure 13: Vertical Scrolling Bar  

  

Source: Goodwill Community Foundation 2002 

 

The Page Up and Page Down keys on the keyboard are used to move the cursor up or down one screen at a time. Other keys that move the active cell are Home, which moves to the first column on the current row, and Ctrl+Home, which moves the cursor to the top left corner of the spreadsheet or cell A1. 

To Move between worksheets 

As mentioned, each Workbook defaults to three worksheets. These worksheets are represented by tabs-named Sheet1, Sheet2 and Sheet3-that appear at the bottom of the Excel window. 

To Move from one worksheet to another worksheet: 

Click on the sheet tab (Sheet1, Sheet2 or Sheet 3) that you want to display 

 

  

 

Step 3: Create, Open and Save Workbooks (45 Minutes) 

Understanding File Terms 

The File menu contains all the operations that we will discuss in this lesson: New, Open, and Close, Save and Save As. 

 

 

 

 

 

 

 

Figure 14: Save, Save As and Close 

  

Source: Goodwill Community Foundation 2002 

New-Used to create a new Workbook 

Open-Used to open an existing file from a floppy disk or hard drive of your computer 

Close-Used to close a spreadsheet 

Save As-Used when to save a new file for the first time or save an existing file with a different name. 

Save-Used to save a file that has had changes made to it. If you close the workbook without saving then any changes made will be lost. 

Creating a workbook 

A blank workbook is displayed when Microsoft Excel is first opened. You can type information or design a layout directly in this blank workbook.  

To Create an Excel Workbook  Choose File  New from the menu bar. 

 Figure 15: Show How to Open New Worksheet 

  

Source: Goodwill Community Foundation 2002 

The New Workbook task pane opens on the right side of the screen. 

 Figure 16:Blank Workbook 

  

        Source: Goodwill Community Foundation 2002 

 Choose Blank Workbook under the New category heading.  

 A blank workbook opens in the Excel window. The New Workbook task pane is closed. 

Saving a workbook 

Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks. The first time you save a workbook, Excel will prompt you to assign a name through the Save As operation. Once assigned a name, any additional changes made to the text, numbers or formulas need to be saved using the Save operation 

            To Save a new Workbook: Choose File  Save As from the menu bar. 

Figure 17:Save As command    

 

Source: Goodwill Community Foundation 2002   

 The Save As Dialog Box appears.  

 Click on the Save In: dropdown menu and locate where the file will be saved. Choose 3 1/2 Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to your computer.  

 Type a name for your file in the File Name: box.  

 Click the Save button. 

  

Figure 18: Uses of Save As Button, Save in.  

  

 Source: Goodwill Community Foundation 2002 

• To Save Changes Made to an Existing Workbook o Choose File  Save from the menu bar, or 

 

Click the  Save button on the Standard toolbar.  

o If you're saving the file for the first time and you do not choose a file name, Microsoft Excel will assign a file name for you. o It is a good idea to Save frequently when working in a spreadsheet. Losing information is never fun! You can quickly save your spreadsheet by using the quickkey combination Ctrl + S. 

• Opening a workbook 

You can open any workbook that has previously been saved and given a name. To Open an Existing Excel 2003 Workbook Choose File  Open from the menu bar. 

 

Figure 20: Opening Workbook 

 

 

The Open dialog box opens. 

  

Source: Goodwill Community Foundation 2002 

 

In the Look in list, click the drive, folder, or Internet location that contains the file you want to open.  

In the folder list, open the folder that contains the file. Once the file is displayed, click on the file you want to open.  Click the Open button.  

Closing a Workbook 

To close an existing Excel Workbook 

Choose File  Close from the menu bar. The workbook in the Excel window is closed. 

 Figure 21:Close Workbook 

 

 

 Source: Goodwill Community Foundation 2002 

Excel 2003 will prompt you to save information if any has been typed between the last save and the time you close the file 

 

 

 

 

 

 

 

 

Step 4: Enter, Edit and Delete Data (40 minutes) 

• Entering Text in a Cell 

You can enter three types of data in a cell: text, numbers, and formulas. Text is any entry that is not a number or formula. Numbers are values used when making calculations. Formulas are mathematical calculations. 

• To Enter Data into a Cell o Click the cell where you want to type information.  

o Type the data. An insertion point appears in the cell as the data is typed. 

 

  

o The data can be typed in either the cell or the Formula bar. 

Figure 22: Text area  

 

  

 

Figure 23: Data being typed appears in the both active cell and in the formula bar. 

  

 Source: Goodwill Community Foundation 2002 o Notice the Cancel and Enter buttons in the formula bar. 

 

  

Click the Enter button  to end the entry and turn off the formula bar buttons.  

Excel's AutoComplete feature keeps track of previously-entered text. If the first few characters you type in a cell match an existing entry in that column, Microsoft Excel fills in the remaining characters for you 

Editing Information in a Cell 

Information in a spreadsheet is likely to change over time. Information can be changed in either of two ways. 

Quick and Easy Method 

• Click the cell that contains the information to be changed.  

• Type the new entry. The old entry is replaced by the new entry.  

If the original entry is long and requires only a minor adjustment (in spelling, for example), then you can directly edit the information in the cell. 

To Edit Information in a Cell 

• Direct Cell Editing 

   Double-click on the cell that contains the information to be changed.   The cell is opened for direct editing. 

 

Figure 24:Direct Editing 

   

Source: Goodwill Community Foundation 2002 

  

 Make the necessary corrections.  

 Press Enter or click the Enter button on the Formula bar  to complete the entry.  

• Formula Bar Editing o Click the cell that contains the information to be changed.  

o Edit the entry in the formula bar. 

 

 

 

Figure 25: Editing Toolbar 

  

Source: Goodwill Community Foundation 2002 

Deleting Information in a Cell 

• To Delete Data that Already Appears in a Cell o Click the cell that contains the information to be deleted.  

o Press the Delete key, or  o  Right-click and choose Clear Contents from the shortcut menu. 

• Selecting Multiple Cells 

The currently-selected cell in Excel is called the active cell. You can also select a group of adjacent cells, or a cell range. Many operations can be done against a cell range: move it, copy, it, delete it or format it. A cell range can be defined in different ways: select a specific range of cells, select multiple columns or rows, or select the entire worksheet. 

• To Select a Range of Cells o Move to the first cell in the range.  o The mouse pointer becomes a large cross.  

o Click-and-hold the left mouse button and drag left or right, up or down to the last cell you   want to select.  

o Release the mouse button.  

 Figure 28: The Cells You Selected are Shaded. 

  

 Source: Goodwill Community Foundation 2002 

• To Select All Cells in a Column or Row 

Click the gray Column heading to select the entire column. (Click and drag the cursor across other column headings to select those columns). 

 

 

Figure 29: How to Select Column 

Source: Goodwill Community Foundation 2002 

Click the gray Row heading to select the entire row. (Click and drag the cursor down    through the row headings select those rows). Figure 30: How to Select Row 

 

 

 

Source: Goodwill Community Foundation 2002 • To Select the Entire Worksheet: 

       Click the gray rectangle in the upper left corner to select entire worksheet. 

Figure 31: How to Select Entire Worksheet 

 

Source: Goodwill Community Foundation 2002 

If the cells and columns you want to select are not directly next to one another, select one of the ranges you want to select, and hold down the Control key while selecting other ranges. 

 

 

 

 

 

 

Figure 31: Selected Area 

 

 

Source: Goodwill Community Foundation 2002 

 

Activities 4: Monthly bills (Take-home assignment) 

 Refer Handout 14.1: Monthly Budget. Type the following data in the spreadsheet • In cell A1, type Monthly Budget. 

• In cell A2, type Rent or Mortgage. 

• In cell A3, type Car Payment. 

• In cell A4, type Cable. 

• In cell A5, type Power. 

• In cell A6, type Phone. 

• In cell A7, type Insurance. 

• In cell A8, type Credit Cards.  

• In cell A9, type Groceries.  

• In cell A10, type Gas.  

Type your other monthly bills in Column A, cells A11-A14 (if you have any) 

Type Total Monthly Expenses in cell A15 

Type Income in cell A16 

Type Savings in cell A17 

 

 .  

 Step 5: Moving, Copying and Deleting Cell Contents (40 minutes) 

Cut, copy, paste defined 

Cut, Copy and Paste are very useful operations in Excel. You can quickly copy and/or cut information in cells (text, numbers or formulas) and paste them into other cells. These operations save you a lot of time from having to type and retype the same information.     The Cut, Copy and Paste buttons are located on the Standard toolbar. 

                

Figure 32: The Cut, Copy and Paste operations also appear as choices in the Edit menu: 

 

 

                       Source: Goodwill Community Foundation 2002 

The Cut, Copy and Paste operations can also be performed through shortcut keys: 

Cut Ctrl+X Copy Ctrl+C 

Paste Ctrl+V 

Copy and Paste Cell Contents 

The Copy feature allows you to copy selected information from the spreadsheet and temporarily place it on the Clipboard, which is a temporary storage file in your computer's memory. The Paste feature allows you to select any of the collected items on the Clipboard and paste it in a cell of the same or different spreadsheet. 

• To Copy and Paste: o Select a cell or cells to be duplicated.  

o Click on the  Copy button on the standard toolbar.  

 The border of the copied cell(s) takes on the appearance of marching ants. 

 Figure 33:Marching Ants Appear  

 

  

 Source: Goodwill Community Foundation 2002 

  

 Click on the cell where you want to place the duplicated information. The cell will be highlighted. If you are copying contents into more than one cell, click the first cell where you want to place the duplicated information. 

 

  

Press the Enter key. Your information is copied to the new location.  

Be careful if you paste copied cell information into cells that already contain data. If you do, the existing data is overwritten. 

You can copy information from many different sources including Web sites, emails or other Office applications like Word and PowerPoint and paste it into an Excel spreadsheet. 

Cut and Paste Cell Contents 

The Cut feature allows you to remove information from cells in the spreadsheet. Information that is cut can be pasted in another cell, as long as the pasting occurs before you perform another operation. If you don't paste the cut information immediately, it is removed from the Office clipboard. 

 

• To Cut and Paste: o Select a cell or cells to be cut.  

o Click on the Cut  button on the Standard toolbar.  o The information in the cell is deleted.  

o The border of the cut cell(s) take on the appearance of marching ants.  

o Click on the cell where you want to place the duplicated information. The cell will be highlighted. If you want to paste the contents into more than one cell, click the first cell where you want to place the duplicated information. 

 

  

Press the Enter key. Your information is pasted to the new location.  You do not have to paste information that has been cut. You can use Cut to delete information from a cell. 

Moving Information Using Drag-and-Drop 

Another way to move information from one cell to another is to use the drag-and-drop method. You use the cursor to point to the information to be moved and then drag the cell to its new location. 

• To Use Drag and Drop 

o Highlight and select the cell(s) you want to move to a new location.  

o Position the mouse pointer near one of the outside edges of the selected cell(s). The mouse pointer changes from a large, white cross and becomes a slender, black cross with arrows at all ends. 

 

  

 Keep the mouse pointer on the outer edge of the selected cell, click and hold the left mouse button and drag the cell(s) to a new location. 

 

  

 Release the mouse button to move the information to its new location.  

  

    Refer to Handout 14.1: Monthly Budget. 

  

 Activities 5: Monthly Bills (Take-home assignment)  ASK student to refer to Handout 14.1 Monthly Budget. 

 Move the word Insurance from cell A7 to A4 and the word Cable from A4 to A7 using the cut, copy, and paste, and drag and drop features you learned in this lesson.  

 Type January in C2.  

 Type the corresponding amounts for your monthly expenses and income in Column C.  

 In cell C3, type your rent/mortgage bill amount 

 In cell C4, type your Car Payment amount 

 In cell C5, type your Car Payment amount 

 In cell C6, type your Power bill amount 

 In cell C7, type your Phone bill amount 

 In cell C8, type your Cable bill amount 

 In cell C9, type your Credit Card bill amount 

 In cell C10, type your Grocery/Food bill estimate 

 In cell C11, type your Gas bill estimate 

 In cells C12 - C16, type the amount of any additional bills you have listed 

 In cell C17, type your Income 

 

 

Step 6: Key Points (10 minutes) 

• Spreadsheets can help organize information, like alphabetizing a list of names or ordering records, or calculate and analyze information using mathematical formulas. 

• Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks. 

• You can enter three types of data in a cell: text, numbers, and formulas 

• You can quickly copy and/or cut information in cells (text, numbers or formulas) and paste them into other cells. 

 

Step 7: Evaluation (10 minutes) 

• What are the tasks of the following Excel window parts?  

Title bar, Menu bar, Toolbar, Formula Bar 

• How do you create, open and save workbooks?  

• How do you enter, edit and delete data in worksheet?  

 

 

 

 

 

 

 

 

Activity: Take home Assignment  (5 minutes) 

 

DIVIDE students in groups or individual. 

 

ASK the students to work on the following assignment 

 

• Create a new blank file and save as Monthly Budget 

• Close the blank file 

 

ALLOCATE time for students to do the assignment and submit 

 

REFER students to recommended references  

 

Important Reminder: If you are using a public computer, such as one at a library or learning centre, you may not be able to use the same computer each time. It is very important to understand the policies on saving documents to public computers. Some places do not allow you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the public computers where you are. If you are unsure how you will keep a recent copy of the assignment, you can always email a copy of the document to yourself when you finish working on the document.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

References 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006), 4th Edition,  Introduction to 

Computers for Healthcare Professionals, Jones & Bartlett‘s Publishers International, Barb House, Barb Mews, London W6 7PA UK 

 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).  

Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State    University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press The Basics of the Word Window. Retrieved from   www.gcflearnfree.org/computer/ 

. 

 

   

Handout 14.1: Monthly Budget 

  

Figure  

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 16: Demonstration on Worksheet Layout Management 

 

Total Session Time: 120 minutes 

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Describe on How to Work with Multiple Worksheets  

• Describe on How to Insert and Delete Rows and Columns  

• Explain Process of Changing Column Width and Row Height  

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer 

• LCD 

• Handout 16.1: Monthly Budget 

 

SESSION OVERVIEW 

 

Step Time Activity/ 

Method Content 

1 05 minutes Presentation Presentation of Session Title and Learning Tasks 

2 30  minutes Brainstorming 

 Presentation Exercise Work with Multiple Worksheets 

3 30 minutes Presentation Exercise Insert and Delete Rows and Columns  

4 35 minutes  Presentation  Exercise  Change Column Width and Row Height 

5 5 minutes Presentation Key Points  

6 15 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Objectives (5 minutes) 

READ or ASK student to read the learning objectives and clarify. 

ASK students if they have any questions before continuing 

 

Step 2: Working with Multiple Worksheets (30 minutes) 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What are worksheets? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

Naming Worksheets 

At the beginning of this course, we learned that the tabs displayed at the bottom of the screen are named Sheet1, Sheet2 and Sheet3. These are not very informative names. Excel 2003 allows you to define a meaningful name for each worksheet in a workbook-Checkbook, Reports, Accounts-so you can quickly locate information. 

• To Name a Worksheet 

o Double-click the sheet tab to select it. The text is highlighted by a black box. 

 

  

o Type a new name for the worksheet. 

 

  o Press the Enter key.  o The worksheet now assumes the descriptive name defined.  

Inserting Worksheets 

By default, each new workbook in Excel defaults to three worksheets named Sheet1, Sheet2 and Sheet3. You have the ability to insert new worksheets if needed or delete others you no longer want. 

• To Insert a New Worksheet o Choose Insert  Worksheet from the menu bar.  

o A new worksheet tab is added to the bottom of the screen. It will be named Sheet4, Sheet5 or whatever the next sequential sheet number may be in the workbook.  

 

Figure 1: Show Worksheet 

  

Source: Goodwill Community Foundation 2002 

Deleting Worksheets 

Any worksheet can be deleted from a workbook, including those that have data in it. 

Remember, a workbook must contain at least one worksheet. 

• To Delete One or More Worksheets o Click on the sheet(s) you want to delete.  

o Choose Edit  Delete Sheet from the menu bar. 

 

  

 

Figure 2: The Following Dialog Box Appears if the Sheet Being Deleted Contains Information On It. 

  

              Source: Goodwill Community Foundation 2002 

o Click the Delete button to remove the worksheet and all the data in it.  

 

Another way to delete or insert a worksheet is to right-click on the sheet to be deleted and then select Delete or Insert from the shortcut menu. 

 

Figure 3: Delete or Insert Sheet 

 

 

Source: Goodwill Community Foundation 2002 

Grouping and Ungrouping Worksheets 

A workbook is a multi-page Excel document that contains multiple worksheets. Sometimes you will want to work with the worksheets one at a time as if each is a single unit. Other times, the same information or formatting may need to be added to every worksheet. You can type and retype the same information in each worksheet, or apply identical formatting, or you can group the worksheet and enter the information once. 

Worksheets can also be combined together into a group. Grouping worksheets allows you to apply identical formulas and/or formatting across all the worksheets in the group. When you group worksheets, any changes made to one worksheet will also be changed in any other worksheets in the group. If many worksheets are to have the same data--regions, departments, quarters, months, weeks and days, for example--then you type it once and it will appear on every worksheet included in the grouping. 

 

 

Figure 3: Grouping Worksheets 

 

  

Source: Goodwill Community Foundation 2002 

• To Group Worksheets 

o To select one worksheet, click on the sheet tab.  

o To select more than one worksheet, hold the Control key down and click on one or more worksheet tabs in the workbook.  

o To select all worksheets in a workbook, right-click on any worksheet tab and choose Select All Sheets from the shortcut menu.  

When finished entering, moving, copying or formatting the data, you will need to ungroup worksheets. If you do not ungroup the sheets, any work you do in one sheet will be duplicated in all the others. 

• To Ungroup Worksheets o Right-click on any of the selected worksheet tabs.  

o Choose Ungroup Sheets from the shortcut menu. 

Moving Worksheets 

When you move a sheet, you are moving it to a new location in this or another workbook. 

• To Move a Workbook o Select the worksheet you want to move/copy.  

o Choose Edit  Move or Copy from the menu bar. 

 

  

 

In the Move or Copy dialog box, use the drop down boxes to select the name of the workbook you will move the sheet to (the current workbook is the default). Also define where you want the sheet positioned in the workbook.  Figure 5:Sheet And Check Book  

 

Source: Goodwill Community Foundation 2002  

Check Create a copy to copy it.  

Click the OK button to move the worksheet to its new location.  

Copying Worksheets 

When you copy a sheet, you make an exact copy of it. 

• To Copy a Worksheet o Select the worksheet you want to move/copy.  o Choose Edit  Move or Copy from the menu bar.  

o In the Move or Copy dialog box, use the drop down boxes to select the name of the workbook you will copy the sheet to (the current workbook is the default). Also define where you want the sheet positioned in the workbook.  

o Click the Create a copy checkbox.      

o Click OK to create an exact copy of the worksheet and move it to the location  

 

Step 3: Inserting Deleting Rows and Columns (30 minutes) 

Inserting a row 

You can insert a row in a spreadsheet anywhere you need it. Excel moves the existing rows down to make room for the new one. 

• To Insert a Row o Click anywhere in the row below where you want to insert the new row.  

o Choose Insert  Rows from the menu bar. 

  

 Figure 6:Insert Rows Into Worksheet 

  

  

                   Source: Goodwill Community Foundation 2002 

 

 A new row is inserted above the cell(s) you originally selected. OR 

 Click anywhere in the row below where you want to insert the new row.  

 Right-click and choose Insert from the shortcut menu. 

 

  

  

 Figure 7: The Insert dialog box opens. 

 

  

 Source: Goodwill Community Foundation 2002 

  

 Choose the Entire Row radio button.  

 Click the OK button.  

 Figure 8: A New Row Is Inserted Above The Cell(S) You Originally Selected. 

 

  

 Source: Goodwill Community Foundation 2002 

  

Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same number of new rows that you originally selected. 

Inserting a column 

In Excel, you can insert a column anywhere you need it. Excel moves the existing columns to make room for the new one. 

 

• To Insert a Column o Click anywhere in the column where you want to insert a new column.  

o Choose Insert  Columns from the menu bar 

 

Figure 9: Inserting Column 

 

  

 Source: Goodwill Community Foundation 2002 

 

A new column is inserted to the left of the existing column. OR Click anywhere in the column where you want to insert a new column. Right-click and choose Insert from the shortcut menu. 

  

 Figure 10:Inserting Column Into Cell 

  

  

  

  

  

  

  

  

  

 The Insert dialog box opens. 

  

Source: Goodwill Community Foundation 2002 

  

 Click the Entire Column radio button in the Insert dialog box.   Click the OK button.  

  

 Figure 11: A New Column is inserted to The Left of the Existing Column. 

 

  

 Source: Goodwill Community Foundation 2002 

  

You can also select multiple columns before choosing Insert to add columns quickly. Excel inserts the same number of new columns that you originally selected. 

Deleting columns and rows 

Columns and rows are deleted in much the same manner as inserting columns and rows. 

• To Delete a Row and All Information in It o Select a cell in the row to be deleted.  o Choose Edit  Delete from the menu bar.  o Click the Entire Row radio button in the Delete dialog box.  o Click the OK button. 

Figure 12: Show How to Delete Row 

 

  

 Source: Goodwill Community Foundation 2002 

  

• To Delete a Column and All Information in it: o Select a cell in the column to be deleted.  o Choose Edit  Delete from the menu bar.  o Click the Entire Column radio button in the Delete dialog box.  o Click the OK button.  

 

 Figure 13: Show How to Delete column 

 

  

 Source: Goodwill Community Foundation 2002 

 

 

Step 4: Changing Column Width and Row Height (35 minutes) 

Adjusting column widths 

By default, Excel's columns are 8.43 characters wide, but each individual column can be enlarged to 240 characters wide. 

If the data being entered in a cell is wider or narrower than the default column width, you can adjust the column width so it is wide enough to contain the data. 

 

Figure 14: Unadjusted Column 

 

 

Source: Goodwill Community Foundation 2002  

 

You can adjust column width manually or use AutoFit. 

• To Manually Adjust a Column Width o Place your mouse pointer to the right side of the gray column header.  o The mouse pointer changes to the adjustment tool (double-headed arrow). 

 

Figure 15: Adjusted Column 

 

  

Source: Goodwill Community Foundation 2002 

 

 Drag the Adjustment tool left or right to the desired width and release the mouse button. 

 

  

  

• To AutoFit the Column Width o Place your mouse pointer to the right side of the column header.  o The mouse pointer changes to the adjustment tool (double-headed arrow).  o Double-click the column header border.  

o Excel "Auto Fits" the column, making the entire column slightly larger than the largest entry contained in it.  

To access AutoFit from the menu bar, choose Format  Column  AutoFit Selection. 

 

 

Adjusting row height 

Changing the row height is very much like adjusting a column width. There will be times when you want to enlarge a row to visually provide some space between it and another row above or below it. 

• To Adjust Row Height of a Single Row o Place your mouse pointer to the lower edge of the row heading you want to adjust.  

o The mouse pointer changes to the adjustment tool (double-headed arrow). 

 

  

 

o Drag the Adjustment tool up or down to the desired height and release the mouse button. 

 

  

 

• To AutoFit the Row Height o Place your mouse pointer to the lower edge of the row heading you want to adjust.  o The mouse pointer changes to the adjustment tool (double-headed arrow).  

o Double-click to adjust the row height to "AutoFit" the font size.  

o Excel "Auto Fits" the row, making the entire row slightly larger than the largest entry contained in the row.  

 

 

Activities 4: Make adjustment of column (5 minutes) 

 Refer students to Handout 13.1: Monthly Budget  

0. AutoFit the column width of Column A 

1. Manually adjust the column width for any columns that you need to enlarge. For example, Column A may need to be adjusted so the word Car payment fits in the cell.  

2. Adjust the row height of Row 1 to at least double its current width. 

3. Save and close the document.  

 

 

Step 5: Key Points (5 minutes) 

• By default, each new workbook in Excel 2003 defaults to three worksheets named Sheet1, Sheet2 and Sheet3. You have the ability to insert new worksheets if needed or delete others you no longer want. 

• Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same number of new rows that you originally selected. 

• By default, Excel's columns are 8.43 characters wide, but each individual column can be enlarged to 240 characters wide. If the data being entered in a cell is wider or narrower than the default column width, you can adjust the column width so it is wide enough to contain the data. 

 

Step 6: Evaluation (15 minutes) 

• How do you define a meaningful name for each worksheet in a workbook?  

• How do you insert and delete Rows and columns? 

• How do you change column width and row height? 

 

Activity: Take home Assignment  (10 minutes) 

 

DIVIDE students in groups or individual. 

 

ASK the students to work on the following assignment 

 

Refer students to handout 16.2:Monthly budget   

• ALLOW student to rename Sheet1 to 2005, Sheet2 to 2006 and Sheet3 to 2007.  

• INSERT two worksheets and name them 2008 and 2009.  

• Move the 2008 and 2009 worksheets so they are immediately following the 2007 sheet.  

• Use the Grouping feature so that the 2006, 2007, 2008, and 2009 sheets contain the same information as Column A and Row 1 of the 2005 sheet.  

• Delete the 2009 sheet.  

 

ALLOCATE time for students to do the assignment and submit 

 

REFER students to recommended references  

 

 

 

 

 

 

 

 

Reference 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed). Ventage Press.  

 

CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for      healthcare professionals (4th ed). Barb Mews: London  

 

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  

 

 

Handout 16.2: Monthly Budget 

 

 

 

Handout 16.3: Monthly Budget 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 17: Demonstration on Excel Cells and Creating Formulas  

 

Total Session Time: 60 minutes  

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Describe on How to Insert and Delete Cells  

• Describe Text and Cell Alignments  

• Explain How to Apply Font, Color and Borders to Cells  

• Explain How to Create Simple Formulas  

 

Resources Needed: 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer and LCD 

• Handout 17.1: Monthly Budget 

 

SESSION OVERVIEW 

Step Time Activity/ 

Method Content 

1 05  minutes Presentation Presentation of Session Title and Learning Tasks 

2 35  minutes Brainstorming  

Presentation, 

Exercise Inserting and Deleting Cells  

3 35 minutes Presentation, Exercise Manage Text and Cell Alignments  

4 35 minutes Presentation, Exercise Applying Font, Color and Borders to Cells  

5 50 minutes Buzzing  

Presentation, Exercise Creating Simple Formula 

6 5  minutes Presentation Key Points  

7 5 minutes Presentation Evaluation 

8 10 minutes Presentation Assignment 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

READ or ASK student to read the learning objectives and clarify. 

ASK students if they have any questions before continuing 

 

Step 2: Inserting and Deleting Cells (35 minutes) 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What is a cell in excel worksheet? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

Cell is Intersection between row and column 

Inserting a cell 

When working in an Excel worksheet, you may need to insert or delete cells without inserting or deleting entire rows or columns. 

• To Insert Cells o Select the location where the new cell(s) should be inserted. It can be a single cell or a range of cells.  

o Right-click and choose Insert. 

Note: You could also choose Insert  Cell on the menu bar. 

 

         Figure 1: Inserting A Cell 

 

 

              Source: Goodwill Community Foundation 2002 

 

o The Insert dialog box opens. Select either:  o Shift cells right to shift cells in the same row to the right.  o Shift cells down to shift selected cells and all cells in the column below it downward. 

 

Figure 2: Inserting Dialog Box 

 

  

Source: Goodwill Community Foundation 2002 

 

o Choose an option and click the OK button.  o Your result displays in the spreadsheet. Figure 3: Inserted Figure 

 

   

  Source: Goodwill Community Foundation 2002 

 

Deleting a cell 

• To Physically Delete the Cell from the Spreadsheet o Right-click and choose Delete. 

 

                    Figure 4:Deletind Cell 

 

Source: Goodwill Community Foundation 2002 

 

o The Delete dialog box opens. Select either:  o Shift cells left to shift cells in the same row to the left.  o Shift cells up to shift selected cells and all cells in the column above it upward. 

 

Figure 5: Shifting Cell 

 

  

                        Source: Goodwill Community Foundation 2002 

 

o Choose an option and click the OK button.  o Your result displays in your spreadsheet.  

 

Merging cells 

In Excel, you have another alignment option available to you: merge and centre. This is performed when you want to select one or more cells and merge them into a larger cell. The contents will be centered across the new merged cell. 

The picture below shows why we might want to merge two cells. The spreadsheet presents Last Month and This Month Sales and Expenses for Sally. Notice that Sally's name appears above the Last Month column. To evenly centre Sally's name across the two cells we would perform a merge and centre. 

 

Figure 6: Merging Cell 

 

 

Source: Goodwill Community Foundation 2002 

 

• To Merge Two Cells into One o Select the cells that you want to merge. It can be cells in a column, row or both columns and rows.  

o Click the  Merge and Center button on the standard toolbar. 

 

Figure 7:Marging Cell More Than Two 

 

                  

 

o The two cells are now merged into one. 

 

  

                                   Source: Goodwill Community Foundation 2002 

 

 

 

 Step 3: Manage Text and Cell Alignments (35 minutes) 

Using the Standard Toolbar to Align Text and Numbers in Cells 

You've probably noticed by now that Excel 2003 left-aligns text (labels) and right-aligns numbers (values). This makes data easier to read. 

Figure 8: Align and Numbers in cells 

 

  

Source: Goodwill Community Foundation 2002 

 

You do not have to leave the defaults. T ext and numbers can be defined as left-aligned, right-aligned or centered in Excel 2003. The picture below shows the difference between these alignment types when applied to labels. 

  

Text and numbers may be aligned using the left-align, center and right-align buttons of the Formatting toolbar: 

  

 

• To Align Text or Numbers in a Cell o Select a cell or range of cells o Click on the Left-Align, Center or Right-Align buttons in the standard toolbar. o The text or numbers in the cell(s) take on the selected alignment treatment. 

Changing Horizontal Cell Alignment 

We've previously seen how to align text or numbers using the left-align, center and rightalign buttons in the standard toolbar. You can also define alignment in the Alignment tab of the Format Cells dialog box. 

 

Figure 9: Horizonatal Alignment 

  

Source: Goodwill Community Foundation 2002 

 

The Horizontal section features a drop-down that contains the same left, center, and right alignment options in the picture above and several more: 

Fill-"Fills" the cell with the current contents by repeating the contents for the width of the cell. 

Justify-If the text is larger than the cell width, Justify wraps the text in the cell and adjusts the spacing within each line so that all lines are as wide as the cell. 

Centre Across Selection-Contents of the cell furthest to the left are centred across the selection of cells. Similar to merge and centre, except the cells are not merged. 

 

• To Change Horizontal Alignment using the Format Cells Dialog Box o Select a cell or range of cells.  o Choose Format  Cells from the menu bar. 

 

 

 

Figure 10: Format-Cell Option  

 

  

Source: Goodwill Community Foundation 2002 

 

(You could also right-click and choose Format Cells from the shortcut menu.)  o The Format Cells dialog box opens.  o Click the Alignment tab. 

  

 Figure 11:Alignment Text Option 

  

 Source: Goodwill Community Foundation 2002 

  

o Click the Horizontal drop-down menu and select a horizontal alignment treatment.  o Click OK to apply the horizontal alignment to the selected cell(s).  

 

Changing Vertical Cell Alignment 

You can also define vertical alignment in a cell, similar to how it is done for horizontal alignment. In Vertical alignment, information in a cell can be located at the top of the cell, middle of the cell or bottom of the cell. The default is bottom. 

 

 

 

 

Figure 12: Vertical Alignment view 

 

Source: Goodwill Community Foundation 2002 

 

• To Change Vertical Alignment using the Format Cells Dialog Box: 

o Select a cell or range of cells.  

o Choose Format  Cells from the menu bar 

 (You could also right-click and choose Format Cells from the shortcut menu.) o The Format Cells dialog box opens.  o Click the Alignment tab.  o Click the Vertical drop-down menu and select a vertical alignment treatment.  o Click OK to apply the vertical alignment to the selected cell(s).  

 

Changing Text Control 

Text Control allows you to control the way Excel 2003 presents information in a cell. There are three types of Text control: Wrapped Text, Shrink-to-Fit and Merge Cells. 

 

Figure 14: Text Control 

  

Source: Goodwill Community Foundation 2002 

 

The Wrapped Text wraps the contents of a cell across several lines if it's too large than the column width. It increases the height of the cell as well. 

Shrink-to-Fit shrinks the text so it fits into the cell; the more text in the cell the smaller it will appear in the cell. 

Merge Cells can also be applied by using the  Merge and Center button on the standard toolbar. 

• To Change Text Control using the Format Cells Dialog Box o Select a cell or range of cells.  o Choose Format  Cells from the menu bar.  

o The Format Cells dialog box opens.  o Click the Alignment tab.  o Click on either the Wrapped Text, Shrink-to-Fit or Merge Cells check boxes-or any combination of them-as needed.  

o Click the OK button. 

  

Changing Text Orientation 

The fourth type of cell alignment in the Format Cells dialog box is Text Orientation, which allows text to be oriented 90 degrees in either direction up or down. 

 

Figure 15: Changing Text Orientation 

 

  

Source: Goodwill Community Foundation 2002 

 

• To Change Text Orientation using the Format Cells Dialog Box o Select a cell or cell range to be subject to text control alignment.  

o Choose Format  Cells from the menu bar.  

o The Format Cells dialog box opens.  

o Click the Alignment tab.  

o Increase or decrease the number shown in the Degrees field or spin box.  Click the OK button.  

 

Activities 3: Monthly Budget (Take-home assignment) 

Refer students to Handout 17:1 Monthly Budget • Center the text horizontally in Column A and Row 2.  

• Apply a distributed vertical text alignment to Row 2. 

• Save your document.  

• Use the text control and text orientation features so that you are familiar with them.  

• Close the document without saving any of the formatting from the text control and text orientation features.    

 

 

Step 4: Applying Font, Colour and Borders to Cells (35 minutes) 

Change font type, size and colour 

In Excel a font consists of three elements: Typeface or the style of the letter; Size of the letter; and Color of the letter. The default font in a spreadsheet is Arial 10 points, but the typeface and size can be changed easily. 

• Selecting a Font Typeface 

The amount of typefaces available for use varies depending on the software installed on your computer. 

 

Figure 19: Box for Different Font 

  

Source: Goodwill Community Foundation 2002 

 

• To Apply a Typeface to Information in a Cell o Select a cell or range of cells.  o Click on the down arrow to the right of the Font Name list box on the Formatting toolbar. 

 

  

 Figure 20 

  

 Figure 20: A Drop-Down List Of Available Fonts Appears.   

  

 Source: Goodwill Community Foundation 2002 

  

o Click on the Typeface of your choice.  

o The selection list closes and the new font is applied to the selected cells.  

Change font type, size and colour (continued) 

• To Apply a Font Size to Information in a Cell 

The "Font Size" list varies from typeface to typeface. The Arial font sizes, for example, are 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48, and 72. 

 

Figure 21: Example of Different Font Size  

  

Source: Goodwill Community Foundation 2002 

 

o Select a cell or range of cells.  o Click on the down arrow to the right of the font size list box on the Formatting toolbar. 

 

  

  

 Figure 22: A Drop Down List of Available Font Sizes Appears. 

 

  

 Source: Goodwill Community Foundation 2002 

  

o Click on the Font Size of your choice.  

o The selection list closes and the new font size is applied to the selected cells.  

 

Change font type, size and colour (continued) 

• To Apply Colour to Information in Cells o Select a cell or range of cells.  

o Click on the down arrow to the right of the font Color list box. 

 

  

 Figure 23: A drop-down list of available Colors appears. 

 

  

 Source: Goodwill Community Foundation 2002 

  

o Click on the Color of your choice.  o The selection list closes and the new font Color is applied to the selected cells.  

Underline, italics and bold 

In addition to the typeface, size and Color, you can also apply Bold, italics, and/or underline font style attributes to any text or numbers in cells. 

• To Select a Font Style o Select a cell or range of cells.  

o Click on any of the following options on the Formatting toolbar. 

 

  

 Bold button (Ctrl + B).  

 Italics button (Ctrl + I).  

 Underline button (Ctrl + U). 

 The attribute(s) selected (bold, italics, or underline) are applied to the font.  

  

The Bold, Italics, and Underline buttons on the Formatting toolbar are like toggle switches. Click once to turn it on, click again to turn it off. 

Design and apply styles 

Styles can save a lot of time when formatting a spreadsheet. A Style is a unique collection of font attributes (Number, Alignment, Font, Border, Patterns and Protection). Many different styles can be created in a spreadsheet, each with different attributes and names. When applied to a cell, information in it resembles the attributes defined for that style. 

• To Apply a style o Select the cell or range of cells.  o Choose Format  Style from the menu bar. 

 

Figure 24: Formatting Style Box 

  

Source: Goodwill Community Foundation 2002 

 

Figure 25: Select A Style From The Style Name Drop-Down List. 

  

 

 Source: Goodwill Community Foundation 2002  

 

You can change the style attributes (Number, Alignment, Font, Border, Patterns and Protection) for any Style Name. 

You can create new styles by clicking on the Add button in the Style dialog box. 

Adding a border to cells 

Borders can be applied to cells in your worksheet in order to emphasize important data or assign names to columns or rows. 

• To Add a Border to a Cell or Cell Range o Select a cell or range of cells.  

o Click on the down arrow next to the Borders button.  

o The Border drop-down appears. 

 

   

o Choose a borderline style from the Border drop-down menu. 

o The selected cells display the chosen border.  

 

 

Adding Colour to Cells 

Colors can be applied to cells in your worksheet in order to emphasize important data or assign names to columns or rows. 

• To Add Colour to a Cell o Select a cell or range of cells.  

o Click the down arrow next to the Fill Color button. A Fill Color drop-down menu displays. 

o  

Figure 26: Figure 27: Choose a Fill Color From The Fill Color Drop-Down Menu. 

 

 

 

 

Source: Goodwill Community Foundation 2002 

 

Step 5: Create Simple Formulas (50 minutes) 

 

Activity: Buzzing (5 minutes) 

 

ASK students to pair up and buzz on the following question for 2 minutes 

 

• What are formulas? 

 

ALLOW few pairs to respond and let other pairs to add on points  not mentioned 

 

WRITE their response on the flip chart/board 

 

CLARIFY and SUMMARIZE by using the content below 

 

Formulas 

In school, you learned formulas used to calculate math problems. Microsoft Excel uses these same formulas to perform calculations in a spreadsheet. 

A formula can be a combination of values (numbers or cell references) and math operators (+, -, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal sign (=). 

The following table illustrates the mathematical operators learned in school and those represented in Excel. 

 

  School Excel  

Addition + + 

Subtraction - - 

Multiplication X * 

Division / / 

Equals = = 

 

The result of a formula-the answer to 2+3, for example-displays in the cell on the Excel worksheet. The formula is visible only in the formula bar. A formula's result will change as different numbers are entered into the cells included in the formula's definition. 

 

  

 

Creating a Simple Addition Formula 

A simple formula in Excel contains one mathematical operation only: one number plus a second number equals a third number. Writing a simple formula is really no more difficult than that: 1+1. The only difference in Excel is that all formulas must begin with the equal sign (=). It is not enough to type 1+1 in Excel because what will appear in the cell is "1+1." You must begin the equation with an equal sign, or =1+1. This holds true for any formula, simple or complicated, that adds, subtracts, multiplies or divides. 

Let's add two numbers to create a third, 128+345=473. In Excel, this would be expressed by the formula, =128+345, as shown below. 

 

Figure 1: Exaple of Simple Mathematics 

  

Source: Goodwill Community Foundation 2002 

 

• To Create a Simple Formula that Adds Two Numbers o Click the cell where the formula will be defined.  o Type the equal sign (=) to let Excel know a formula is being defined.  o Type the first number to be added (128, for example)  o Type the addition sign (+) to let Excel know that an add operation is to be performed.  

o Type the second number to be added (345, for example  o Press Enter or click the Enter button on the Formula bar to complete the formula.  

 

 Creating a Simple Addition Formula (continued) 

But what if a column contains many numbers, each of which regularly changes? You don't want to write a new formula each time a number is changed. Luckily, Excel 2003 lets you include cell references in formulas. 

A formula can add the value of two cells-B2 and B3, for example. Type any two values in these two cells and the formula will adjust the answer accordingly. 

Using this method to calculate two numbers-128 and 345, for example-requires that you type 128 in cell B2, for example, and 345 in cell B3. The Excel formula, =B2+B3, would then be defined in cell B4. 

Figure 2: Show Formula and Total 

 

  

Source: Goodwill Community Foundation 2002 

 

• To Create a Simple Formula that Adds the Contents of Two Cells: 

o Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3).  

o Click the cell where the answer will appear (B4, for example).  o Type the equal sign (=) to let Excel know a formula is being defined.  o Type the cell number that contains the first number to be added (B2, for example).  o Type the addition sign (+) to let Excel know that an add operation is to be performed.  o Type the cell number that contains the first number to be added (B3, for example).  o Press Enter or click the Enter button on the Formula bar to complete the formula.  

 

 Creating a Simple Subtraction Formula Using the Point-and-Click Method 

Formulas can be created by using either numbers or cell references in the definition. You can also use the mouse to select the cells to be used in the formula instead of typing the cell number or cell reference. Using this method, we are going to write a simple formula that subtracts one cell from another: =B3-B2. 

 

 

 

Figure 3: Subtraction Formula 

  

Source: Goodwill Community Foundation 2002 

 

• To Create a Simple Formula using the Point and Click Method o Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3).  

o Click the cell where the answer will appear (B4, for example).  o Type the equal sign (=) to let Excel know a formula is being defined.  o Click on the first cell to be included in the formula (B3, for example).  o Type the subtraction sign (-) to let Excel know that a subtraction operation is to be performed.  

o Click on the next cell in the formula (B2, for example).  o If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is entered.  

o Press Enter or click the Enter button on the Formula bar to complete the formula.  

 

 Creating Simple Multiplication Formulas 

Creating multiplication formulas is very similar to addition and subtraction formulas. To multiply two cells the formula, B2 and B3, you would need to insert a multiplication operator * between them, =B2*B3. 

 

Figure 3: Multiplication Formula 

 

  

Source: Goodwill Community Foundation 2002 

 

• To Create a Simple Formula that Multiplies the Contents of Two Cells o Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3).  

o Click the cell where the answer will appear (B4, for example).  

o Type =  o Click on the first cell to be included in the formula (B2, for example).  

o Type a mathematical operator (Ex: the multiplication symbol *). The operator displays in the cell and Formula bar.  

o Click on the next cell in the formula (B3, for example).  o If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is entered.  

o Press Enter or click the Enter button on the Formula bar to complete the formula.  

 

 Creating Simple Division Formulas 

Creating division formulas is very similar to the addition, subtraction and multiplication formulas. To divide the contents of cell B2 by cell B3, you would need to insert a division operator / between them, =B2/B3. 

 

 

Figure 4: Divides Formula 

 

  

Source: Goodwill Community Foundation 2002 

 

• To Create a Simple Formula that Divides One Cell by Another o Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3).  

o Click the cell where the answer will appear (B4, for example).  o Type the equal sign (=) to let Excel know a formula is being defined.  o Click on the first cell to be included in the formula (B2, for example).  o Type a mathematical operator (Ex: the division symbol /). The operator displays in the cell and Formula bar.  

o Click on the next cell in the formula (B3, for example).  

 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is entered.  

 Very Important: Press Enter or click the Enter button on the Formula bar. This step ends the formula.  

  

Filling Formulas to Other Cells 

Sometimes, you will write a formula that gets used a lot in different places of a worksheet. For example, a spreadsheet may contain several columns of numbers. Each column will contain a formula that adds all the numbers in it. You could write the formula several times, once in each column. Or you could copy-and-paste it into each column. The fill formula method allows you to copy a formula and fill it into many different consecutive cells at the same time. 

The mouse pointer changes to a black crosshair when passed over the fill handle, or the square box in the lower right corner of the cell. 

 

Figure 6: Filling Formulas to Other Cell 

  

Source: Goodwill Community Foundation 2002 

 

• To Use the Fill Handle to Copy a Formula to a Surrounding Cell o Click on the cell that contains the formula to be copied.  o Position the mouse pointer over the fill handle.  o Click and hold the left mouse button, and then drag the contents to the cell that's to receive the fill formula.  o Release the mouse button.  o Select the Copy Cells option in the fill formula drop-down menu. 

 

Figure 7: Fill Handle to Copy a Formula 

 

  

      Source: Goodwill Community Foundation  

 

The cell references in a formula are automatically updated when the formula is copied to other cells in the spreadsheet. 

You can also use copy and paste to copy a formula to other cells. Click next to learn more about the copy and paste method.  

Copy and Paste Formulas 

The process to copy and paste a formula is identical to that process used to copy and paste text. 

• To Copy and Paste a Formula o Select the cell that contains the formula to be copied.  

o Click the  Copy button. Marching "ants" appear around the copied cell(s). 

 

Figure 8: Marching ants appear 

 

  

    Source: Goodwill Community Foundation 2002 

 

o Select the cell where the copied formula is to be pasted.  o Press the Enter key. The formula is copied to the new location.  

Revising Formulas 

You can revise any formula that was previously written in a worksheet. 

• To Revise a Formula using the Keyboard o Double-click the cell that contains the formula you want to revise.  o The cursor can now move left and right between the values in the formula in cell B5. 

 

Figure 9: To Replace Cell 

  

         Source: Goodwill Community Foundation 2002 

 

o Make the necessary changes to the formula.  o Press the Enter key or click the Enter button to accept the new formula.  

Finding the Sum of a Range of Data 

The AutoSum function allows you to create a formula that includes a cell range-many cells in a column, for example, or many cells in a row. 

 

Figure 13: AutoSum function 

 

  

      Source: Goodwill Community Foundation 2002 

 

• To Calculate the AutoSum of a Range of Data o Type the numbers to be included in the formula in separate cells of column B (Ex: type 128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6).  

o Click on the first cell (B2) to be included in the formula.  o Using the point-click-drag method, drag the mouse to define a cell range from cell B2 through cell B6.  o On the Standard toolbar, click the Sum button.  o The sum of the numbers is added to cell B7, or the cell immediately beneath the defined 

range of numbers.  

 

 Figure 14: formula, =SUM (B2:B6), has been defined to cell B7.   

  

Source: Goodwill Community Foundation 200 

Finding the Average of a Range of Numbers 

The Average function calculates the average of a range of numbers. The Average function can be selected from the AutoSum drop-down menu. 

• To Calculate the Average of a Range of Data o Type the numbers to be included in the formula in separate cells of column B (Ex: type 128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6).  o Click on the first cell (B2) to be included in the formula.  o Using the point-click-drag method, drag the mouse to define a cell range from cell B2 through cell B6.  

o On the Standard toolbar, click on the drop-down part of the AutoSum button.  

o Select the Average function from the drop-down Functions list. o The average of the numbers is added to cell B7, or the cell immediately beneath the 

defined range of numbers.  

 

Figure 15: Average Function from the Drop-Down  

 

  

Source: Goodwill Community Foundation 2002 

 

 Figure 16: Notice the Formula, =AVERAGE (B2:B6), Has Been Defined To Cell B7. 

 

  

        Source: Goodwill Community Foundation 2002 

Accessing Excel Functions 

• To Access Other Functions in Excel o Using the point-click-drag method, select a cell range to be included in the formula.  o On the Standard toolbar, click on the drop-down part of the AutoSum button.  

o If you don't see the function you want to use (Sum, Average, Count, Max, and Min), display additional functions by selecting More Functions. 

o The Insert Function dialog box opens.  

o There are three ways to locate a function in the Insert Function dialog box 

 

Figure 17: Accessing Excel Functions 

 

  

Source: Goodwill Community Foundation 2002 

 

You can type a question in the Search for a function box and click GO, or 

You can scroll through the alphabetical list of functions in the Select a function field, or You can select a function category in the Select a category drop-down list and review the corresponding function names in the Select a function field. 

Figure 18: Search for a Function Box 

 

  

Source: Goodwill Community Foundation 2002 

 

Select the function you want to use and then click the OK button.  

 

Step 6: Key Points (5 minutes) 

• When working in an Excel worksheet, you may need to insert or delete cells without inserting or deleting entire rows or columns. 

• A formula can be a combination of values (numbers or cell references) and math operators (+, -, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal sign (=). 

• Text and numbers can be defined as left-aligned, right-aligned or centered in Excel. 

 

Step 7: Evaluation (5 minutes) 

• Which steps are followed in inserting and deleting cells?  

• How can a text be aligned   to 45 degrees? 

• When is the equal sign (=) used? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 8: Assignment (10 minutes) 

 

Activity: Take home Assignment  (10 minutes) 

 

DIVIDE students in groups or individual. 

 

ASK the students to work on the following assignment 

• Insert a blank row above the current Row 1, which contains the months of the year. 

• Type My Budget in A1 

• Use the merge and centre function to centre My Budget over Columns A through N 

• Save and close the document 

 

ALLOCATE time for students to do the assignment and submit 

 

REFER students to recommended references  

 

  Handout 17.1: Monthly Budget 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed). Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall.  

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for      healthcare professionals (4th ed). Barb Mews: London.  

 

 Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State                  University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press The Basics of the Word Window. Retrieved from   www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  

 

 

 

 

Handout 17.2: Monthly Budget 

 

 

 

 

 

 

 

 

 

 

 

 

Session 18: Demonstration of Charts and Printing Management of Excel Document  

 

Total Session Time: 60 minutes + 120 minutes of practical 

 

Prerequisites 

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Describe Procedures of Creating  a Chart  

• Explain How to Move, Resize, and Delete Charts  

• Explain How to Edit Charts  

• Explain on How to Format a Chart  

• Describe Page Setup 

• Describe Procedure of Printing Excel Sheet 

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer and LCD 

 

SESSION OVERVIEW 

 

Step Time Activity/ 

Method Content 

1 5  minutes Presentation Presentation of Session Title and  Learning Task 

2 20  minutes Brainstorming 

Presentation, Exercise Creating  Chart  

3 20 minutes Presentation, Exercise Moving, Resizing, and Deleting Charts  

4 30 minutes  Presentation, Exercise Editing Charts 

5 30 minutes Presentation, Exercise Formatting  Chart  

6 30 minutes Brainstorming 

Presentation, Exercise Page Setup 

7 30 minutes Presentation, Exercise Printing Excel Document 

8 10 minutes Presentation Key Points  

9 5 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes) 

READ or ASK student to read the learning objectives and clarify. ASK students if they have any questions before continuing. 

 

Step 2: Creating Charts (20 Minutes) 

 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What is a chart? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

Understanding the Different Chart Types 

Excel allows you to create many different kinds of charts. 

 

Area Chart 

An area chart emphasizes the trend of each value over time. An area chart also shows the relationship of parts to a whole. 

  

 

Column Chart 

A column chart uses vertical bars or columns to display values over different categories. They are excellent at showing variations in value over time. 

  

 

Bar Chart 

A bar chart is similar to a column chart except these use horizontal instead of vertical bars. 

Like the column chart, the bar chart shows variations in value over time. 

  

 

Line Chart 

A line chart shows trends and variations in data over time. A line chart displays a series of points that are connected over time. 

  

 

Pie Chart 

A pie chart displays the contribution of each value to the total. Pie charts are a very effective way to display information when you want to represent different parts of the whole, or the percentages of a total. 

  

 

Other Charts 

Other charts that can be created in Excel 2003 include: Doughnut; Stock XY (scatter); Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts. 

Identifying the Parts of a Chart 

Have you ever read something you didn't fully understand but when you saw a chart or graph, the concept became clear and understandable? Charts are a visual representation of data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in the data. 

 

 

Figure 1: Parts of a Chart 

 

Source: Goodwill Community Foundation 2002 

 

Source Data: The range of cells that make up a chart. The chart is updated automatically whenever the information in these cells change. 

Title:  The title of the chart 

Legend: The chart key, which identifies each colour on the chart represents 

Axis: The vertical and horizontal parts of a chart. The vertical axis is often referred to as the 

Y axis, and the horizontal axis is referred to as the X axis 

Data Series: The actual charted values, usually rows or columns of the source data Value Axis: The axis that represents the values or units of the source data Category Axis: The axis identifying each data series. 

Creating a Chart Using the Chart Toolbar 

Charts can be created in a number of ways in Excel 2003. The quickest way to create and edit your charts is to use the Chart Toolbar. 

• To Show the Chart Toolbar o Choose View  Toolbars  Chart on the menu bar. 

 

Figure 2: Using the Chart Toolbar 

  

Source: Goodwill Community Foundation 2002 

• Parts of the Chart Toolbar 

 

   

o Chart Objects List Box: This list box lets you select different parts of a chart for editing 

o Format Chart Area: Used to format that part of the chart which is currently selected o Chart Type: A drop-down menu that lets you selects different types of charts. The chart type can be changed at any time 

o Legend: Used to show or hide the chart legend 

o Data Table: Used to show or hide the actual Source Data used to create the chart o By Row: Plots the Data Series using the row labels (Y-axis) o By Column: Plots the Data Series using the column labels (X-axis) o Angle Text: Use to rotate the angle of the X-axis and Y-axis labels 

Creating an Embedded Chart 

Charts can be created in either of two ways in Excel 2003: Embedded Charts and a Chart Sheet. Excel creates an embedded chart by default. An embedded chart is placed on the same worksheet as the source data used to create it. 

• To Embed a Chart in a Worksheet o Choose View  Toolbars  Chart on the menu bar.  

o Select the range of cells that you want to chart. Your source data should include at least three categories or numbers. 

 

Figure 3: Selected Data for Embedding Chart 

 

  

                       Source: Goodwill Community Foundation 2002 

 

o Click the chart type pull down on the chart toolbar and select the chart that you would like to use. 

Figure 4: Use Chart Bar To Select Different Type Of Chart 

 

   

                           Source: Goodwill Community Foundation 2002 

 

o Open the chart options dialog box: Chart  Options to add a title to your chart. 

 

Figure Chart Option  

 

  

Source: Goodwill Community Foundation 2002 

 

 Figure 4: Select the Titles tab and type the title of the chart in the Chart Title text box. 

 

  

                               Source: Goodwill Community Foundation 2002 

 

Different charts work best with different data. A pie chart, for example, can only display one data series at a time. 

Excel includes a 4-step Chart Wizard that you can use to guide you through the steps for creating a chart. Highlight the cell range you want to chart, choose Insert  Chart on the menu bar and follow the instructions in the wizard. 

 

Step 3: Moving, Resizing, and Deleting Charts (20 minutes)  

Moving a chart 

An embedded chart can be moved anywhere on a worksheet. The easiest way to move a chart is to drag it around the worksheet. 

 

• To Move a Chart o Click anywhere on the white space in the chart and use the cursor to drag the chart anywhere on the worksheet. 

 

Figure 8: How to Move Graph into Worksheet 

 

  

                             Source: Goodwill Community Foundation 2002 

 

 Release the mouse button to place the graph in its new location   

Resizing a Chart 

Charts can be resized-made larger or smaller-to fit on a worksheet. Chart Titles are sized in proportion to how large or small you make the chart. And within the Chart Area, the Legend and/or Plot Area can be made larger or smaller. Chart Titles can be moved but not resized. 

 

• To Resize a Chart o Click anywhere on the white space of the chart area, plot area or legend you want to move or resize. 

Figure 9: Completed Chart  

 

  

                                Source: Goodwill Community Foundation 2002 

 

o Point the mouse to one of the Grab Handles or Resize Cursor-the pointer changes to a double-headed arrow-to resize the chart. 

 

Figure 10: How to Resize Chart  

 

  

                          Source: Goodwill Community Foundation 2002 

 

 Use the mouse to drag the sizing handle until the chart is resized to the desired size.  

Deleting a Chart 

Any embedded chart or chart sheet can be deleted from a worksheet. A chart sheet is deleted in the same manner a worksheet is deleted. This section discusses how to delete an embedded chart. 

 

• To Delete a Chart o Click anywhere on the white space of the chart area to select the chart.  

o Press the Delete key on your keyboard.  

If you have difficulty deleting a chart, click anywhere outside of the chart and then select the chart again. 

 

Step 4: Editing Charts (30 minutes) 

Changing Chart Data 

When you add a chart to your worksheet, Excel creates a link between the chart and your source data. Any changes made to the original source data are automatically reflected in the chart. 

 

Figure 11: Changing chart Data 

  

         Source: Goodwill Community Foundation 2002 

 

• To Change Chart Values Directly in Worksheet Cells o Open the worksheet that contains the chart to be changed.  o Click in the cell whose value will change and type the new value.  o Press Enter to accept the new value.  

Changing Chart Data (continued) 

• To Add Data to an Existing Chart o Rows or columns of data can be added to an existing chart by selecting the Add Data option on the Chart Menu. 

o Input any new Source Data into the worksheet (e.g., a new column called South America). 

 

Figure 12: Changing Chart with Additional Column E 

 

  

         Source: Goodwill Community Foundation 2002 o Click on the chart to select it for editing.  o Choose Chart  Add Data from the menu bar. 

 

Figure 13: Data additional 

 

           Source: Goodwill Community Foundation 2002 

 

o The Add Data dialog box appears.  

o Select the cell range of new data to be added to the chart. Marching ants appear around the cell range. The selected cells are added to the Add Data dialog box.  

o Click the OK button to add the new data to the chart.  

 

Figure 14: Add Data Dialog Box 

  

         Source: Goodwill Community Foundation 2002 

Changing the Chart Title 

The Chart Title can be changed at any time to a name that's meaningful to you. 

• To Change the Chart Title on the Chart o Click on the Chart Title. 

 

 Figure 15: How to Change Chart Title 

                 Source: Goodwill Community Foundation 2002  

o Click anywhere in the title name and make any changes to the text. 

 

          Figure 16: Finished Chart  

              Source: Goodwill Community Foundation 2002 

 

o Click anywhere outside of the title to apply your changes.  

Changing the Data Series Names or Legend Text 

Data Series Names and Legend Text are changed in much the same manner as when you changed Chart Values in the worksheet. 

 

• To Change the Data Series Names or Legend Text on the Worksheet o Click the cell that contains the Data Series name or Legend that you want to change. 

 

Figure 17: Data Series and Legend Text  

 

Source: Goodwill Community Foundation 2002  

Type the new name.  

o Press the Enter key to add the new name to the chart.  

 

 

Changing the Chart Type 

There are 14 different types of charts in Excel 2003, and, with each chart type, there can be several variations. You can see that you can create any number of different charts. The Chart Type can be changed at any time with a couple of clicks of the mouse. 

 

• To Select a Different Chart Type o Click on the chart to select it for editing.  

o Click on the Chart Type dropdown list box and select a different chart. 

 

                   Figure 18: Different Type of Chart 

 

 

 

Figure 19: The New Chart Replaces That One Selected For Change. 

 

 

 

Source: Goodwill Community Foundation 2002 

Step 5: Formatting Charts (30 minutes) 

Formatting the Chart Title 

The Chart Title can be formatted to change colour, pattern, typeface, size and alignment using the Format Chart Title dialog box. 

• To format the chart title o Select the Chart Title. 

Figure 20: Formatting Chart Title 

 

                               Source: Goodwill Community Foundation 2002 

 

o Click the Format Button on the Chart Toolbar (or double click the Chart Title). 

 

  

 

o The Format Chart Title dialog box contains three different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.  

o The Patterns tab lets you define borders and fill colours (see lesson 13).  o The Font tab lets you define Font, Font Style, Size and Colour (see lesson 11).  

o The Alignment tab lets you define horizontal and vertical cell placement, as well as text orientation (see lesson 11).  

o Click the OK button to accept the Chart Title format changes 

  

 Figure 21:Chart Font 

 

  

                          Source: Goodwill Community Foundation 2002 

Formatting the Chart Legend 

The chart legend displays very useful information about the chart. Like a roadmap, the Legend identifies what different colours or objects represent in the chart. The Chart Legend, like the Chart Title and Category Axis Labels, can be formatted to your liking. 

 

• To Format the Chart Legend o Press the show/hide legend button on the Chart Toolbar to turn on the Legend display. (This button acts like a toggle by turning the display on or off.) 

 

Figure 22: Formatting Chart Legend 

  

                          Source: Goodwill Community Foundation 2002 

 

o Click to select the Chart Legend.  

o Click the Format Button on the Chart Toolbar (or double click the chart legend). 

 

 

 

o The Format Legend dialog box contains 

three different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.  

o The Patterns tab lets you define borders and fill colours.  

o The Font tab lets you define Font, Font Style, Size and Colour.  

o The Placement tab lets you define the location where the Legend will appear on the chart. 

o Click the OK button to accept the Chart Legend format changes.  

 

Figure 23: Format Legend Placement Option 

 

                 Source: Goodwill Community Foundation 2002 

 

The only way to change the actual text that appears in the Chart Legend is to change the Source Data in the worksheet. 

Formatting the Axis Labels 

We've previously made reference to a Y-axis and an X-axis in Excel. In Excel, a graph represents a data in two dimensions. The number of items sold in January is data on two dimensions: number of items and month. The number of items might be plotted on one axis, Y-axis, while the month may be plotted on the X-axis. The Y-axis runs up-and-down on the graph. The X-axis runs left-to-right. 

When formatting the Axis labels in your chart, you can adjust the numbers on the Scale of the chart as well as change font, colour, and style. 

 

• To Format an Axis o Click anywhere in the Axis label that you want to edit: 

 

Figure 24:X-Axis And Y-Axis Found in Chart 

  

 

           

Source: Goodwill Community Foundation 2002 

 

o Click the Format Button on the Chart Toolbar (or double click the chart axis). 

 

  

 

o The Format Axis dialog box contains five different tabs-Patterns, Font and Alignment-that can be used to format the Chart Title.  o The Patterns tab lets you define borders and tick marks.  o The Scale tab lets you define numeric intervals on the Value (Y) Axis scale.  

o The Font tab lets you define Font, Font Style, Size and Colour.  o The Number tab lets you define the format of numbers displayed in the Axis. o The Alignment tabs let you define text orientation. o Click the OK button to accept the Axis format changes.  

 

                               Figure 25: Format Axis Number  

 

 

                                    Source: Goodwill Community Foundation 2002  

You can also use the angle axis buttons on the chart toolbar to change the angle of the value and category axis. 

Changing the Data Series Colour 

When a chart is created in Excel 2003 you notice that colour is automatically applied to the Data Series. You can keep this format or change it for each Data Series in the chart. Many different aspects of each data series can be changed, but you'll probably change the colour of bars, columns, pie slices and areas most often. 

• To Change the Colour of a Data Series o Select the data series that you wish to edit. 

 

Figure 26: Color To Selected Data Sharing  

 

                                  Source: Goodwill Community Foundation 2002 

 

o Click the Format Button on the Chart Toolbar (or double click the data series). 

 

  

 

 

 Format Data Series Dialog Box to Pick a New Colour. 

Figure 27: Use the 

 

 

                  Source: Goodwill Community Foundation 2002 

 

o Click the OK button to accept the Data Series colour changes.  

 

Step 6: Page Setup Options (30 minutes) 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What is the difference between hard copy and soft copy? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

Setting Page Margins 

The Page Margins define where on the page Excel will print the worksheet. By default, the top and bottom margins are set at 1 inch in Excel 2003. The left and right margins are set at .75 inch. Margin settings can be changed to whatever you want. Different margins can be defined for each worksheet in the workbook. 

• To Change the Margins in the Page Setup Dialog Box o Select the correct worksheet.  

o Choose File  Page Setup from the menu bar. 

 

Figure 1: Page Setup Optional              Figure 2: Page Setup Dialog Box 

 

   

source: Goodwill community foundation 2002 

 

o Select the Margins tab. o Use the spin box controls to define the settings for each page margin-Top, Bottom, Left, Right, Header and Footer.  o Click the OK button to change the margin settings.  

 

Changing the Page Orientation and Paper Size 

The Page tab of the Page Setup dialog box lets you change page orientation (portrait or landscape) or paper size (e.g., letter size or legal size). The default paper size in Excel 2003 is 8.5 X 11 inches, with a portrait orientation (prints up and down on the long side of the page). A landscape orientation, on the other hand, prints up and down on the short side of the page. 

 

 

 

• To Change Page Orientation o Select the correct worksheet.  o Choose File  Page Setup from the menu bar.  

o Click on the Page tab. 

 

                    Figure 3: Changing Page Orientation Dialog Box 

 

 

  Source: Goodwill Community Foundation 2002 

 

o Choose an Orientation (Portrait or Landscape) for the worksheet.  

o Select a Paper Size from the list of available paper size options that appear in the list box.  

o Click on the paper size.  o Click the OK button to accept the page settings.  o The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it fits on a specified number of pages when you print. Click the Fit to: option button and enter the desired number of pages wide and pages tall. 

 

The Page tab of the Page Setup dialog box lets define the resolution of the print job. Print Quality is measured in dpi, or dots per inch. High dpi provides a better print quality. Print Area: By default, Excel prints from the A1 to the last occupied cell in a worksheet. You can specify a different range of cells to print 

Print Titles: Prints column and row labels on each page of the printout. Specify these rows or columns in the Rows to Repeat at Top and Columns to Repeat at Left textboxes Print – Gridlines: Determines whether gridlines are printed. However, turning off gridlines does not affect their appearance in Normal View 

Print - Black and White: If you used colours in your worksheet but don't want to waste the ink in your colour printer, use black and white 

Print - Draft Quality: Choose draft quality to print the worksheet without gridlines or graphics 

Print - Row and Column Headings: Click this option to include row numbers and columns letters in your printed document 

Page Order: Determines the order in which worksheets are printed. 

 

Step 7: Printing Document (30 Minutes) 

In Excel you can print an entire workbook, a worksheet, a cell range or a cell. Excel defaults to printing the entire worksheet. But if you want to print only a certain area of a spreadsheet then you can define a print area. 

 

• To Specify a Print Area o Choose View  Page Break Preview from the menu bar. 

 

  

o A reduced image of the chart is displayed on the screen.  

o Click on one of four blue-colored borders and drag to highlight and select the area to print. 

 

Figure 6: Represent Selected Area For Printing  

 

         Source: Goodwill Community Foundation 2002 

o Choose File  Print Area  Set Print Area on the menu bar. 

 

 

Only that area you defined in the print range will print when the worksheet is submitted to the printer for printing. 

Preview a page before printing 

Excel 2003 provides a Print Preview capability that shows a smaller picture of the printed page directly on the computer screen. Print Preview is a good way for you to review the formatting and make sure the columns, rows and margins appear exactly where you want them. 

 

• To Print Preview o Choose File  Print Preview on the menu bar, or 

Click the Print Preview button on the standard toolbar. 

In Print Preview window, the document is sized so the entire page is visible on the screen. Simply check the spreadsheet for overall formatting and layout. 

Figure 8: Print Preview Box 

 

 

Source: Goodwill Community Foundation 2002  

The Zoom button in Print Preview will enlarge the data so it can be read.  

Inserting and Removing a Page Break 

There are two different kinds of page breaks in Excel: soft page breaks and hard page breaks. A soft page break is automatically inserted into a spreadsheet when there is too much data to fit on one page. A hard page break is one that you can insert into a spreadsheet, wherever you want it to appear. 

 

• To Insert a Page Break o Move the cursor to the row where a page break needs to be inserted. This row will be the first row on the new page.  o Choose Insert  Page Break from the menu bar. 

 

Figure 9: Insert Page Break Dialog Box 

 

Source: Goodwill Community Foundation 2002 

 

o A page break, indicated by a dashed line, is inserted into the worksheet. \ 

• To Delete a Page Break o Move the cursor to the row where a page break appears  o Choose Insert  Remove Page Break from the menu bar. 

           

Figure 10: Removing Page Break 

  

          Source: Goodwill Community Foundation 2002 

 

o The page break (represented by a dashed line) is removed from the page.  

Printing a Worksheet or Workbook 

Printing in Excel is much like printing in other Office applications like Microsoft Word. As previously mentioned, Excel defaults to printing the entire worksheet. 

• To Print a Worksheet o Choose File  Print from the menu bar.  

 

Figure 11: The Print Dialog Box Opens. 

 

 

 Source: Goodwill Community Foundation 2002   

o Specify the Printer Name where the spreadsheet will print. If you only have one printer in your home or office, Excel will default to that printer.  

o In Print Range, choose whether to print All or a certain range of pages (Pages From n to y, where n and y are the beginning and ending page numbers.  o In print what; choose whether to print a Selection, the Active sheet or the Entire Workbook (all worksheets in the workbook). Excel defaults to the Active Sheet.  o Choose the Number of Copies to print by clicking on the up or down arrows.  

o Click the OK button to print the worksheet.  

Don't print your Excel spreadsheet without checking spelling first! Excel includes two tools to help correct spelling errors: AutoCorrect and Spelling. 

 

Step 8: Key Points (10 minutes) 

• Charts are a visual representation of data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in the data. 

• Charts that can be created in Excel include: Area charts, Column charts, Bar charts, Line charts, Pie charts, and others (Doughnut; Stock XY (scatter); Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts). 

• Excel provides a Print Preview capability that shows a smaller picture of the printed page directly on the computer screen. Print Preview is a good way for you to review the formatting and make sure the columns, rows and margins appear exactly where you want them. 

• The Chart Title can be formatted to change colour, pattern, typeface, size and alignment using the Format Chart Title dialog box. 

 

 

 

Step 9: Evaluation (5 minutes) 

• How can a chart be created?  

• Which steps are involved in moving, resizing, and deleting charts?  

• How can we change a page orientation? 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed). Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for healthcare professionals (4th ed). Barb Mews: London.  

   

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State                 University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 19: Computer Safety: Virus, Data Storage And Protection 

 

Total Session Time: 120 minutes 

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Explain How to Create Folders and Files for Data Storage 

• Explain How to Keep Computer Running at Peak Performance  

• Explain on How to Remove Spyware / Adware or Virus 

 

Resources Needed: 

• Flip charts, marker pens, and masking tape 

• Black/white board and chalk/whiteboard markers 

• Computer 

• LCD 

 

SESSION OVERVIEW 

 

Step Time Activity/ 

Method Content 

1 05  minutes Presentation Presentation of Session Title and Learning Tasks 

2 30 minutes Brainstorming 

Presentation 

Exercise Creation of Folders and Files 

3 30  minutes Presentation Exercise Keeping Computer Running at Peak Performance 

4 40 minutes Presentation Small group discussion Removal of Spyware/Adware or Virus 

5 10minutes Presentation Key Points  

6 5 minutes Presentation Evaluation 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 Minutes) READ or ASK student to read the learning objectives and clarify. 

 

ASK students if they have any questions before continuing 

 

Step 2: Create Folders and Files for Data Storage (30 minutes) 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What is computer folder? 

• What is a computer file? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

 

• A folder is a virtual location where programs, files, and other folders can be located. 

 

• File is a resource for storing information, which is available to a computer program and is usually based on some kind of durable storage.  o A file is "durable" in the sense that it remains available for other programs to use after the program that created it has finished executing.  

o Computer files can be considered as the modern counterpart of paper documents which traditionally are kept in office and library files, and this is the source of the term. 

 

• User Interface o You typically interact with the operating system through the graphical user interface.  o Most provide a place, called desktop, which provides access to computer resources.  

o Operating systems have several features in common with application programs including icons, pointer, windows, menus, dialog boxes, and help. 

 

 Icons: Graphic representations for  a program or function 

 Pointer: Controller by a mouse and changes shape depending upon its current function. For example, when shaped like an arrow, the pointer can be used to select items such as an icon. 

 Window: Rectangular area for displaying information and running programs. 

 Menus: Provide a list of options or request input. 

 Help: Provide online assistance for operating system functions and procedures. 

• File Storage o Most of operating systems store data and programs in a system of files and folders. 

o Unlike the traditional filing cabinet, computer files and folders are stored on a secondary storage device such as your hard disk.  

o Files are used to store data and programs.  o Related files are stored into a folder, and for organizational purpose, a folder can contain other folders.  o For example, you might organize your electronic files in the ‗my documents folder‘ on your hard disk. 

 

 

  Task bar 

Source: print screen from Microsoft Window 

 

How to create folder 

A folder is a location where you can store your files. You can create any number of folders and even store folders inside other folders (subfolders). Here‘s how to create a new folder:  

1. Go to the location (such as a folder or the desktop) where you want to create a new folder. 

2. Right-click a blank area on the desktop or in the folder window, point to New, and then click Folder. 

3. Type a name for the new folder, and then press Enter. 

The new folder will appear in the location you specified. 

Step 3: Keeping Your Computer Running at Peak Performance (30 minutes) 

• With the amount of information available for download on the internet, it's easy to quickly fill up your valuable hard drive space and turn your computer into a sluggish, unresponsive monster.  

• Keeping your hard drive clean is essential to the high performance that the latest computers can achieve.  

• Fortunately, it's a simple process; one that can easily be performed on a regular basis and, with some organization, keeps your computer running like a well-oiled machine.  

• You can discover how much hard drive space is available on your computer by accessing the DriveSpace program in your System Tools. 

• A pie graph will show you the amount of used and unused space for each of your drives. Check this often to keep an idea of how much space you are using.  

 

There are six simple steps to clearing up your hard drive:  

• Uninstall unused programs.  

o Many times a new program will come along that looks fun to have or play with, but after a week or two you simply stop using it.  

 

• Clean out temporary files.  o When your computer is not shut down properly, it will pass information from memory into fragmented files.  o Also, while you are running programs, your computer will write information that it does not immediately need into temporary files.  

 

• Empty your internet cache.  

o As you surf the internet your computer stores web pages and images into a temporary internet cache so that it can quickly recall and access information when you move back and forth between pages.  

 

• Empty your mail programs of clutter.  o It's easy to browse through your email and leave old messages there, promising yourself you'll sort them out later.  

o One or two messages don't take up much space, but hundreds certainly do.  

 

• Empty your recycle bin.  

o Once you've emptied your drive of cluttering, unnecessary programs; empty your recycle bin to remove what has been placed there in the process.  

 

• Scandisk and Defrag.  

o When Windows installs programs, it will put the files it needs anywhere that it finds free space, and not directly after the last program installed.  

o As a result, your hard drive has patches of empty space on it that are not big enough to fit a full program, and will result in a drive space error if you attempt to install something new.  

 

Tips for keeping your Computer Running Smoothly 

 

• Never turn your computer off with the power switch until Windows has shut down.  

o This rule prevents permanent Hard Disk (HD) defects caused by the hard drive heads contacting the surface of the drive disc and can also result in lost data or Windows files. 

o The one exception to this rule is when your computer locks up and HD is not running (HD light is not blinking).  o Recover from crashes by pressing the Ctrl + Alt + Delete keys at the same time. Press them again to reboot your computer. 

 

• Use UPS (uninterruptable power supply) for your computer.  o This will keep your computer from crashing during power outages, and will protect your computer from low and high voltage occurrences. 

 

• Run Scandisk and Defragment at least once a month to keep your HD healthy and prevent crashes.  

 

• Never unplug peripherals from the computer when it is powered up to avoid short out the connector socket or the motherboard. 

 

• Do keep at least 300 MBs of your C: drive free for Windows to use.  o If you use Windows XP or Vista then you should have 400-600 MBs of free space on your C: drive. 

o Inadequate free space chokes Windows and it will start dumping data to your hard drive, or it will just get really, slow. 

Use the ADD/Delete tool in the Windows Control Panel to delete unneeded programs from your drive.  

 

• Do not let a lot of programs load up when you start your computer.  

o They use valuable memory and Windows Resources (Windows internal workspace).  All programs in your Windows System Tray (in the lower left of your screen) are running on your computer.  

o Close them if you don't need them or run them and configure them not to load when you boot up.  

Other programs running in the background can be found by pressing Ctrl + Alt + Delete at the same time. 

 

 

 

• Do use a virus checker regularly.  o The best type of protection is continuous monitoring from a dedicated anti-virus program like Norton Antivirus.  

 

• If you have a high speed Internet connection you need a firewall program.  o A firewall program keeps those who want to hijack your computer from gaining access to your system.  

o You really do not want someone else running your computer. 

 

• Keep track of the software disks you receive with your computer and new peripherals.  

o These disks contain valuable software drivers and programs for Windows and are needed when Windows must be reloaded.  o Keep these disks and your Windows software disks in a safe, dry, place -- you never know when you will need them. 

 

Step 4: How to Remove Spyware / Adware or Viruses (40 minutes) 

• Spyware/Adware these are illegal programs which come onto your computer usually while browsing the internet.  

• This software will mostly slow your computer down and also some times report your actions and files to the programmer.  

• When a computer is infected with spyware/adware, it will become a little slower and you will be getting a lot of pop-ups while browsing the internet.  

• These pop-ups can be ads or false computer warning.  

• In order to remove spyware/adware you require some special removal software.  

• One example of this software is ad-aware by Lavasoft which can be downloaded for free from www.lavasoft.com.  

• Once you have downloaded and installed ad-aware you will see the following screen bellow. 

 

Figure 1:Ad –Aware Software View 

 

  

Source :lavasoft 

 

• Click on start to scan the computer for Adware. And select the default settings and click next. Once the scan is complete, you can see as shown in the picture bellow that your computer has 9 New Critical objects.  

• Click next and select the objects you would like to remove (Usually just select all). 

 

Activity: Small Group Discussion ( 15minutes) 

 

DIVIDE students into small manageable groups 

 

ASK students to discuss on the following question How would you 

 

• Detect virus to   your computer? 

• What to do if you discover a virus on your computer? • Remove install and uninstall antivirus  • Define Antivirus?  

• Defragment computer  

 

ALLOW few groups to present and the rest to add points  not mentioned  

 

CLARIFY and SUMMARIZE by using the contents below 

 

Figure 2: Show Completed Scanned Object 

   

Source :lavasoft 

 

Please note that it is important you update you ad-aware program and before scanning for adware on you system. In order to update your ad definitions click on the globe on the top right 

 

Removing a virus 

Virus is illegal program designed to corrupt your computers files and there for eventually either slow or crash your system. With the help of virus removal software such as Norton, AVG and MacAfee antivirus software you can mostly find and remove viruses from a machine. AVG is free antivirus software. 

 

It is important you make sure you update your antivirus software regularly to make sure your virus software is aware of the latest virus threats and there for can protect your computer from them. 

In IFM we have been using Norton System works to protect our computers from viruses and maintaining our computer.  

• Click Start  All ProgramsNorton System Works  Norton System Works 

 

Figure 3: Norton System dialog box 

  

Source: Norton system works 2003 

 

• Click Norton Antivirus  Scan for Viruses  Scan drives 

 

Figure 4:Scan for Virus 

  

Source: Norton system works 2003 

 

• Select the drives you would like to scan and click scan. 

 

Figure 5: Selected Drives for Scanning 

 

 

Source: Norton system works 2003 

 

Once you have scanned follow the instructions, provided. If you require more help you can always use Norton help. 

Step 5: Key Points (10 minutes) 

• With the amount of information available for download on the internet, it's easy to quickly fill up your valuable hard drive space and turn your computer into a sluggish, unresponsive monster. 

• When Windows installs programs, it will put the files it needs anywhere that it finds free space, and not directly after the last program installed. As a result, your hard drive has patches of empty space on it that are not big enough to fit a full program, and will result in a drive space error if you attempt to install something new. 

• Virus is illegal program designed to corrupt your computers files and there for eventually either slow or crash your system. With the help of virus removal software such as Norton, AVG and MacAfee antivirus software you can mostly find and remove viruses from a machine. 

 

Step 6: Evaluation (5 minutes) 

• How can you create computer folder and file? 

• How can you maintain a computer?  

• How can you remove spyware/ adware from a computer?  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed). Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for healthcare professionals (4th ed). Barb Mews: London.  

   

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State                 University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/ 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Session 20: Internet, Web and Computer Communications 

 

Total Session Time: 60 minutes + 120 minutes of Practical 

 

Prerequisites  

• None 

 

Learning Tasks 

By the end of this session, students are expected to be able to: 

• Explain How the Internet and the Web Started  

• Explain the Difference Between the Internet and the Web  

• Uses of the Internet and the Web 

• Describe Some Ways to Access the Internet 

• Describe How to Access the Web Using Browser 

• Describe Internet Communications 

 

Resources Needed 

• Flip charts, marker pens, and masking tape 

• Black/ white board and chalk/ whiteboard markers 

• Computer, LCD and Internet connectivity 

 

SESSION OVERVIEW 

Step Time Activity/ 

Method Content 

1 05  minutes Presentation Presentation of Session Title and Learning Tasks 

2 10  minutes Brainstorming Presentation Introduction to Internet  

3 45 minutes Presentation 

Small Group 

Discussion Exercise Description of Ways to Access the Internet  

4 30 minutes  Presentation Difference Between Internet and Web 

5 30 minutes Brainstorming 

Presentation 

Exercise  Uses of the Internet and the Web  

6 35 minutes Presentation Exercise Description Internet Communications 

7 10 minutes Presentation Key Points  

8 5 minutes Presentation Evaluation 

9 10 minutes Presentation Assignment 

SESSION CONTENT 

 

Step 1: Presentation of Session Title and Learning Tasks (5 minutes) 

READ or ASK student to read the learning objectives and clarify. 

ASK students if they have any questions before continuing 

. 

Step 2: Introduction to the Internet (10 minutes) 

 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What is internet? 

 

ALLOW few students to respond. 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

• What is internet? 

o In simple words, internet is a huge number of computers that are worldwide connected to each other.  o These computers are situated in many different countries and are connected through telephone lines, cables in the ground and even satellites in space. 

 

• Internet is used when  o You want to communicate with a friend across town, in another state, or even in another country   

o Perhaps you would like to send a drawing, a photo, or just a letter.  o When looking entertainment information.  

o Perhaps you're researching a term paper or exploring different career paths.  

 

Step 3: Description of Ways to Access the Internet (45 minutes) 

• The internet is often referred to as the information superhighway.   

• It is like a highway that connects you to millions of other people and organizations.  

• Unlike typical highways that move people and things from one location to another, the internet moves your ideas and information.  

• Rather than moving through geographic space, you move through Cyberspace-the space that moves ideas and information electronically.  

• The web provides an easy-to-use, exciting, multimedia interface to connect to the internet and to access the resources available in cyberspace. 

 

Access to the Internet  

• The first step to using the Internet and Web is to get connected, or to gain access to the Internet.  

• Internet Service Providers (ISP) gives us access to the Internet.  

• National, regional, and wireless are the three types of ISPs.  

• Browsers provide access to Web resources. 

• The Internet and the telephone system are similar you can connect a computer to the Internet much like you connect a phone to the telephone system.  

• Once you are on the Internet, your computer becomes an extension of what seem like a giant computer-a computer those branches all over the world.  

• When provided with a connection to the Internet, you can use a browser program to search the Web.  

 

The role of providers (Internet Service Providers) 

• The most common way to access the Internet is through an Internet service provider (ISP).  

• The providers are already connected to the Internet and provide a path or connection for individuals to access the Internet.  

• Your college or university most likely provides you with free access to the Internet either through its local area networks or through a dial-up or telephone connection. 

• There are also some companies that offer free Internet access.  

• Commercial Internet service providers offer national, regional, and wireless service. 

 

Use Browsers to Access Internet  

Activity: Small Group Discussion ( 15 minutes) 

 

DIVIDE students into small manageable groups 

 

ASK students to discuss on the following question • What URL, HTML and Browser? 

 

ALLOW students to discuss for 10 minutes  

ALLOW few groups to present and the rest to add points  not mentioned  

CLARIFY and SUMMARIZE by using the contents below 

 

Browsers  

• Browsers are programs that provide access to Web resources.  

• This software connects you to remote computers, opens and transfers files, displays text and images, and provides in one tool an uncomplicated interface to the Internet and Web documents.  

• Browsers allow you to explore, or to surf, the Web by easily moving from one Web site to another.  

• Two well-known browsers are Netscape Navigator and Microsoft Internet Explorer. 

• For browsers to connect to resources, the location or address of the resources must be specified. These addresses are called Uniform Resource Locators (URLs).  

. 

Part of URL 

• All URLs have at least two basic parts.  

o Protocol  

Protocols are rules for exchanging data between computers. The protocol http:// is the most widely used Web protocol.  

 

o Domain name (top level domain)  

      It is the name of the server where the resource is located. www.mtv.com is an example of Server (Many URLs have additional parts specifying directory paths, file names, and pointers.) The last part of the domain name following the dot (.) is the domain code. It identifies the type of organization. For example, .com indicates a commercial site. The URL http:// www.mtv.com connects your computer to a computer that provides information about MTV.  

o Domain code (example com) 

 

 

How Does The Browser Work? 

• Once the browser has connected to the Web site, a document file is sent back to your computer. This document contains Hypertext Markup Language (HTML) commands.  

• The browser interprets the HTML commands and displays the document as a Web page. For example, when your browser first connects to the Internet, it opens up to a Web page specified in the browser settings.  

• This page presents information about the site along with references and hyperlinks or links that connect to other documents containing related information-text files, graphic images, audio, and video clips. 

• These documents may be located on a nearby computer system or on one halfway around the world.  

• The computer that stores and shares these documents is called a Web server.  

• The references appear as underlined and colored text and/or images on the Web page.  

• To access the referenced material, all you do is click on the highlighted text or image. 

• A connection is automatically made to the computer containing the material, and the referenced material appears on your display screen.  

 

 

Step 4:  Difference Between Internet and Web (30 minutes) 

 

It is easy to get the internet and the web confused, but they are not the same thing. 

  

• The internet 

o Is the actual physical network.  o It is made up of wires, cables, and satellites.  o Being connected to this network is often described as being online.  

o The internet connects millions of computers and resources throughout the world.  

 

• The web 

o Is a multimedia interface to resources available on the internet.  o Every day over a billion users from every country in the world use the internet and the web.  

 

 

Figure 1: Internet – A Worldwide Network of Computers, Making Information Available To Everyone 

 

 

  

 

Source: Jamani's Guide to Computers 

 

 

On the picture below is how a website might look. The one you opened may look very different. 

 

 

 

 

 

 

Figure 2:Yahoo.Com Web Look Like 

 

  Source: T. J, O’Leary, L. I, 2006  

Getting Text from the Internet  

• Click the cursor at the beginning of the text and keep the left mouse button pressed down 

• Move the cursor to the end of the text to select the text 

 

To copy the selected text into the computer’s memory: 

• Move the cursor above the selection and click the right button 

• In the menu that appears, choose ‗Copy‘ 

• Go to MS Word by clicking the button in the taskbar • Click on the ‗Paste‘-button to put the text in your document 

Note: The selected text remains in the memory until you copy another text or picture. 

 

Getting pictures from the internet 

To copy a picture into the computer‘s memory: 

• Move the cursor on a picture and click the right mouse button 

• In the menu that appears, choose ‗Copy‘ 

Note: To save the picture as a separate document in your folder, choose ‗Save picture 

As… 

• Go to MS Word by clicking the button in the taskbar 

• Click on the ‗Paste‘-button to put the picture in your document and create a colorful leaflet. 

 

 

 

 

 

 

 

 

 

 

Step 5:  The Uses of Internet and Web (30 minutes) 

Activity: Brainstorming (5 minutes) 

 

Ask students to brainstorm on the following question:  

 

• What are the uses of internet and web? 

 

ALLOW few students to respond? 

 

WRITE their responses on the flip chart/ board 

 

CLARIFY and SUMMARISE by using the content below 

 

• Communicating 

o This is the most popular internet activity.  o You can exchange e-mail with your family and friends almost anywhere in the world. 

o You can join and listen to discussions and debates on a wide variety of special-interest topics.  

o You can even create your own personal web page for friends and family to visit. 

 

• Shopping  

o This is one of the fastest-growing internet applications.  o You can visit individual stores or a cybermall, which provides access to a variety of different stores.  o You can window shop, look for the latest fashions, search for bargains, and make purchases.  

o You can purchase goods using checks, credit cards, or electronic cash. 

                                                                                       

Figure 3: Shopping over the internet is one of the Web‘s growing activities 

  

Source: T. J, O’Leary, L. I, 2006 

 

• Searching. 

o You can access some of the world‘s largest libraries directly from your home computer.  

o You can visit virtual libraries, search through their stacks, read selected items, and even check out books.  

o You will also find the latest local, national, and international news.  o Most newspapers maintain an online presence and include interactive and multimedia presentation related to current news stories. 

 

 Using Google 

You can also use Google to search for pictures or images on internet: 

• Click on ‗Images‘ to go to Google‘s Image Search 

• In the text-box, type the subject of the pictures you are looking for, for example ‗Bagamoyo‘ 

• Click the button ‗Google search‘ and wait for the results 

• The next screen shows the results: Google found 313 images related to 

‗Bagamoyo‘. 

 

Figure 4: Searching Engine   

  

Source: Jamani’s Guide to Computers 

 

• Each result is a ‗link‘ to a website containing an image. To go to the website, just click on an image. 

• Use the ‗Back‘-button to go back to Google‘s results and click on another image 

• Scroll down the page to see more images… 

• Google shows a little text from each website.  

• Google also shows the address of the website. 

• At the bottom of each page, you can click to see the next ten results. 

 

 

 

 

 

 

Figure 5: result from search engine 

 

 

 

Source: Jamani’s Guide to Computers 

 

Figure 6:Searching For Information 

 

 

Source: Jamani’s Guide to Computers 

 

• Entertainment 

o You can find music, movies, magazines, and computer games.  

o You will find live concerts, movie previews, book clubs, and interactive live games. 

 

• Education or e-leaning  o Education or e-leaning is another rapidly emerging Web application.  

o You can take classes on almost any subject.  

o There are courses just for fun and there are courses for high school, college, and graduate school credit.  

o Some cost nothing to take and others cost a lot.  

 

 

 

Step 6: Description of Internet Communications (35 Minutes) 

There are three types of Internet Communication. Those are e-mail, instant messaging, and discussion groups.  

 

• E-Mail o E-mail or electronic mail is the transmission of electronic messages over the internet.  

o The big difference with normal mail is speed.  o One second after you press a button to send an e-mail, it arrives at the e-mail address you used even if you send it to the other end of the world.  

o If your computer is connected to the internet, you can use e-mail for communicating with friends and business relations.  

o You can also ‗attach‘ documents to an e-mail; such as reports or digital photographs.  o There are special websites that give you e-mail service free of charge like yahoo, Hotmail and Google.  o If you want to use e-mail, you simply visit one of these websites and open an 

‗e-mail account‘.  

o You get a private e-mail address which you give to your friends, and then they can send you e-mail.  o To read your e-mail and to send e-mails yourself, you visit the website again and open your personal ‗mailbox‘  

 

A typical e-mail message has three basic elements: 

• Header this appears first and typically includes the following information o Addresses: Addresses of the persons sending, receiving, and, optionally, anyone else who is to receive copies. E-mail addresses have two basic parts i.e:dcoats@usc.edu (dcoats is a user domain, usc.edu is domain name, edu is the domain   code) 

 

o The first part is the user's name and the second part is the domain name, which includes the domain code. In our example e-mail, dcoats is user name. The server providing e-mail service for the user is usc.edu. The domain code indicates that the provider is an educational institution. 

o Subject: A one-line description, used to present the topic of the message. Subject lines typically are displayed when a person checks his or her mailbox.  o Attachments: Many e-mail programs allow you to attach files such as documents and worksheets. If a message has an attachment, the file name appears on the attachment line.  

o The letter or message comes next. It is typically short and to the point. Finally, the signature line provides additional information about the sender. Typically, this information includes the sender's name, address, and telephone number. 

• Message, is the text area   where you can type anything so as ready for send  

• Signature. This is where your Designation and contacts appears  

 

• Instant Message (IM) o Instant messaging (IM) is an extension of e-mail that allows two or more people to contact each other via direct, live communication.  

o To use instant messaging, you specify a list of friends (also known as buddies or contacts) and register with an instant messaging server.  o Whenever you connect to the Internet, special software informs your messaging server that you are online.  

o In response, the server will notify you if any of your contacts are online.  o At the same time, it notifies your contacts that you are online.  o You can then send messages directly back and forth to one another.  

o Many new instant messaging programs also include videoconferencing features, file sharing, and remote assistance.  

o To see how Instant Messaging works, visit us at www.olearyseries.com/CE06 and select Animations. 

 

o The most widely used instant messaging services are AOLs Instant Messenger, Microsoft's MSN Messenger, and Yahoo Messenger.  o One limitation, however, is that many instant messaging services do not support communication with other services.  o For example, at the time of this writing, a user registered with AOL cannot use AOLs Instant Messenger software to communicate with a user registered with Yahoo Messenger. o  Recently, however, some software companies have started providing universal instant messenger programs that overcome this limitation.  

o For example, Gain, Odigo, and Trillian provide instant messaging services that do support communication with other services.  

 

• Discussion Groups o You can also use e-mail to communicate in discussion groups with people you do not know but with whom you wish to share ideas and interests.  

o You can participate in forums and debates that range from general topics like current events and movies to specialized forums like computer troubleshooting and Hollywood animations. Discussion groups include mailing lists, newsgroups, and chat groups.  

 Mailing lists  

• This allows members to communicate by sending messages to a list address. 

• Each message is then copied and sent via e-mail to every member of the mailing list.  

• To participate in a mailing list, you must first subscribe by sending an e-mail request to the mailing list subscription address.  

Figure 7: Below is the Popular Mailing List: 

 

DESCRIPTION SUBSCRIPTIONADDRESS 

Music and bands dbird@netinfo.com.au 

Movies moviereview@cuenet.com 

Jokes Jokeaday.com 

Travel tourbus@listserv.aol.com 

Source: T. J, O’Leary, L. I, 2006 

 

• Once you are a member of a list, you can expect to receive email from others on the list.  

• You may find the number of messages to be overwhelming.  

• If you want to cancel a mailing list, send an e-mail request to "unsubscribe" to the subscription address. 

 Newsgroups  

• Unlike mailing lists, use a special network of computers called the UseNet.  

• Each of these computers maintains the news group listing.  

• There are over 10,000 different newsgroups organized into major topic areas that are further subdivided into subtopics. 

• Contributions to a particular newsgroup are sent to one of the computers on the UseNet.  

• This computer saves the messages on its system and periodically shares all its recent messages with the other computers on the UseNet.  

• Unlike mailing lists, a copy of each message is not sent to each member of a list.  

• Rather, interested individuals check contributions to a particular newsgroup, reading only those of interest.  

• There are thousands of news- groups covering a wide variety of topic areas.  

 

Figure 8: Popular Newsgroups 

 

Description Newsgroups 

aerobics fitness Misc.ftness.aerobic 

Cinema Rec.arts.movies 

Mountain biking Rec.bicycles.off-road 

Music  Rec.misic.hip-hop 

Clip art Alt.binaries.cli-art 

Source: T. J, O’Leary, L. I, 2006 

   

 

 

 

 

 Chat groups 

• Like IM, allow direct live communication.  

• Unlike IM, chat groups typically connect individuals who have never met face-to-face.  

• To participate, you join a chat group, select a channel or topic, and communicate live with others by typing words on your computer.  

• Other members of your channel immediately see those words on their computers and can respond in the same manner.  

• One popular chat service is called Internet Relay Chat (IRC).  

• This software is available free from several locations on the Internet. 

• Using the chat-client software, you log on to the server, select a channel or topic in which you are interested, and begin chatting.  

• To participate, you need access to a server or computer that supports IRC. This is done using special chat-client software.  

• Before you submit a contribution to a discussion group, it is recommended that you observe or read the communications from others.  

• This is called LURKING. By lurking, you can learn about the culture of a discussion group.  

• For example, you can observe the level and style of the discussions.  

• You may decide that a particular discussion group is not what you were looking for-in which case, unsubscribe.  

• If the discussions are appropriate and you wish to participate, try to fit into the prevailing culture. 

 

Step 7: Key Point (10 minutes) 

• The internet is the actual physical network. It is made up of wires, cables, and satellites. Being connected to this network is often described as being online. The internet connects millions of computers and resources throughout the world.  

• The web is a multimedia interface to resources available on the internet. Every day over a billion users from every country in the world use the internet. 

• E-mail  

E-mail (electronic mail) is the transmission of electronic messages. Basic elements: header (including addresses, subject, and attachments), message, and signature line. Spam is unwanted and unsolicited e-mail that may include a computer virus. Antispam programs (junk mail filters, spam blockers) identify and eliminate spam. 

• Instant Messaging  

Instant messaging (1M) extends e-mail to support live communication with friends 

(buddies or contacts). Universal instant messengers support communication with 

other services.  

 

Step 8: Evaluation (5 minutes) 

• What are types of internet communication?  

• What is the difference between the internet and the Web?  

• What are the most common uses of the Internet and the Web? 

 

Step 9: Assignment (10 minutes) 

 

Activity: Take home Assignment  (10 minutes) 

 

DIVIDE students in groups or individual. 

 

ASK the students to work on the following assignment 

 

• Create e-mail account 

 

ALLOCATE time for students to do the assignment and submit 

 

REFER students to recommended references  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference 

Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press 

 

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed). Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html 

 

Herniter, M.E. (2000). Personal computer fundamentals for students, hardware windows 2000 Application (2nd ed). Prentice Hall. 

 

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for healthcare professionals (4th ed). Barb Mews: London.  

   

Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall. 

 

O‘leary, T. & O‘leary, L. (2006). Computing essentials, introductory Edition. Arizona State                 University: Boston Burr Ridge. 

 

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit 

Press The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/