Computer Skills Book 2017 With Highlight

COMPUTER SKILLS
CT-140
Fourth Version
First Edition
1438 - 2017
Welcome Message
Dear Preparatory Year Students
Peace Be Upon You
We are pleased to present the revised edition of the Computer Skills CT-140 book. We have
tried to implement the recent best practices in curriculum designing while developing this
book, and that comes in harmony with the PY principles at KSU to pursue development
and quality, permanently and continuously.
You as a Preparatory Year student, the main target audience of this book, are responsible
for constructing your future, community and the country. This book will fulfill your
requirements and also exceed your expectations.
In order to gain the most of benefits of studying this course, you have to remember that
your success depends on your strong will, persistence and accomplishment of all the
activities of the curriculum. It also depends on your motivation through participation in
your classroom, positive interaction with the Trainers, participating in individual activities
and group work. Your success also depends on your punctuality and following up with
all schedules and activities on the Deanship website. Thus you are expected to actively
participate in LMS and ERA course content as well as completing the SL-Project and other
semester tasks on time.
Dear Students,
While you are studying Computer Skills, please keep in mind that if you apply these skills
in the appropriate way in your university studies and professional life, you will play an
important role in developing your career and the nation.
Course Design Team
Preparatory Year Deanship
King Saud University
Table of Contents
Introduction Session..........................................................................................................................................................................................13
Introduction of Computer Skills Course (CT-140)........................................................................................................................13
The Course..............................................................................................................................................................................................14
Learning Resources for IT skills Course.........................................................................................................................................15
Assessment...........................................................................................................................................................................................19
Grades.....................................................................................................................................................................................................23
Module One................................................................................................................................................................................................25
ALL ABOUT COMPUTERS AND INTERNET.........................................................................................................................................................25
Session 1...............................................................................................................................................................................................................27
Introduction and General Concepts about Computers, &
Computer Hardware & Introduction to Networks.......................................................................................................................................27
Introduction & General Concepts about Computers...................................................................................................................27
What is a Computer ?..........................................................................................................................................................................29
Uses of Computers...............................................................................................................................................................................29
Benefits of a Computer......................................................................................................................................................................29
Types of Computer Systems ............................................................................................................................................................30
Use of Computers in Various Fields ...............................................................................................................................................33
Computer Hardware.............................................................................................................................................................................36
The Definition of Hardware................................................................................................................................................................36
Input /Output Devices.........................................................................................................................................................................36
Central Processing Unit (CPU)..........................................................................................................................................................38
Storage Devices (Memory)...............................................................................................................................................................39
Units of measurement used in the Computer Memory.............................................................................................................42
Introduction to Networks...................................................................................................................................................................43
Classifications of Networks...............................................................................................................................................................44
Session Summary................................................................................................................................................................................46
ACTIVITIES ..............................................................................................................................................................................................47
Session 2...............................................................................................................................................................................................................49
Introduction to Information Security and Getting Started with the Internet .....................................................................................49
Introduction to Information Security..............................................................................................................................................50
The Password........................................................................................................................................................................................50
The Malicious Software.......................................................................................................................................................................51
The Backup and Copyrights...............................................................................................................................................................53
The Backup............................................................................................................................................................................................53
The Copyright........................................................................................................................................................................................53
Getting Started......................................................................................................................................................................................54
Overview of Internet............................................................................................................................................................................54
What is Internet? .................................................................................................................................................................................54
Uses of Internet....................................................................................................................................................................................55
Web Services.........................................................................................................................................................................................56
Browsers.................................................................................................................................................................................................56
Internet Explorer (IE10).....................................................................................................................................................................58
Features of Internet Explorer (IE10):..............................................................................................................................................60
Navigating the Web..............................................................................................................................................................................61
Using The Favorites Center................................................................................................................................................................61
Session Summary................................................................................................................................................................................62
ACTIVITIES...............................................................................................................................................................................................63
Table of Contents
Session 3...............................................................................................................................................................................................................67
Navigating the Internet and Finding The Information and Communication using E-mail...............................................................67
Navigating the Web..............................................................................................................................................................................68
Printing and Saving Web Pages........................................................................................................................................................68
Finding Information on The web.......................................................................................................................................................69
Using Search Services........................................................................................................................................................................69
Google.....................................................................................................................................................................................................72
Communication using E-mail............................................................................................................................................................74
Using Web E-Mail Services ................................................................................................................................................................74
ACTIVITIES...............................................................................................................................................................................................76
Module Two.................................................................................................................................................................................................79
WINDOWS 7...........................................................................................................................................................................................................80
Session 4...............................................................................................................................................................................................................81
Software and Operating System (windows 7)............................................................................................................................................81
Computer Software......................................................................................................................................................................................82
System Software (Operating System)...........................................................................................................................................83
Application Software...........................................................................................................................................................................85
Programming Languages...................................................................................................................................................................85
Introduction to Windows 7.................................................................................................................................................................86
Exploring the Desktop.........................................................................................................................................................................87
Personalizing Windows 7...................................................................................................................................................................88
Changing the Desktop Background.................................................................................................................................................88
Applying a Screen Saver.....................................................................................................................................................................90
Changing the Display Settings.........................................................................................................................................................90
Windows 7 Themes.............................................................................................................................................................................91
Session Summary................................................................................................................................................................................92
ACTIVITIES.......................................................................................................................................................................................................93
SESSION 5.............................................................................................................................................................................................................95
Working with Windows and Personalizing Windows 7 .............................................................................................................................95
Working with Windows...............................................................................................................................................................................96
Introduction...........................................................................................................................................................................................96
Working with Multiple Windows.......................................................................................................................................................99
Personalizing Windows 7...................................................................................................................................................................101
Working on the Desktop.....................................................................................................................................................................101
Creating and Deleting Shortcuts......................................................................................................................................................102
Using the Taskbar.................................................................................................................................................................................102
Start Button............................................................................................................................................................................................104
The Recycle Bin....................................................................................................................................................................................106
ACTIVITIES.......................................................................................................................................................................................................107
SESSION 6.............................................................................................................................................................................................................109
Windows Explorer and Customizing Windows 7.........................................................................................................................................109
Windows Explorer ......................................................................................................................................................................................110
Introduction...................................................................................................................................................................................................110
Files, Folders and Libraries................................................................................................................................................................110
Explorer Views.......................................................................................................................................................................................111
Working with Files and Folders.........................................................................................................................................................113
Customizing Windows 7.....................................................................................................................................................................115
Table of Contents
Control Panel..........................................................................................................................................................................................115
Date & Time Settings ..........................................................................................................................................................................115
Gadgets...................................................................................................................................................................................................116
Changing Mouse Settings .................................................................................................................................................................117
Region and Language.........................................................................................................................................................................117
System....................................................................................................................................................................................................119
ACTIVITIES ......................................................................................................................................................................................................120
Module Three............................................................................................................................................................................................123
WORD PROCESSING.............................................................................................................................................................................................123
SESSION 7.............................................................................................................................................................................................................125
Getting started..............................................................................................................................................................................................126
Overview of Word Processing............................................................................................................................................................126
Starting Word 2010.............................................................................................................................................................................126
User Interface........................................................................................................................................................................................127
Creating a New Document in MS Word 2010................................................................................................................................133
Navigating through a document.......................................................................................................................................................136
The File Tab.............................................................................................................................................................................................138
ACTIVITIES.......................................................................................................................................................................................................143
SESSION 8.............................................................................................................................................................................................................145
The Home Tab 1/2...............................................................................................................................................................................................145
The Home Tab................................................................................................................................................................................................146
Introduction...........................................................................................................................................................................................146
The Clipboard Group............................................................................................................................................................................147
The Font Group......................................................................................................................................................................................149
The Paragraph Group...........................................................................................................................................................................153
ACTIVITIES.......................................................................................................................................................................................................156
SESSION 9.............................................................................................................................................................................................................157
The Home Tab 2/2. Insert Tab 1/3...................................................................................................................................................................157
The Home Tab........................................................................................................................................................................................158
The Styles Group..................................................................................................................................................................................158
The Editing Group.................................................................................................................................................................................158
The Insert Tab........................................................................................................................................................................................160
Introduction..........................................................................................................................................................................................160
The Pages Group...................................................................................................................................................................................160
The Tables Group..................................................................................................................................................................................161
Deleting a Table.....................................................................................................................................................................................165
ACTIVITIES.......................................................................................................................................................................................................166
SESSION 10...........................................................................................................................................................................................................167
The Insert Tab 2/3...............................................................................................................................................................................................167
The Insert Tab................................................................................................................................................................................................168
The Illustrations Group........................................................................................................................................................................168
The Links Group....................................................................................................................................................................................173
The Header & Footer Group...............................................................................................................................................................174
ACTIVITIES.......................................................................................................................................................................................................175
Review and Exam Practice (Mid-Term) .........................................................................................................................................................177
SESSION 11...........................................................................................................................................................................................................179
The Insert Tab 3/3 and The Page Layout Tab...............................................................................................................................................180
Table of Contents
The Insert Tab................................................................................................................................................................................................180
The Text and Symbols Groups...........................................................................................................................................................180
The Page Layout Tab............................................................................................................................................................................182
Introduction ..........................................................................................................................................................................................182
The Page Setup Group.........................................................................................................................................................................182
The Page Background Group............................................................................................................................................................185
ACTIVITIES.......................................................................................................................................................................................................188
SESSION 12...........................................................................................................................................................................................................189
The References Tab and The Review Tab......................................................................................................................................................189
The References Tab.....................................................................................................................................................................................190
Introduction...........................................................................................................................................................................................190
Table of Contents Group......................................................................................................................................................................190
The Footnotes Group...........................................................................................................................................................................192
The Review Tab......................................................................................................................................................................................193
Introduction...........................................................................................................................................................................................193
The Proofing Group...............................................................................................................................................................................193
The Comments Group..........................................................................................................................................................................194
ACTIVITIES.......................................................................................................................................................................................................196
SESSION 13...........................................................................................................................................................................................................197
The View Tab and Other Features of MS-Word 2010..................................................................................................................................197
The View Tab..................................................................................................................................................................................................198
Introduction...........................................................................................................................................................................................198
The Document Views Group..............................................................................................................................................................198
The Show Group....................................................................................................................................................................................200
Other Features of MS-Word 2010.....................................................................................................................................................201
Using PDF Format.................................................................................................................................................................................201
Creating a Template.............................................................................................................................................................................202
ACTIVITIES.......................................................................................................................................................................................................203
Module Four...............................................................................................................................................................................................205
SPREADSHEET......................................................................................................................................................................................................205
Session 14............................................................................................................................................................................................................207
Getting Started and The Home Tab 1/5.........................................................................................................................................................207
Getting Started ............................................................................................................................................................................................208
Introduction...........................................................................................................................................................................................208
MS - Excel 2010....................................................................................................................................................................................208
The User Interface................................................................................................................................................................................209
Getting Started......................................................................................................................................................................................213
Navigating and Editing Worksheet...................................................................................................................................................213
Working with Work Sheets.................................................................................................................................................................215
The Home Tab........................................................................................................................................................................................218
The Font Group......................................................................................................................................................................................218
The Alignment Group...........................................................................................................................................................................219
ACTIVITIES.......................................................................................................................................................................................................222
Session 15............................................................................................................................................................................................................224
The Home Tab 2/5...............................................................................................................................................................................................224
The Home Tab ...............................................................................................................................................................................................225
Table of Contents
The Cells Group.....................................................................................................................................................................................225
Using Formulas.....................................................................................................................................................................................228
ACTIVITIES.......................................................................................................................................................................................................234
Session16.............................................................................................................................................................................................................235
The Home Tab 3/5...............................................................................................................................................................................................235
The Home Tab ...............................................................................................................................................................................................236
Absolute and Multiple Sheet References......................................................................................................................................236
Using Functions....................................................................................................................................................................................239
ACTIVITIES.......................................................................................................................................................................................................247
Session 17............................................................................................................................................................................................................248
The Home Tab 4/5...............................................................................................................................................................................................248
Using Functions....................................................................................................................................................................................248
ACTIVITIES..............................................................................................................................................................................................................252
Session 18............................................................................................................................................................................................................253
The Home Tab 5/5...............................................................................................................................................................................................253
The Home Tab................................................................................................................................................................................................254
Styles Group..........................................................................................................................................................................................254
Editing and Number Group................................................................................................................................................................258
ACTIVITIES.......................................................................................................................................................................................................262
Session 19............................................................................................................................................................................................................263
The Insert Tab, Additional Tabs and Features..............................................................................................................................................263
The Insert Tab ...............................................................................................................................................................................................264
The Charts Group..................................................................................................................................................................................264
The Other Excel Tabs............................................................................................................................................................................272
The Page Layout Tab............................................................................................................................................................................272
The Other Excel Tabs............................................................................................................................................................................276
The View Tab...........................................................................................................................................................................................276
Additional Features..............................................................................................................................................................................279
Security...................................................................................................................................................................................................279
ACTIVITIES.......................................................................................................................................................................................................280
Module Five................................................................................................................................................................................................281
PRESENTATION GRAPHICS..................................................................................................................................................................................281
Session 20............................................................................................................................................................................................................283
Getting Started....................................................................................................................................................................................................283
Introduction...................................................................................................................................................................................................284
The User Interface................................................................................................................................................................................285
Working with a Presentation.............................................................................................................................................................287
The File Tab.............................................................................................................................................................................................288
ACTIVITIES.......................................................................................................................................................................................................290
Session21.............................................................................................................................................................................................................291
The Home Tab.......................................................................................................................................................................................................291
Introduction...................................................................................................................................................................................................292
The Slides group...................................................................................................................................................................................292
The Font group......................................................................................................................................................................................294
The Paragraph group...........................................................................................................................................................................295
The Drawing group...............................................................................................................................................................................297
The Editing group..................................................................................................................................................................................299
10
Table of Contents
ACTIVITIES.......................................................................................................................................................................................................300
Session 22............................................................................................................................................................................................................301
The Insert Tab And The Design Tab.................................................................................................................................................................301
The Insert Tab.......................................................................................................................................................................................................302
Introduction...................................................................................................................................................................................................302
The Links Group....................................................................................................................................................................................302
The Text Group.......................................................................................................................................................................................303
The Media Group...................................................................................................................................................................................304
The Design Tab......................................................................................................................................................................................306
Introduction...........................................................................................................................................................................................306
Design Tab Commands.......................................................................................................................................................................306
ACTIVITIES.......................................................................................................................................................................................................309
Session 23............................................................................................................................................................................................................310
The Transitions Tab, The Animations Tab, The Slide Show Tab and Other Features ..........................................................................310
The Transitions Tab.............................................................................................................................................................................................311
Introduction...................................................................................................................................................................................................311
Transitions Tab Commands................................................................................................................................................................311
The Animations Tab..............................................................................................................................................................................313
Introduction...........................................................................................................................................................................................313
The Animations Tab Commands.......................................................................................................................................................313
The Slide Show Tab...............................................................................................................................................................................315
Introduction...........................................................................................................................................................................................315
Slide Show Tab Commands................................................................................................................................................................315
Other Features.......................................................................................................................................................................................317
Views and Masters...............................................................................................................................................................................317
ACTIVITIES.......................................................................................................................................................................................................319
Review and Practice (Final Exam) .................................................................................................................................................................321
Final Exam ............................................................................................................................................................................................................322
11
12
Introduction
Session
Introduction of Computer Skills Course (CT-140)
OBJECTIVES
General Objective
Objectives of the Introduction Session
The main objective of this introduction session is to get introduced with the
Computer Skills Course (CT - 140).
13
Introduction of IT Skills Course (CT-140)

Introduction
Self-development skills department is pleased to issue this brief to students about computer skills
curriculum (CT 140). The introduction session includes details about the course, assessment and
self-learning projects, hence it is advised that students refer to this introduction session in case
they have any queries about this course.
1. The Course
The table below shows the numbers of study hours and of credit hours of the course.
Course Name
CT 140
Credit Hours
3 Hours
Total
Classroom
Hours
60 hours
Total Number of
Weeks
15 weeks
Hours/Week
4 Hours in 2 Sessions; 2
Hours/Session
Students attendance is regularly conducted during the CT 140 sessions. As per the pledge
signed by students in the very beginning of academic year that the attendance is mandatory for
all students, we expect them to adhere to this regulation and not to be late for the session and
also to avoid exceeding the number of absence hours which will debar students to appear for the
final examination.
The percentage that results in preventing from appearing in final exam = 25% from the
curriculum hours and it is equal to 15 hours.
14
2. Learning Resources for IT skills Course

2.1 The Book
The primary resource is CT 140 book which covers the basic concepts and gives a very lucid and
highly illustrated introduction to information technology. It also covers practical topics
like Word Processing, Spreadsheets & Presentation graphics. Practical skills are demonstrated
step by step in the form of pictures and screenshots with guidelines.
Computer Skills
Fourth Version - First Edition 2017 -1438H
Computer Skills
Versions
King Saud University
Fourth Version - First Edition 2017 - 1438H
w w w. p y. k s u . e d u . s a
15

2.2 Electronic Learning System-ERA
In order to provide students with more interactive e-learning content, this IT skills course is
designed electronically through ERA which contains rich multimedia content. With this, students
can study anywhere and anytime. Students can also practice examination through this system.
All students are provided with User ID and password during the start of academic semester. You
can login into the system through the PY website then choosing departments,self development
skills department,under courses you will find computer skills(CT-140),then clicking on the
following picture or logging on the link below.
http://era.py.ksu.edu.sa/pyboys/index.aspx
http://era.py.ksu.edu.sa/pygirls/index.aspx
Home page for students account on ERA
16
2.3 The LMS and The Interactive Learning Electronic Package:

It is one of the interactive learning resources
for the Computer Skills Course (CT-140) which
provides computer skills learning in a fun
style. It provides the theoretical content of
the course organized into units. As well as it
presents the practical content in the form of
recorded videos to enhance the students
understanding for the required skills. It also
provides questions, activities, and exercises.
The student can visit the Interactive Learning
Electronic Package and benefit from it at any
time. It also provides discussion boards and
forums in which the student can participate
and ask questions or share their opinions. The
Interactive Learning Electronic Package can
be access through the following link:
http://lms.ksu.edu.sa/
or the link: http://lms.ksu.edu.sa/webapps/login
The Homepage for the LMS
The following screenshot shows the homepage for the Interactive Learning Electronic Package
displaying the courses in which the student is registered.
The Homepage for the LMS showing the Courses Registered
17

As seen on the following screenshot, the Interactive Learning Electronic Package for the Computer
Skills Course (CT-140) allows the student to see basic information about the course, course
description, course objectives, study plan, theoretical and practical content of the course, study
sessions as well as downloading them into the students computer. It also provides discussion
boards and forums, as well as downloading/uploading assignments, solving practice exams, and
checking results and grades.
The Homepage for the Interactive Learning Electronic Package in the LMS
18
3. Assessment
3.1 Online Examinations
1. The Mid Semester Exam (30 marks) will be based on first two modules
2. The Final Exam will cover (50 marks) last three modules as shown in table below:
Exam Pattern
Mid-Semester Exam
(Online Exam)
Final Exam
(Online Exam)
Classroom Activity
Details
Marks
All about Computers and Internet

30
Operating System (Windows 7)
Word Processing (MS Word 2010)
Spreadsheets (MS Excel 2010)
50
Presentation Graphics (MS PowerPoint 2010)

Take a Challenge (See section 3.2) (TAC in ERA)
10
SL Project Report (See section 3.3)
SL Project Content (See section 3.3)
Self-Learning Project
Total
100
Pass Percentage is 60% Overall
19

3.2 Take A Challenge
Students have to login to ERA system with their assigned username and password to complete
the challenges, these challenges are based on the content of the course and are very simple to
complete. If the student attempts 3 times incorrectly the system helps the student in the form
of hint during each challenge, however the student has to complete the challenge once again
without hint to score marks.
Important Note: Students have to complete all Take A Challenge without using hint from the
system to score marks.
Table below is the distribution of total number of challenges.

Topic
No. of Challenges
All About Computers & Internet
ZERO
Operating System (Windows 7)
Word Processing (MS Word 2010)
26
Spreadsheet (MS Excel 2010)
14
Presentation Graphics (MS PowerPoint 2010)
11
Total
20
60
3.3 Self-Learning Project
IT skills curriculum encourages students through self-learning to develop themselves and

acquire additional skills. The trainer plays the role of a guide, he also urges students to search for
the skill, information and teaches them basic concepts in an interesting way. At the end of this
activity every student has to submit a project based on the selected topic along with the project
report document in MS Word format.
Each student will be asked to select one of the following SL projects: Web Designing, Database
Management System or Image Editing. The student project will be evaluated based on two parts:
Projects Report
Projects Content
Each part will be evaluated as follows:
The Project Report (MS Word) will be evaluated on the basis of below given rubric;
Project Report In MS Word
Description
Marks
Cover Page (1 Page)
Auto-Table of Contents (1 Page)
Abstract / Introduction (1 Page)
Procedure and Project Description (At least 3 pages)
Result and References (1 Page)
The Project Content will be evaluated based on the rubric given below for each topic;
Web Designing (Using HTML or Publisher)
Website Development
Description
Marks
Web Pages (At least 5 Pages)
Appropriate Website Title
Relevant Web Page Background (Color/Image)
Images (At least 3 Images)
Forward and Backward buttons on each page
Home link on each page
Marquee effect (At least 1)
Tables (At least 1 table with Appropriate content)
21

DBMS (Using MS Access 2010)
Database Management System
Description
Marks
Tables (At least 1 table)
Use of Primary key
Queries (At least 1 Query)
Forms (At least 1 Form)
Report (At least 1 Report)
Image Editing
Image Editing
Description
Marks
Submission of Raw/Base image
Final copy of the file
Use of at least one blending option
Pictures Layers (At least 2 layers)
Adding a text layer (At least 1 layer)
Final processed image in JPEG/PNG Format
Black & white conversion of output image in PNG/

JPEG format
Important Note: please note that the total points in the rubric above is 20 and it will be divided by 2 as
the Self learning activity carries only 10 marks of the total marks
22
Time Plan for Project Preparation Phases

Phases of project preparation
Project Introduction
Project Submission
Week
Number of Hours
Week 8
Week 12
2 Hours
2 Hours
Regulations for accepting late projects

Late Submission
Submission on Week 13
Submission on Week 14
After Week 14
Consequences
Deduction of 20% of the project marks, students get graded

from 80%
Deduction of 40% of the project marks, students get graded
from 60%
Projects will not be accepted
4. Grades
Below table shows the grade with relevance to the range of marks scored at the end of the semester.
Total Marks (Out of 100)
Equivalent Grade
95 to 100
A+
90 to 94
85 to 89
B+
80 to 84
75 to 79
C+
70 to 74
65 to 69
D+
60 to 64
Less than 60
23
24
Course Sessions
Final Exam
Take A Challenge (TAC)
Review & Practice

Exam(Final Exam)
Presentation Graphics
(MS-PowerPoint 2010)
Self Learning Project

Submission
Spreadsheet
(MS-Excel 2010)
Self-Learning Introduction
Mid-Term Exam
Review & Exam Practice

(Mid-Term)
Word Processing
(MS-Word 2010)
ITIC Visit (Based on

schedule starting from
week 3)
Operating System
(Windows 7)
All About Computers

& Internet
Introduction Session
Task
Weeks
Second
Third
Fourth
Fifth
Sixth
Seventh
Eighth
Ninth
Tenth
Eleventh Twelfth Thirteenth Fourteenth Fifteenth
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
First
Introduction
of IT Skills
(CT-140)
ALL ABOUT
COMPUTERS
ANDCourse
INTERNET
Module One
Module One
ALL ABOUT COMPUTERS

AND INTERNET
Session 1: Introduction and General Concepts about Computers,

Computer Hardware and Introduction to Networks
Session 2 : Introduction to Computer Security and Getting Started

with the Internet
Session 3 : Navigating Internet and Finding The Information,

Communication using E-mail.
25
ALL ABOUT COMPUTERS AND INTERNET
26
Introduction and General Concepts about Computers,

Computer Hardware & Introduction to Networks.
Session
1
OBJECTIVES
General Objectives
In this session you will get introduced with the General Concepts about
Computers, the Computer Hardware & Introduction about Networks.
Specific Objectives
Learning Objectives
Dear Student,
At the end of this session, you should be able to understand:
1
Introduction and General Concepts about Computers.

a. Uses of Computers.
b. Benefits of Computers
c. Types of Computer Systems.
d. Use of Computers in Various Fields.
The Hardware.
a. Input Device.
b. Output Device.
c. Central Processing Unit (CPU).
d. Storage Devices.
e. Primary Storage Devices (Main Memory)
f. Secondary Storage Devices( Secondary Memory)
g. Cloud Storage
h. Units of Memory Measurement.
Introduction to Networks.
a. What a Network is.
b. Benefits of Networks.
c. Classification of Networks.
27
Session 1 : Introduction and General Concepts about Computers, Hardware & Introduction to Networks.
Module One
LEARNING
Introduction & General Concepts about Computers
Today, computers play an important role in our modern daily life in some way or the other. Airline and
railway reservations, telephone and electricity bills, banking and financial systems, mechanical and
medical industries, agriculture & weather forecasts, the list of services using computers is almost
endless.
Lets get introduced to the computers, its uses and its benefits.
28
What is a Computer ?
A computer is a device that accepts Input (data and instructions), Processes it, Produces Output as
required and Stores data/information. Thus, a computer consists of one or more Input devices, Output
devices, Storage devices and a Processing Unit.
Uses of Computers
Computers were earlier needed to do the very tedious computations of everyday life and business. The
Need of computers in todays world is quite obvious to all of us. Computers have become Essential in
our everyday life. We need Computers today for completing our work Faster, more Accurately and for
completing huge computational tasks.
We require computers to store huge amounts of data electronically in small and compact devices.
We also need Computers to exploit the variety of Communication methods: the Internet and the Web offers.
Benefits of a Computer
A Computer System has four basic benefits which are :

Speed
Accuracy
Diligence
Huge Storage Capacity
A computer works diligently at all times without getting bored or

tired unlike human beings.
However, computers cannot take over all human activities simply
because they are less flexible than humans. They do not have
the potential to work out alternate solutions. Although ,there are
benefits of a computer, these will be lost when the computer fails,
which is also called as system failure. This system failure is one of
the biggest problem, that is faced by users.
29
Module One

Types of Computer Systems
A system is a group of integrated parts that have a common purpose of achieving an objective. There
are several types of computer system which differ according to their sizes and uses. Some of them can
be handled like smart phones.
There are generally three types of computer systems :
Super Computers.
Mainframe Computers.
Microcomputers.
Super Computers
Asupercomputeris a computer with a high-level computational capacity used for scientific

and engineering applications that must handle very large databases or do a great amount of
computation (or both). They are used for activities such as weather forecasting, complex
scientific, bio-medical research and large-scale chemical analysis in laboratories.
Example: The Sunway TaihuLight is a Chinese supercomputer that, is ranked in the TOP500 list
as the fastest supercomputer in the world as of June 2016, with a LINPACK benchmark rating of
93 petaflops.
The Sunway TaihuLight uses a total of 40,960 Chinesedesigned SW26010 manycore 64-bit RISC processors
based on the ShenWei architecture. Each processor
chip contains 256 general-purpose processing
cores, and an additional 4 auxiliary cores for system
management, for a total of 10,649,600 CPU
cores across the entire system.
Supercomputer Shaheen - The Pride Of Saudi Arabia

Shaheen is the largest and most powerful supercomputer in the Middle East, achieving a theoretical peak of
222 TFLOP/s. It consists primarily of a 16-rack IBM Blue Gene/P supercomputer. Its owned and operated
by King Abdullah University of Science and Technology (KAUST). Built in partnership with IBM, Shaheen
is intended to enable KAUST Faculty and Partners to research both large and small-scale projects,
from inception to realization.
30
Mainframe Computers
A mainframe is another form of a computer systems that is generally less powerful than
a super computer. They are used in large organizations for large-scale jobs. For example,
insurance companies use mainframes to process information about millions of policyholders.
Mainframe
computer is
capable of
supporting
hundreds, or
even thousands,
of users
simultaneously.
Microcomputers
The Microcomputer is the most popular type of computer systems. It is small in size easy to
carry,affordable in price but capable of handling large tasks.
There are three types of microcomputers:
Personal Computer or Desktop Computer.
Laptops or Notebooks.
Tablet and Smartphone.
Personal Computers or Desktop Computer

It is a digital computer designed for use by only one
person at a time, and it is considered a personal
computer for general purposes which range from
office tasks to surfing the internet and playing the
games and it is small,relatively inexpensive. A typical
Personal Computer system consists of a Central
Processing Unit (CPU), storage devices,various input/
output devices,accessories can also be attached to it.
In 1981, IBM came up with first type of Home computers known as IBM 5150.
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Module One

Laptop Computers
It is small enough to be carried and used anywhere. It has same components as a desktop
computer. Laptops come in different forms: Laptops,Notebooks,or (Hybrid Tablet/Detachable
Keyboard Tablet).
Tablet Computers and Smart Phones

It is a hand-held organizer that can function as a cellular phone, Web browser and personal
organizer. It can be used to handle documents and spreadsheets, checking emails,downloading
several smart applications as well as it can be connected with the users personal computer and
getting smart applications downloaded on them.
Nowadays, a smart phone has many features to match the ability of a computer.
32
Use of Computers in Various Fields

Computers are used in so many fields in our daily life. Lets go through the uses of computers in the
following fields :
Use of Computers in Education
Computers have become a lifeline in the field of Education, for students, Instructors or the
educational administrators. Computers are very commonly used in the Teaching-Learning
Process.
Some of the examples of using computer in the field of education :
1. Instructing the students using presentation graphic tools (PowerPoint) and the other
electronic teaching aids to achieve the best understanding of concepts. e.g. ERA-TAC,
ePortfolio, blackboard LMS.
2. Using the Learning Management System (LMS) for a variety of Teaching-Learning Process
e.g., planning and keeping track of learner progress, publishing and collecting student
assignments, communicating with students, etc.
3. The students can learn new skills at their own pace. They can easily acquire knowledge in
any available time of their own choice.
4. Training materials are interactive and easy to learn. It encourages students to learn the
topic.
5. The skills can be taught at any time and at any place.
6. Training videos and audios are available at affordable prices.
Similarly, computers can be used for:

Testing & Evaluation Process
Libraries
School Administration
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Module One

Use Of Computers in Government Services
Government offices use computers for managing their different tasks like meetings, reporting,
online communications and various transactions. Some common examples are :
1. Abshir System For Handling electronic ID records and facilitating passport processes.
2. The National Birth and ID Registration System
3. Commercial License management system
4. Electronic Bills Payment.
5. Online Government services.(E.g. Passport Services, MOI Services etc.,)
Use of Computers in Aviation Services and Air Navigation

The general uses of computers in Air Navigation :
Flight controls system.

Aircraft design
Air Traffic Management
Pilot Training System (via computer based
simulation systems)
Whereas, the general use of computers in Aviation
Services is the Computer-based Reservation System.

DO YOU KNOW?
In 1980s, Boeing decided to build a new large
passenger jet entirely designed by computers,
without using traditional paper designs. The result
was the Boeing 777, which first flew in 1994 which
many people referred to as the first 21st Century
Jet.
34
Use of Computers in Banking Services
Computers are used in banks by employees and

customers to eliminate the need for paper files
and physically going to the bank itself. Banks use
computers to track customer information such as
name, address, phone number, national ID number
and place of employment. Computers also help
tellers keep a record of all transactions for the day.
Some instances of the utility of computers in banking
services are:
ATM Machines.
On-line banking.
Use of Computers in Medical Services
Computers become a reliable product in every hospital due to its effective and efficient
performance. From open heart surgery to X-Rays
everything is made possible so easily by using
computers. Apart from administration purposes
computers are used in performing surgeries.
Computers make their role perfect in all types of
clinical image processing like CT scan X-rays and
more.
Some examples of computer use in medical services
are:

Hospital Management
Maintaining Record System
Following up patients status
Billing and Financial System
Surgery
Analysis
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Module One
Computer Hardware
The Definition of Hardware

What is Hardware
Computer hardware refers to the physical

components or parts of a computer. These may
be divided into three basic categories: Input/
Output, Central Processing Unit and Storage
devices.
Input /Output Devices

Input Devices
The Input Devices are devices which receive data and instructions
such as words ,voices, images and procedures which people can
understand and translates them into a digital form that a computer
can process and store.
Examples of Input Devices

Keyboard
This resembles a common typewriter. It has different
keys that perform various operations. The user can type
in data and instructions using the keyboard.
36
Mouse
A computer mouse is a pointing device which controls the
movement of the cursor or pointer on a display screen. It
usually has three buttons with which the user can select
options on the screen.
Scanner
This device is used to scan information such as photographs and
documents and translate it into a digital image.
Audio-Input devices
These devices convert sounds into a form that can be processed
by the system unit. The most widely used audio-input device is the
microphone.
Output Devices
What are Output devices?
Output devices are any hardware used to provide or to create output. They translate information
that has been processed by the system unit into a form that humans can understand.
Examples of Output devices
Monitor
An electronic device that being used to display the
information to the user and it is similar to the TV
screen.
Printer
A printer is a device that accepts text and graphic
output from a computer and transfers the information
to paper.
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Module One

Audio-Output Devices
The term audio output device refers to any
device that attaches to a computer for the
purpose of playing sound, such as audio or
speech.
Example :Speakers and Headphones.
Central Processing Unit (CPU)

A Central Processing Unit (CPU) is the electronic device within a
computer that carries out the instructions of a computer program
by performing the basic arithmetic, logical, control and input/output
(I/O) operations specified by the instructions. CPU is referred to as
a processor, central processor, or microprocessor. The CPU is also
called as the brain of the computer. It has two components :
1. Control Unit (CU)
The Control Unit tells the rest of the computer system how to carry out specified instructions.
It directs the movement of signals between the memory and the Arithmetic-Logic Unit and
between the CPU and input/output devices.
2. Arithmetic-Logic Unit (ALU)
The Arithmetic-Logic Unit performs arithmetic and logical operations. Arithmetic operations
are the basic math operations: addition, subtraction, multiplication and division.
Logical operations consist of comparisons such as greater than (>), less than (<) and equal
to (=). ,(greater than or equal to >=),(less than or equal to <=)
Memory
CU
INPUT
ALU
PROCESSOR
38
OUTPUT
Storage Devices (Memory)

Memory is used for storing data.
Two types of storage devices:
Primary Storage Devices (Main Memory)
Secondary Storage Devices (Secondary Memory)
Primary Storage Devices (Main Memory):
Main memory is contained on chips connected to the mother board. There are two well-known
types of main memory chips:
Random-Access Memory (RAM)
Read-Only Memory (ROM)
Random Access Memory (RAM)

This is the temporary memory that a computer
uses for storing programs and data while working
on them. RAM is called temporary or volatile
storage because everything in RAM is lost when
the computer is switched off. When we save our
letter, or file it is moved from the RAM and stored
onto hard disk of the computer. Thus, the RAM
functions as a scratch pad to save the information
temporary. This happens even if there is a power
failure or disruption of electric current to the
computer for any other reason.
Read Only Memory (ROM)

ROM is permanent memory that contains
important information for booting (the process of
starting the computer system) computer system
before the operating system is being loaded from
the hard disk. The data in ROM is not lost when
the computer power is turned off. The information
saved in ROM cant be deleted or modified. In
addition to that it contains the connected I/P , O/P
devices validation instructions.
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Module One

Comparison between RAM and ROM
Read-Only Memory (ROM)
It is available for the operating system, programs

It comes with your computer and is pre-written to
and processes to use when the computer is
hold the instructions for booting-up the computer.
running.
It requires a flow of electricity to retain data.
It retains data without the flow of electricity.
It is a type of volatile memory.
It is a type of non- volatile memory.
Secondary Storage Devices (Secondary Memory)
These are the devices that keep the information for long period of time even after the computer
has been switched off. It can also be used to transfer files of large sizes or to create backups of
those data.
Examples of Secondary Storage Devices:
1. Hard Disk Drive:
The hard disk drive, abbreviated as HDD, is the main storage
media device that permanently stores operating system all
data and programs on the computer.
There are two types
a)Internal (Installed within PC)
b)External (Portable)
Hard disk drives are having storage capacity 320 GB,500 GB,
1TB or 2TB.
2. Compact Discs (Optical Disc)
a. Compact Disc- Read Only (CD-R) is recordable only once and
can be read several times but cant be erased. It is used to save
data files and programs. Their storage capacity ranges between
650MB to 750MB.
b. Compact Disc-Read Only Memory (CD-ROM) is similar to CDR, with the slight difference that the data saved within it is
imprinted by the manufacturer.
c. Compact Disc Re-Writable (CD-RW) can be erased and
rewritten many times.
40
d. Digital Video Disc (DVD) is very similar to CD-ROM, except of

high storage capacity. Capacity ranges between 4.7GB to
17GB and it is used to save files, programs and large amount
of data.
DVDs are also of different types such as:
i. DVD-R can be written once
ii. DVD-RW can be erased and rewritten many times.
3. Flash Memories
These are typically removable and rewritable storage devices, which allows users to copy,
transfer and erase data several times . One of its advantage is high speed and capability of
handling shocks better than hard drives. Capacity ranges between 2GB to 128 GB.
Cloud Storage:
It is a type of storage over the internet where data is being saved onto several servers, distributed
over the internet instead of being saved on a local server. Cloud storage operations are always
run by the large companies providing that services, where small companies & enterprises pay
defined subscription for those services, while individuals enjoy limited free storage those can
be upgraded upon paid subscriptions.
Benefits of Cloud Storagei. Saving local storage and system maintenance.
ii. Reducing the costs of backups and data maintenance.
iii. Providing high flexibility in the offered storage area, where it can be increased and
decreased accordingly.
iv. The ease of sharing files through different communication medias.
v. The ease of managing files & data through hand held mobile applications.
Examples of Cloud Storage Services/ Providers
a. Drop Box offers upto 2GB free from DropBox
b. Google Drive- offers upto 15GB free from Google
c. OneDrive- offers upto 15GB free from MicroSoft
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Module One

Units of measurement used in the Computer Memory
Computer memory is measured in bit and byte. Memory capacity is the number of bytes (characters) a
storage medium can hold. You can find storage devices of different capacity for the computers.
What is Bit, Byte, K.Byte, M.Byte, G.Byte, T.Byte?
All computers work on a binary numbering system, i.e. they process data in ones or zeros.
Bit 1 and 0 level of storage is called a bit (short for binary digit).
Byte - 8 bits make 1 byte. A byte is the smallest unit which can represent a data item or a character.
Likewise, kilobyte (KB), megabyte (MB), gigabyte (GB) and terabyte (TB) all are units to represent
higher volumes of data.
Comparison between the Units of measurement
42
Unit
Description
Bit
0 or 1
Byte (B)
1 B = 8 bits
KiloByte (KB)
1 KB = 1024 B
MegaByte (MB)
1 MB = 1024 KB
GigaByte (GB)
1 GB = 1024 MB
TeraByte (TB)
1 TB = 1024 GB
PetaByte (GB)
1 PB = 1024 TB
Introduction to Networks
What is a Network ?
A Computer Network is a communication system that connects two or more computers so that they
can exchange information and share resources. Computers in a network can be set up in different ways
to suit the needs of users.
Benefits of Networks
Two main benefits of computer networks are Sharing of Resources and Exchanging Information.
1. Exchanging Information It is the process of sending & receiving information in a computer
network, instead of copying files on portable devices.
2. Sharing Resources- It means sharing of software or hardware devices such as applications,
printers or faxes.
Example- If there is a printer connected to a computer in a network then the other computers can
use directly instead of getting printer for each computer.
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Module One

Classifications of Networks
Computer Networks are classified into different types based on the following :
According to Networks Transport Media (wired and wireless).
According to Networks Geographical Area (LAN, MAN, WAN).
According to the networks management system (Peer to Peer, Client-Server).
Classication of Networks
Network
Management
Client-Server
Network
Peer to Peer
Network
Geographical
Area
WAN
MAN
Transport
Media
LAN
Wireless
Networks
Wired
Networks
Types of Networks According to Networks Transport Media

1. Wired Networks The computer networks which are connected by
using the wires or cables. For example Fibre Optic Cable Network.
2. Wireless Networks- The computer networks do not use wires or

cables to transfer information, data and signals. Rather, they use
the transport medium as Air. For example Wifi Networks.
Types of Networks According to the Geographical Area
Networks may also be citywide and even international. The network types based on the
geographical area they serve starting from a small building and covering a whole city or even the
world and they are :
Local Area Network (LAN)

A local area network (LAN) is a computer network
that interconnects computers within a limited area
such as a residence, school, laboratory, university
campus or office building. LAN can span over a
limited range upto 1 mile.
44
Metropolitan Area Network (MAN)

They are considered more larger than LAN as they connects several
sites in the same city and are usually used to connect several branches
of companies or organizations and government agencies that cover up
the range upto 100 miles of area.
Wide Area Network (WAN)

Wide area network (WAN) is countrywide or worldwide network.
which covers typically spans distances greater than 100 miles. It use
microwave relays and satellites to reach users over long distances
for example, from Australia to Canada. The widest of all WANs is the
Internet, which spans the entire globe.
Types of Networks According to the Network Management System
Based on the way of coordinating and sharing of information and resources, the most common
types of Networks are : Client-Server Networks and Peer to Peer Networks
1. Client-Server Network:
Client/server network systems use one computer (Server) to
coordinate and supply services to other computers (Clients)
in the network. The server provides access to resources
such as Web pages, databases, application software, and
hardware.
2. Peer To Peer Networks:

In a peer-to-peer network system doesnt have a
central computer(server). All nodes have equal
authority and can act as both clients and servers.
Sending or receiving files to or from the other.
45
Module One
Session Summary

Computers are used in many places like offices, universities, banks, hospitals and almost
everywhere you can think of.
Computers are generally of three types:
Supercomputers
Mainframe Computers
Microcomputers
Personal Computers or desktop
Laptop-computers or Note Book
Tablet or Smartphone
Computers are used in many fields. Some of the common fields are:
Education
Government services
Aviation services
Medical services
Banking services
Computer hardware is the equipment that processes data to create information. Input/Output,
Processing, Storage and Communication devices are examples of hardware.
Input devices are hardware used to translate words, sounds, images, and actions that people
understand into a form that the computer can process. Most common examples are keyboard,
mouse, microphone, light pen, scanner etc.
Output device are any hardware used to provide or to create output. They translate information
that has been processed by the computer into a form that humans can understand.
Microprocessor or CPU is the brain of the computer and has two basic components: the
Control Unit and the Arithmetic-Logic Unit.
Main memory is a holding area for data, instructions, and information. Two types of main
memory are:
Read Only Memory (ROM)
Storage devices store data for permanently. Some of the storage devices are:
Hard Disks
CDs
DVDs
Flash Memory
Cloud Storage
Computer memory is measured in bit and byte. All computers work on a binary numbering
system, i.e. they process data in 1s or 0s.
A Computer Network is a communication system that connects two or more computers so
that they can exchange information and share resources.
Two main benefits of computer networks are Sharing of Resources and Exchanging
Information.
Computer Networks are classified into different types based on :
88 According to Networks Transport Media (wired and wireless)

88 According to Networks Geographical Area (LAN, MAN, WAN)
88 According to the networks management system (Peer to Peer, Client-Server).
46
ACTIVITIES
Activity
Circle the correct option from the multiple choices for each of the following
statements :
1.
A computer consists of _________.

a)
Input devices
b)
Storage devices
c)
Processing unit
d)
All of these
2.
A _____ computer is another name for a notebook computer.

a)
PDA
b)
Laptop
c)
DVD
d)
Hand-held
An another name for desktop computer is ____________.
a)
Personal computer
b)
Mainframe computer
c)
Tablet PC
d)
Parallel computer
3.
4.
______ is sometimes referred to as volatile storage.

a)
CD
b)
RAM
c)
DVD
d)
Secondary storage
5.
Which of the following is not the general uses of computers in Aviation and Air navigation.
a)
Air traffic management
b)
Online banking
c)
Computer - based reservation system
d)
Aircraft design
6.
All are input devices excluding __________.

a)
Microphone
b)
Mouse
c)
Keyboard
d)
Printer
7.
__________ is bigger unit of memory than Megabyte.

a)
Byte
b)
Tera byte
c)
Kilo byte
d)
Bit
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Module One

8.
_______ holds the instructions for booting-up the computer.

a)
RAM
b)
ROM
c)
Processor
d)
Floppy disk
9.
This part tells the rest of the computer system how to carry out specified instructions.
a)
Arithmetic Logic Unit
b)
Control Unit
c)
Motherboard
d)
RAM
10.
Activity
What are the Three common types of computer Networks?

a)
ROM, MAN,LAN
b)
RAM,WAN,LAN
c)
MAN,LAN,WAN
d)
NONE OF THE ABOVE
Fill in the puzzle boxes (Vertically, Across/Horizontal, or diagonally) with

the appropriate letters in order to form the computer words indicated by the
following descriptions:
Below are the HINTS for the crossword puzzle, you have to read them and understand their meaning.
Two are done for you.

1. MEMORY OF A COMPUTER ------- RAM
Across
1. Memory of a computer
5. Computer gives you
6. Used to give input
7. An electronic device
Down
2. Type of a computer
3. Output device
4. Brain of comp
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Module One
Session 2 :Introduction to Information Security and Getting Started with the Internet
Session
2
Introduction to Information Security and Getting

Started with the Internet
OBJECTIVES
General Objective
In this session you will get introduced to Information Security, The Malicious
Software, Backup and Copyright, Overview of Internet, Uses of Internet,
Web Utilities, Browsers, Internet Explorer (IE10) and Features of Internet
Explorer (IE10).
Specific Objectives
Learning Objectives
Dear Student,
At the end of this session, you should be able to understand:
1
2
3
4
The Password
The Malicious Software.
The Backup.
The Copyright.
Overview of Internet:
a. History of Communication.
b. Communication Development.
c. The Communication Revolution
& its Advantages
d. History of Internet
e. Modern Internet & its
applications
Uses of Internet:
a. Applications of Internet.
b. Internet as a source for
information.
c. Shopping.
d. Entertainment .
e. Education.
f. E-Mail.
g. Internet Telephone.
Web Utilities
a. Web Based Applications.
b. Internet Security Suites.
Browsers
a. Web Browser.
b. URL.
Internet Explorer (IE10):

a. Address Bar.
b. Home Page.
c. Tabbed Browsing.
d. Tabbed Browsing options.
e. AutoComplete.
10
Features of Internet Explorer (IE10):

a. Pinned Sites.
b. In Private Browsing.
c. Download Manager.
11
Using the Favorites Center

a. Favorites List.
b. Adding items to the Favorites list.
c. Using the History list.
49
LEARNING
Introduction to Information Security
Information Security is the process of keeping information secure, protecting its availability, integrity,
and privacy. Also Information securityis the practice of defending information from unauthorized access.
The Password
Password is a set of characters used to get access to a computer, network resource or
data.
Tips for creating passwords:
Password is the responsibility of the owner, the points below must be

followed when creating a password:
The password must be difficult to guess.
The password must not be less than the length of (8)
characters.
The password must be contain a mixture of numbers,
letters and special characters (such as *, -, /,!, @, #, etc.).
The password must not contain the users Name.
The password must not contain the users personal
information, such as (name of the street in which they live
or number, zone name, date of birth, the name of one of his
sons, etc.).
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Module One
Do not share passwords with anyone. If there is an issue that requires you to do that,
remember to change the password immediately after the problem is solved.
Do not use the same password for work on other sites such as e-mail or bank account.
Do not write passwords on paper or save in an e-mail message.
Never use option Remember Password provided in some systems.
Change your password periodically, depending on the importance of the system in which
they provide access to.
Do not save the password on computer (using the Auto Save feature to your password).
Change the password immediately after you use the account for the first time.
The Malicious Software

Malicious software also known as Malware, is any program or file that is harmful to a computer
or privacy of users. The damage done can vary from
something slight as changing the authors name on
a document to full access of your machine without
being traced.
Malware types can be categorized as follows:
Viruses,
Worms,
Spywares,
Hoaxes,
Phishing Scam,
Trojan Horses,
The Viruses
A virus is a program or programming code that replicates by itself. Viruses can be transmitted as
attachments to an e-mail or in a downloaded file. .
Almost all viruses are attached to anexecutable file, which means the virus may exist on a system
but will not be active or able to spread until a user runs or opens the malicious host file or program.
The Worms
Worms are standalone malicious software and do not require a host program or human help to
spread. It replicates functional copies of them and can cause to slow down or failure the computer/
networks.
The Spyware
Spyware is classified as privacy-invasivesoftware.

The most common Spyware functions are: steals personal information and address book (identity theft
and keystroke-logging). Slows down the Internet connection and also slows down or crashes your
computer. Hijacks the browser and redirects it to advertising web pages.
51
Tips for the use of passwords:

The Hoax
A hoax is a false warning about a computervirus. Typically, the warning arrives in an e-mail note.
These kind of email notes pretend that they are from IBM or Microsoft etc. other genuine companies.
Nevertheless, a number of hoaxes have warned users that vital system files are viruses and
encouraged the user to delete the file, possibly damaging the system.
The Phishing Scam
Phishingis the act of attempting to acquire information such as usernames,passwords, and credit
card details by masked as a trustworthy entity in anelectronic communication.
Often the attackers use E-mail in an attempt to attract the victim to visit the web sites deceptively.
The Trojan Horses
A Trojan is another type of malware. It is a harmful piece of software that looks genuine. Users are
typically tricked into loading and executing it on their systems. After it is activated, it can achieve
any number of attacks on the host, from irritating the user (popping up windows or changing
desktops) to damaging the host (deleting files, or activating and spreading other malware). Trojans
are also known to create back doors to give malicious users access to the system.
Different ways of Incidence of Malicious Programs.
The Malicious programs can enter into our computers through following different ways.
1. Removable storage devices
2. Email attachments
3. Internet downloads
How to Protect Your Computer from Malicious Programs
To protect ourselves against malicious software, following are the tips in addition to having the best
anti-virus software.
1. Be Aware of common Virus Symptoms, and Attack Ways
2. Be Aware of Suspicious, New Process Names in the list of running processes
3. Emails from your friends may not have been actually sent by them
4. Do not leave the Windows auto-run option enabled for portable drives
52
Module One
The Backup
What is Backing up
Backup is the activity of copyingfiles ordatabases so that they will be preserved in case of
equipment failure or other disaster.
Where Can I Back up my Files
Personal computer users can consider both Local

Backup and Internet Backup.
1. Local Backup (on HDD and Compact Disc)
2. Internet Backup (Cloud Storage)
The Copyright.
Copyright is the ownership of an intellectual property within the limits prescribed by a particular
nations or international law. This protection is available for both published and unpublished works.
The ownership that copyright law grants the owner, have
exclusively. Those rights include:
To reproduce the work.
To prepare derivative works.
To distribute copies.
To perform the work.
To display the work publicly.
A Copyright Notice Should Contain All The Following Three Elements:
1. The symbol (the letter C in a circle), the word

Copyright or the abbreviation Copr.
2. The year when the work was first created.
3. The name of the owner of the copyright.
Example: 2017 King Saud University
53
The Backup and Copyrights
Getting Started
Overview of Internet
History of Communication
The history of the world is the on-going story of how it get smaller and smaller in terms of information
exchange and communication. In historical times, communication means sending the messagecarrying pigeon. People used to take letters,
decrees, etc. to their destinations the same way
they got there, whether by boat between nations or
across on horses and wagons.
Communication Development
Over time, the railroads and the new telegraph

technology evolved, with the railroads providing
a coast-to-coast route. The telegraph and later
telephone, television and computer reduced the
time for news to get around the globe from weeks
to mere moments.
The Communication Revolution
Communication was revolutionized with the advancements in technology. Through the 1980s and
1990s, computer technology kept advancing, while communications technology also transferred
to digital.
Advantages
The advantages of the smaller world through instant information exchange are evident to all. Greater
efficiency means more work getting done by more people, and without restrictions based on geography
or location. The ability to bring together teams from around the world to work together, even in realtime on a shared document, has changed the whole notion
of teamwork.
What is Internet?
The word Internet is derived from the word inter-networking

which means connecting different networks together. Thus
the Internet can be termed as a Network of Networks.
History of Internet
In the second half of the decade from 1960 to 1970, the

United States Department of Defense began a project on
computer networks. This project was named ARPANET
(Advanced Research Projects Agency Network). Gradually,
after 1970, Universities, Government Departments and
Research Centers also began using this network.
54
Module One
By 1993 the concept of Internet had changed completely. Instead of having a central system of
limited machines, new independent centers were created in different places. This led to the birth of
the modern Internet.
Uses of Internet
Applications of Internet
There are a large number of applications of Internet for various purposes. Examples are Electronic
Mail (e-mail), Uploading and Downloading (Sending and Receiving), Telnet to connect to another
computer, Newsgroups, Mailing lists, Chat groups, World Wide Web (WWW or Web) and Instant
Messaging.
Internet as a source for information
Today the Internet has become a popular source for information. You can have access to
entertainment, information, companionship and many other opportunities on the Internet. It has
become a popular medium for business, education, shopping, playing, advertisement and news.
Shopping
Shopping is one of the fastest-growing Internet applications. Using the Internet, you can search
for bargains and make purchases or simply window shop or look for the latest offers.
Entertainment
Entertainment in different forms such as movies, music and games is available using the Internet.
You have additional options such as live concerts, movie previews, reading books and more.
Education
Education or e-learning which supports flexible learning anywhere, anytime for anyone is
possible due to the Internet. You can take classes on various subjects. Some courses are free while
others have to be paid for.
E-Mail
Electronic mail (e-mail) provides a fast and efficient alternative to traditional

mail by sending and receiving electronic documents.
Internet Telephony
This provides a low cost alternative to long distance telephone calls using
electronic voice delivery. Internet telephony, also
called Voice over Internet Protocol (VoIP) is a
technology that allows real-time communication
between users over the Internet by voice, and video
calls. Communication can take place between users
anywhere in the world with a high-speed Internet
connection.
55
Modern Internet

Web Services
Web Utilities
Web Utilities are specialized utility programs (Web tools) that make using the Internet and Web
easier and safer. Some utilities facilitate sharing resources over the Internet while others enhance
the capabilities of your browser.
Web-based applications
A web-based application is a software package that can be accessed through a web browser. The
software and database reside on a central server rather than being installed on the desktop system
and is accessed over a network.
Most web based applications service providers (ASPs) charge a fee to access and use their
applications. To use a web-based application, you must contact the service providers.
Internet Security Suites
An Internet security suite is a collection of utility programs designed to maintain your security and
privacy while you are on the Web. These programs control spam, protect against computer viruses,
provide filters etc...
The best known Internet security suites are from McAfee and Norton.
Browsers
Web Browser
A Web Browser is a software tool used to browse the Internet. It is a special application program that
brings information from any part of the world through the Internet to your computer screen. Using a
browser, you can communicate with any computer over the Internet.
56
Module One
Each web site has a distinct, separate and unique

address. This address is known as the Uniform
Resource Locator or URL in short. You can connect
directly to a web site by typing the URL of that site
in the address bar or location bar of the web browser.
Parts of a URL
The first part of the Uniform Resource Locator (URL) presents The protocol used to connect
to the resource. Protocols are rules for exchanging data between computers. http: (Hypertext
Transfer Protocol) is the most widely used web protocol.
The second part presents the domain name. It is the name of the server where the resource
is located. Example: yahoo
The last part of the domain name following the dot is called the Top-Level Domain (TLD). It
identifies the type of organization or what country the website is from.
For example .com indicates a commercial site.
Types of Domains :
.com : Commercial
.net : Network
.org : Organization
.edu : Education
.gov : Government
.biz : Business
.info
:
Information
.sa
:
Saudi Arabia
57
Uniform Resource Locator (URL)

Internet Explorer (IE10)
Introduction
Internet Explorer 10 which is abbreviated as IE10, is one of the popular version of the web browser
provided by Microsoft.
Address Bar
At the top, you see a long rectangular box called the Address Bar. When you want to visit a website,
type the website address or URL in the address bar, for example:
http://www. microsoft.com/
and press Enter.
Home page
The default page displayed when you start Internet

Explorer is called the Home page. The Home Page of a
website is the opening or main page of the website.
How to Set Home page
To make a currently open web page as home page:
Click on Tools Internet options.
Click on Use Current button .
Then click on Apply OK.
Tabbed Browsing
Tab browsing allows you to open multiple websites in one

Internet Explorer window at the same time. You can quickly
switch between open websites by simply clicking on the tabs.
To create a new tab, click the New Tab button or use the keyboard shortcut Ctrl+T. To close a tab, click
on the X to the right side of the tab.
58
Module One
To access the Internet Explorer Tabbed Browsing options, select Tools Internet Options. Under
Tabs, click Tabs button. In the Tabbed Browsing Settings window, you may choose the settings you
require.
AutoComplete
Internet Explorer AutoComplete automatically records Web addresses, user form data, and
passwords.
To access the Internet Explorer AutoComplete options,
Select Tools Internet Options.
On the Content tab, under AutoComplete, click Settings.
choose the settings as required.
59
Tabbed Browsing options

Features of Internet Explorer (IE10):
Pinned Sites
You can visit to your favorite sites directly from the Windows taskbar without having to open Internet
Explorer first. This is done by pinning the website to the windows taskbar . Click the icon to the left
of the web address in One Box, or the tab for the website, or the websites icon on the New Tab page,
and then drag it to the taskbar. Once a site is pinned, it shows up as its own thumbnail, on the
taskbar. Now click it to get to your favorite website.
InPrivate Browsing
InPrivate Browsing helps to prevent Internet Explorer from storing data about your browsing session.
This includes cookies, temporary Internet files, history, and other data. You can start InPrivate Browsing
from the Tools Menu or by pressing Ctrl+Shift+P.
Download Manager
Internet Explorer 10 has an integrated way for you to access,

monitor, and interact with the files you download: Download
Manager. Its a program that lets you see the status of your
downloads.
Use Ctrl+J to display Download Manager window.
60
Module One
Using The Favorites Center

Favorites List
Internet Explorer Favorites are used to save links to sites that you want to visit again.
Adding items to the Favorites list
If youre on a site that you want to make a favorite, click the Favorites button, and then click Add to
favorites. You can rename the favorite and choose a folder to save it in, and then click Add.
Note: For sites that you want quicker access to, save it to your Favorites bar by clicking the Add to
Favorites bar button. If the Favorites bar isnt visible, right-click the Favorites button, and then click
Favorites bar.
Using the History list
Internet Explorer keeps track of the web pages you have previously visited in
the form of history. Use Ctrl+H to display the History list.
Deleting item from History List
To delete an item from the History List, right-click on it and select Delete. Click
Yes in the displayed window.
61
Navigating the Web
Session Summary
Information Security is the process of keeping information secure,
protecting its availability, integrity, and privacy.
Password is a set of characters used to get access to a computer, network
resource or data. Benefits of a Password are:
Appropriate access for all staff;
Effective identity management and access auditing;
Preservation and protection of personal information entrusted to
your care;
Protection of YOUR personal information.
Malicious software (malware) is any software that gives partial to full
control of your computer to do whatever the malware creator wants.
Malware types can be categorized as follows: Viruses, Worms, Trojans,
Spyware, Hoax, Phishing that seek to infect and spread themselves.
Backup is the activity of copyingfiles ordatabases so that they will be
preserved in case of equipment failure or other disaster.
Personal computers users can use both Local backup and Internet
Backup.
Copyright is the ownership of an intellectual property within the limits
prescribed by a particular nations or international law.
62
Module One
Activity
State whether the following statements are TRUE or FALSE.
1. Password is a set of characters used to get access to a computer.

True
False
2. Malicious software also known as Malware, is any program or file that is harmful to a computer or
privacy of users.
True
False
3. Phishing is the act of attempting to acquire information such as usernames, passwords, and credit
card details.
True
False
4. Copyright is not the ownership of an intellectual property within the limits prescribed by a particular nations
or international law.
True
False
5. Backup is the activity of deleting files or databases.

True
False
Activity
Complete the following sentences by filling in the blanks with the words provided.
(5)
Characters
1.
2.
3.
4.
(4)
(1)
(3)
(2)
Malicious Restoring Trojan
The symbol for copyright is...............

The retrieval of files you backed up is called them.
A.. is another type of malware named after the wooden horse the Greeks used to
infiltrate Troy.
software is any software that gives partial to full control of your
63
ACTIVITIES
5.
computer to do whatever the malware creator wants.

Password is a set of..used to get access to a computer, network
resource or data.
Activity
Circle the correct option from the multiple choices for each of the following statements .
(1) WWW stands for_______
a)
b)
c)
d)
Wide World Web

World Wide Web
Web Wide World
World Wide Website
(2) _____ is program that provides access to web resources.

a)
b)
c)
d)
Browser
MS-publisher
Internet
Local area network
(3) Method of transmitting electronic messages is known as Electronic mail

a)
b)
True
False
(4) A Web Browser is a software tool used to browse the Internet.

a)
b)
True
False
(5) Internet can be termed as a Network of Networks.

a) True
b) False
(6) URL stands for___________.
a) Uniform Resource Locator
b) Universal Resource Locator
c) Universal Receive Location
d) Uniform Rescue Locator
(7) Which of the of the following is not a web browser ?

a)
b)
c)
d)
64
Internet Explorer
Mozilla Firefox
MS- Word
Google Chrome
Module One
a)
b)
c)
d)
Protocol
Domain Name
Host Name
None of these
(9) The Internet was originally a project for this government agency.
a)
b)
c)
d)
ARPA
NSF
NSA
FCC
(10) _________________ is a collection of utility programs designed to maintain your security and privacy while you
are on the Web.
a) MS-office
b) Internet Security Suite
c) Backup Programs
d) None of the above
(11) _____________________ is a technology that allows real-time communication between users over the Internet
by voice.
a)
b)
c)
d)
E-Commerce
Internet telephony
Email
None of the above
(12) The __________________of a website is the opening Page or main page of the website.
A. Favorite Page
B. Home Page
C. Main Page
D. Front Page
(13)_________________________helps prevent Internet Explorer from storing data about your browsing session. This
includes cookies, temporary Internet files, history, and other data.

A. Pinned Sites
B. Frames
C. Favorite Page
D. InPrivate Browsing
(14) ______________ enable you to have multiple websites open in one Internet Explorer window at one time.
A. Tabs
B. Full Screen Browsing
C. InPrivate Browsing
D. None of these
65
(8) In a web URL http://www.yahoo.com yahoo is a _________

(15) ____________________________are used to save links to sites that you want to visit again.
A. Save As
B. View
C. Internet Explorer Favorites
D. Address Bar
(16) You can start InPrivate Browsing from the Tools Menu or by pressing keyboard shortcut key
_______________________.
A. Ctrl+ Alt+P
B. Ctrl+T
C. Ctrl + s
D. Ctrl+Shift+P
(17) To create a new tab, click the New Tab button or use the keyboard shortcut .
A. Ctrl+T
B. Ctrl+Shift+P
C. Ctrl + Delete
D. Shift + N
Activity
Hands On Session:
(1) Visit the website http://www.microsoft.com.
(2) Visit the website http://www.ksu.edu.sa and set this page as home page.
(3) Visit two websites (1. www.yahoo.com, 2. www.google.com.sa) in two different tabs.
(4) Use Inprivate browsing option to browse the webpage www.py.ksu.edu.sa
(5) Download .Net Framework 4.0 from www.microsoft.com.
(6) Open Website www.yahoo.com and pin this site to Taskbar.
(7) Visit www.microsoft.com and add this web page to favorites list.
(8) Delete browsing history from Internet Explorer.
66
Module One
Session 3 :Navigating Internet and Finding The Information,

Navigating Internet and Finding The Information,

Session
3
OBJECTIVES
General Objective
In this session you will study introduction to Printing and Saving Web Pages,
Using Search Services, Google and Communication using E-mail.
Specific Objectives
Learning Objectives
Dear Student,
At the end of this session, you should be able to understand and practice:
1 Printing and Saving Web Pages:
a.
b.
c.
d.
e.
Printing and saving web pages.

Previewing a web page.
Saving an entire web page.
Saving an image from a page.
Saving a page without displaying it.
2 Using Search Services:
a.
b.
c.
d.
e.
f.
g.
h.
Search services.
Category of Search services.
Crawler or spider.
Search approaches.
Using the Search Box.
Finding search services.
Metasearch Engines.
Specialized Search Engines.
3 Google Search Engines:
a. Searching by Topic.
b. Searching by Keyword.
c. Searching the option I am Feeling
Lucky.
d. Advanced Search.
e. Preferences.
f. Language Tools.
4 Using Web E-Mail Services:
a.
b.
c.
d.
e.
f.
g.
h.
i.
Electronic communication.
E-mail, Email address.
Types of email services.
Registration.
Creating an email account.
Common features.
Login Page.
Basic elements of email message.
Spam.
67
LEARNING
Navigating the Web
Printing and Saving Web Pages
Printing a web pages.
To print the current page,

Select File Print from the menu.
The Print window is displayed. You may print
all pages, selected text, the current page, a
specific page or range of pages by making the
appropriate selection under Print Range.
Previewing a web page
To have a look at how a page will look before

it is printed, you can use the Print Preview
option.
Select File Print Preview from
the menu.
Saving an entire web page
Select File Save As from the menu.

The Save Webpage window is displayed.
Specify the location at which you wish to save your file. You may save the web page with a new name by
making changes in the File name field. You may choose a format for the page from the dropdown list in
the Save as type field. Now click Save.
Saving an image from a page
You may wish to save only an image from a web page. For this, position the mouse pointer over the
image. Right-click to display a pop-up menu. Choose Save Picture As. The Save Picture dialogue box
is displayed. Choose the location in which to save this image. Type a file name for the image and then
click Save.
Saving a page without displaying it
Position the mouse pointer over the link to the web page you wish to save. Right-click to display the
pop-up menu. Choose Save Target As. The Save As dialogue box is displayed. Specify the location at
which you wish to download the web page. Type a file name and then click Save. Click Close when
the download is completed.
68
Module One
Using Search Services

Search services
As you know, there is a vast ocean of information available on the World Wide Web. Search services
help you to quickly locate information about a specific topic from multiple websites. A search can
be done by entering a keyword, a descriptive word or phrase or by browsing a topic list.
Category of Search services
Search services can be categorized into two types, Web Directories and Search Engines.
Web Directories: These are databases of Internet sites that are organized by topics or subjects. An
Example www.vlib.org.uk
69

Finding Information on The web

Search Engines: A search engine is a web-based tool that enables users to locate information on
the World Wide Web. Popular examples of search engines are Google, Yahoo!, and MSN Search
Crawler or spider
The search engine use a program called crawler or spider to check out websites, read and store specific
types of information and add new sites to their existing database of sites. The database is updated
periodically by the spider.
70
Module One
Search engines provide two different search approaches:

Keyword search: In a keyword search, you enter a keyword or phrase reflecting the
information you want.
Directory search: In directory search is a catalog of websites organized by category to allow
users to easily browse for the information they need.
Using the Search Box
In Internet Explorer 10 the address bar is itself a Search Box. You can search the topic over the internet
using most search engines from the search box instead of going to other search engine sites.
Finding search services
There are numerous sites providing search services such as

www.google.com, www.yahoo.com, www.ask.com, www.live.com,
www.bing.com and www.lycos.com.
Metasearch Engines
They are programs that automatically submit your search request to several search engines
simultaneously. The metasearch engine receives the results, eliminates duplicates, orders the hits
and provides the edited list to you.
List of Metasearch engines
Below is the list of some metasearch engines available on the Web:
Metasearch Service
Site
Dogpile
www.dogpile.com
Ixquick
www.ixquick.com
WebCrawler
www.webcrawler.com
Search
www.search.com
iBoogie
www.iboogie.com
Specialized Search Engines
These search engines focus on subject-specific web sites. They save your time by narrowing your
search. For a list of a few specialized search engines, have a look at the displayed table.
Topic
Site
Environment
www.eco-web.com
History
www.historynet.com
Law
www.lawcrawler.com
Medicine
www.medsite.com
71

Search approaches.

Google
Google is one of the most popular search engines. Start the Internet Explorer browser and type www.
google.com in the address box. Press Enter to display the Google home page.
Searching by Topic
The Google web site interface consists of many links to various topics and a search text box. You
may click on the link of your choice. Click more to view additional links.
Searching by Keyword
Type the keyword on which you wish to search in the search text box. Then press the Google
Search button. The search results displayed have links to the pages containing matches to your
desired keyword. Click the links to visit the related web pages.
Some simple tips for entering keywords are be specific, use more descriptive words as opposed to
general ones, use multiple words and leave out non-essential words.
I am Feeling Lucky
The Im Feeling Lucky button automatically takes you to the first web page returned for your query.
72
Module One
Google offers numerous options for making your searches more precise and getting more useful results.
Click Advanced Search to enter your options.
Preferences
You may configure your search exactly as you want it. Click Preferences to enter your requirements.
You can filter inappropriate material, set the interface language and search for pages written in specific
languages.
Language Tools
Click Language Tools to specify your language preferences for a particular search. If you typically
search only pages in a specific language, you can save this as your default search behavior on the
Preferences page.
73

Advanced Search

Using Web E-Mail Services
Electronic communication
E-communication, or electronic communication, refers to the transfer of signals, data, documents,

sounds, images, sent through an electronic device.
Some examples of e-communication are email, text messages, social media messaging and image
sharing.
E-mail (Electronic Mail)
E-mail, or electronic mail, enables communication by sending and receiving written messages via
a computer over the Internet.
E-mail address
Every e-mail account has a unique address. A complete e-mail address is normally in the form of
ahmed@yahoo.com. In this, ahmed is the name of the person; yahoo.com is the name of the
domain or server.
Types of e-mail services
There are basically two types of e-mail services:

The most popular is the free web mail service that many web sites provide. Some of the
examples are gmail.com, mail.Yahoo.com,Hotmail.com, Rediffmail.com, etc.
The other is based on Post Office Protocol (POP3) in which you can download mails onto your
computer or send mails stored on your hard disk.
Registration
To use the e-mail facility the user has to register with the web site providing the facility. The web
site has a registration page that will ask you to enter some information and also make you accept
a user agreement.
Creating an e-mail account
Steps to create an email account :

Open the registration page.
Enter your name and surname.
Create or select a unique username, which you will
use to log into Mail
Create and remember a password for accessing your
account. Your password should be secure in order to prevent intruders from accessing your
personal data.
Note:You cannot change your username after registration.
Example: To create a free e-mail ID on Yahoo.com. Open www.yahoo.com website. Then Click on
Free Mail: Sign Up. You will get a registration form on your screen. Fill all the required details to get
an email account.
74
Module One
Some of the common features are a Login Page, Inbox, Address Book, Auto Reply and Customized
Signature. Besides these, many more personalization features are also provided.
Login Page
Login page is used to get the access to your email account by providing
your unique email Id and Password. The website authenticates your
user login information and then provides access to your mailbox.
Basic Elements of e-Mail Message
A typical e-mail message has three basic elements: header, message
and signature.
Header:
Addresses:Addresses of the person sending, receiving email are included in an e-mail
message. E-mail address has two parts Separated by the symbol @. The first part is the
User name and the second part is domain name.
Examples : ahmed@yahoo.com
Message:
Subject: This is a one-line description used to present the topic of the message.
Attachments: You can attach files such as documents and pictures to a mail message.
Signature:
The signature line provides additional information about the sender. A signature is automatically
inserted at the bottom of every message you send. Typically, in case of official mails, this
information includes the senders name, address and telephone number.
Spam
Email spam, also known as junk email or unsolicited bulk email (UBE), refers to the use of electronic
messaging systems to send out unrequested or unwanted messages in bulk. It may be advertising
goods or services, or even warning of a new supposed virus. Spam email may also include malware
as scripts or other executable file attachments.
Spam Blockers
Spam Blocker is computer software that is designed to identify and eliminate spam or junk mail
and prevent those messages from getting to a users inbox. The Mozilla Thunderbird e-mail program
which is available for free download at www.mozilla.com comes with built-in spam blocking
software. Spam blocker also known as a spam filter.
CAN-SPAM Act
In the United States of America, the CAN-SPAM Act has been enacted which requires that every
marketing-related e-mail provides an opt-out option. When the option is selected, the recipients
address is to be removed from future mailing lists.
75

Common features
ACTIVITIES
Activity
(1) A program that automatically submits your search request to several engines simultaneously is
called as Meta search engine.
a)
b)
True
False
(2) Web Directories are databases of Internet sites that are organized by topics or subjects.
a)
b)
True
False
(3) To have a look at how a page will look before it is printed, you can use the Print Preview option. For
this, select File Print from the Menu bar.
a)
b)
True
False
(4) The search engine use a ____________ program to check out websites, read and store specific types of
information and add new sites to their existing database of sites.
a) MS-Paint
b) MS-Excel
c) Crawler or Spider
d) Mozilla Firefox
(5) Specialized Search Engines focus on subject-specific web sites.
a)
True
b)
False
Activity
Hands On Session:
(1) Visit the website http://www.microsoft.com and preview the webpage using Print Preview Option.
(2) Visit the website http://www.ksu.edu.sa and save this webpage on Desktop.
(3) Visit the websites http://ksu.edu.sa/sites/py/en/Pages/default.aspx and save any one image
from this website to the Desktop.
(4) Search the keyword Oxford in Google using I am Feeling Lucky option.
(5) Use various options (Advanced Search, Language Tools and Preferences) in Google to enhance
your search.
76
Module One
1. _____________ enables communication by sending and receiving written messages via a computer over
the Internet.
a)
b)
c)
d)
Electronic mail
Gmail
Yahoo
Hotmail
2. _______________________________ is a feature using which you may download mails onto your computer or send
mails stored on your hard disk.
a)
b)
c)
Gmail
Electronic mail
Post Office Protocol (POP3)
d)
None of These
3. A typical e-mail message has three basic elements:

a)
b)
c)
Footer, Message & Signature

Header, Footer & Signature
Header, Footer & Message
d)
Header, message and signature.
4. An e-mail address has two parts separated by the symbol __________.

a)
b)
c)
d)
$
@
#
*
5. _____________________is the use of electronic messaging systems to send unsolicited bulk messages,
especially advertising, indiscriminately to many people.
6.
a)
Trash
b)
Spam
c)
Virus
d)
None of These
A complete e-mail address is normally in the form of _______________.

a)
ahmed@yahoo.com
b)
ahmed$yahoo.com
c)
ahmed#yahoo.com
d)
ahmed*yahoo.com
77

Activity

7.
To access your mail account, you must first _______________ using details like Username &
Password.
a)
Spam
b)
Login
c)
Log Out
d)
All are true
8. __________________________ line provides additional information about the sender that is automatically inserted
at the bottom of every message you send.
a)
The Header
b)
The Actual Message
c)
The Signature
d)
The Footer
9. In the United States of America, the___________________ has been enacted which requires that every
marketing-related e-mail provides an opt-out option
a)
PAN-SPAM Act
b)
CAN-Virus Act
c)
CAN-SPAM Act
d)
All are true
Activity
Hands On Session:
(1) Create new email account in www.gmail.com.
(2) Create a signature in your email with your name and Contact information.
(3) Send an email with attachment (any document) to your friends email address.
78
Module Two
WINDOWS 7
Session 4 : Software and Operating System (windows 7)

Session 5 : Working With Windows and Personalizing Windows 7
Session 6 : Windows Explorer and Customizing Windows 7
WINDOWS 7
80
Module
2
Session
4
Module Two
Software and Operating System (Windows 7)
OBJECTIVES
General Objective
Objectives of the Training Session
In this session, we will learn about computer Software Introduction to

Windows 7, Exploring the Desktop, Changing the Desktop Background,
Applying a Screen Saver, Changing the Display Settings, Applying Themes.
Specific Objectives
Learning Objectives
Dear Student,
At the end of this Session, you should be able to understand :
1
The definition of Software.
a.
System Software (Operating

System). Application Software.
b. Programming languages.
Introduction to Windows 7
a. Features of Windows 7.
b. Logging On to Windows 7.
Exploring the Desktop
a. Windows Desktop.
b. Icons.
c. Tool Tip.
d. Icons Provided By Windows.
e. Taskbar.
f. Start button.
g. Recycle Bin.
Changing the Desktop Background
a. Desktop Properties.
b. Desktop Background.
c. Opening Desktop Background

Window.
d. Applying Desktop background.
e. Picture Position and Color
Selection.
f. Desktop Slideshow.
g. Setting Picture as Background
Applying a Screen Saver
a. Screen Saver.
b. Applying Screen saver.
c. Previewing Screen Saver..
Changing the Display Settings
a. Screen Resolution.
b. Changing Display Settings.
Applying Themes
a. Themes.
b. Different Types of Themes.
c. Applying Themes.
81
WINDOWS 7
LEARNING
Computer Software
What is Software?
The software of a computer system refers to the organized sets of instructions that control the
working of the computers operations. The purpose of software is to convert data (unprocessed
facts) into information (processed facts). Some programs are used by the computer to control its
own tasks and devices.
Program
A computer is incapable of performing any task

with the hardware alone. It requires instructions to
function as desired. A set of instructions is called
a program. A set of programs written to achieve a
common objective is called a software package.
Software is categorized into two types:

System Software (Operating System)
Application Software
82
System Software (Operating System)

What is an Operating System?
Operating System is the set of programs that organizes and controls computer hardware and software so
that the computer system behaves in an efficient way.
The Operating System has three main functions in the

computer system :
Provides User Interface
One of the major functions of the operating system
is to establish standard means of communication
between the user and the computer. Users interact with Application Programs and computer
hardware through a User Interface.
There are two kinds of User Interfaces provided by any Operating Systems i.e., Command Line
Interface (CLI) and Graphical User Interface (GUI).
Command Line Interface (Cli):
Command line interface is the user interface in which users communicated with the Operating
System through written Commands.
Example of Command Line Interface Operating
System is DOS (Disk Operating System.)
When we Switch on a computer having Command
Line OS (DOS), all we see is a blank screen with a
Command Prompt which looks like c:\>. We have
to type commands at the command prompt,
such as Copy A: assign.doc C:.
Graphical User Interface (GUI):
Graphical User Interface, a GUI allows the
use of icons or other visual indicators to
interact with computer system, rather than
using only text via the command line. For
example, all versions of Microsoft Windows,
Linux, Mac OS. Etc.
Manage Resources
The Operating System manages all the
resources that are attached to the computer
system, like memory, processor, input and
output devices.
Running Application
Application software cannot run on itself but is dependent on the operating system to
execute.
83
Module Two
WINDOWS 7
Examples of Operating Systems
Following are some popular operating systems:
Microsoft Windows
The most popular and widely-known operating system is Windows, a
family of operating systems introduced by the Microsoft Corporation
in 1985. Windows uses a graphical user interface (GUI), which
eliminates the need for the user to learn complex commands. With
a GUI, the user instructs the operating system by using a mouse to
point and click on icons that are displayed on the screen
MacOS
Macintosh introduced its first operating system and
microcomputer in 1984. It provided one of the first GUIs, making
it easy even for novice computer users to move and delete files.
Designed to run with Apple computers, Mac OS is not nearly as
widely used as the Windows operating system. As a result, fewer
application programs have been written for it. Nonetheless, Mac
OS is considered to be one of the most innovative operating
systems. It is a powerful, easy-to-use operating system that is
popular with professional graphic designers, desktop publishers,
and many home users.
Unix - Linux
UNIX is a multi-user, multitasking operating system,
and was designed to be a small, flexible system used
by computer programmers. UNIX is not considered to
be very user-friendly for the average person due to its
design. However, graphical user interfaces have been
developed for UNIX to make it easy for the users.
Linux is a UNIX variant that runs on several different
hardware platforms. Its source code is freely
available to everyone. Linus Torvalds, a student at the
University of Helsinki in Finland, initially created it as
a hobby. There are now hundreds of companies, organizations, and individuals that have released their
own versions of operating systems based on the Linux kernel. Now more and more people are starting to
use Linux as a home and office desktop operating system.
DOS
DOS (Disk Operating System) was the first widely-installed
operating system for personal computers. DOS uses a nongraphical or command line interface. I.e. you dont have
icons, images in DOS like windows.
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Application Software
Application software is a program or group of programs designed for end users. These programs are divided
into two classes: General Use Application software and Specific Use application software.
Types of Application Softwares
These softwares can be categorized further as :

General Use Application Software
General Use Applications are those programs which most computer-competent persons are familiar
with, such as browsers, word processors, spreadsheets and database management systems. These
are used to create software for billing systems, accounting software or software that enables the
creation and storage of documents.
Presentation
Database

Worksheet
Document
Specific Use Application Software

This software is written for a specific task rather for a broad application area. These programs provide
facilities specifically for the purpose for which they were designed. These are designed and marketed
for a particular industry or organization. For example, Airline Reservation Systems, Hospital Billing
System, and School Information Management System, etc.
Programming Languages
Programming language is used by programmers to write instructions that a computer can understand to
perform a required task. Those instructions are written using special syntax and set of keywords.
Programming languages are categorized into two:
Low level Language
The basic computer language is the machine language or Low Level Language that uses binary (1
and 0) code, which a computer can understand directly without the use of any translator, but it is
difficult for programmer to write instruction in Low level language.
High level languages (HLL)
The languages (such as Basic, C, Java) that use English-like statements and symbols to write
computer instructions rather than the machine-codes are known as high level language. HLL
need to use another program (a compiler or an interpreter) to convert the high-level code into the
machine code.
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Module Two
WINDOWS 7
Getting Started
Introduction to Windows 7
Windows 7 is a personal computer operating system developed by Microsoft. It was officially

released by Microsoft to the public on October 22, 2009. Window 7 has better overall performance
compared to previous versions of Windows.
Features of Windows 7
There are some great new features which make working on the desktop a cool experience. Some of
the features are listed below:

The Desktop Slideshow Automatic Changing of Desktop Wallpaper is one of them.

The Aero Peek feature enables us to peek at the desktop or into the contents of an open window.
The Aero Snap feature enables easy handling of windows on the desktop.
The Jump List feature provides easy access to items you need.
Logging on to Windows 7

Turn on your computer. The Computer will start booting.

After booting is completed, Windows 7 login screen will be displayed.
Select the User, and then enter your Login Password.
After successful login, windows 7 desktop will be displayed.
Login time may vary depending on the number of startup programs. Login time or Startup time
depends on the number of programs that are scheduled to run when you logon to your computer.
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Exploring the Desktop

Windows Desktop
When your computer is booted up and ready to use, the screen you see is called the Desktop.
Desktop is where your applications, folders and shortcuts are located. The desktop can be
customized to suit users needs.
Items that are viewed and are parts of the desktop are :
Icons.
Taskbar.
Icon
An Icon is a small colorful graphical picture that is linked to an object like a file, folder, program or
other hardware components of the computer. Every icon has a label which identifies it.
Tool Tip
Tool Tip contains a brief description of an icon to what it refers. Most icons display a Tool Tip when
you rest the mouse pointer on it.
Icons Provided by Windows
Some of the icons provided by the Windows by default on the desktop are :

User files.
Computer.
Network Places.
Recycle bin.
Control Panel.
All these icons may not always be displayed on the Windows 7 desktop.
Taskbar
The area at the bottom of the screen, containing the Start Button is
called Taskbar. By default, Taskbar is displayed at the bottom of the
desktop. The taskbar contains a button or icon for every program that
is currently running.
Start Button
At the extreme left on the Taskbar, you can see a circular button with the Windows logo. This is the
Windows Start button. This provides a launch point for all the commands and applications on your
system.
Recycle Bin
The place where deleted files or folders are stored by Windows 7 is called Recycle bin. Whenever
we delete files or folders from hard disk.Windows 7 moves it to the Recycle bin. Items in the Recycle
bin cant be directly used or opened. But its possible to Restore items from the Recycle bin back to
their original location.
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Module Two
WINDOWS 7
Personalizing Windows 7
Changing the Desktop Background.
Desktop Background
The Desktop Background also known as

Wallpaper is an image used as a background on
a computer screen. You can make your desktop
attractive and colorful by setting a wallpaper of
your choice.
Opening Desktop Background Screen

(Personalization Window)
To open the window from where we can change
the Desktop Background, following are the steps:
Right Click on a blank Space of the Desktop Choose Personalize,

Click on Desktop Background
OR
Click the Start button Control Panel Appearance and Personalization,

Click on Desktop Background
Different Wallpapers images would appear on the screen to choose from.
Applying Desktop Background
Once the Personalization Window is open :

Click to Choose the Desired Wallpaper Picture for the desktop background.
To Apply the selected Wallpaper, Click on the Save Changes button.
If you want to have a different Wallpaper picture, which is not available in the list of desktop background
pictures, click the Picture Location: drop down list to view other categories of Wallpapers.
Picture Position and Color Selection.
In the Desktop Background window, you can also

set the position of the picture or simply have a solid
color of your choice as desktop background. Following
is the procedure :
Select the Picture Position option and choose from
the options Fit, Tile, Stretch, Fill or Centered on the
screen.
To set a Desktop Background Color :

Click Change background color option at the
bottom to choose a color from the displayed palette,
and then click Save Changes.
Note: Change Background Color option is available with
Centre and Fit picture options only.
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Desktop Slideshow
Windows 7 includes a desktop slideshow that changes the desktop background after a specific
amount of time with a smooth fading transition. Select the check boxes for the pictures that you
want to include in your slide show.
Click on the drop down arrow of the Change picture every: box and select how often you want the
pictures to change.
Make sure that you uncheck the checkbox When using battery power...... (in laptop)
Click Save changes.
Setting Picture as Background
We can make any picture stored on our computer as our desktop background. Simply right-click on
the picture and select Set as desktop background.
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Module Two
WINDOWS 7
Screen Saver
A screen saver is a program that displays an image, animation, or just a blank screen on a computer
after no input has been received for a certain length of time. Screen savers were originally designed
to prevent damages (called burn-in) to CRT
screens.
To set a Screen Saver, follow the steps mentioned

below:
Click on Start Control Panel
Appearance and Personalization
Click on Change Screen Saver link from the
Personalization group.
Select the screen saver from the drop down list.
Specify the Wait Time (the number of minutes
of idle after which you want to start the screen
saver) and click on OK.
Previewing Screen Saver
In the Screen Saver Settings dialog box, click on

the Preview button to see how the selected screen saver will appear on your screen.
Click on OK after finalizing the settings.
Changing the Display Settings

Screen Resolution:
Screen resolution refers to the clarity of the text and images on your screen. At higher resolutions
items appear clearer.
Changing Display Settings
You may change various Display Settings

of your monitor by following the steps given
below :Right click on the desktop and select
Screen resolution.
Click the down arrow in the Resolution:
and move the slider to the resolution you
want and Click Apply.
In the displayed window, click Keep
changes to use the new resolution, or click
Revert to go back to the previous resolution.
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Windows 7 Themes
Themes
A desktop theme is a customized Graphical User Interface (GUI) that replaces a computers
Wallpaper, Screen saver, sounds, etc. . A set of Styles is called as Theme. Windows 7 Themes are
a formal combination of desktop background, aero glass window color, sound scheme, and screen
saver.
Different Types of Themes
By default, there are three types of themes available in Windows 7. Right click on the desktop and
click Personalize.
The three types of themes available are:
My Themes contains the themes downloaded
from the Internet and the users customized
themes.
Aero Themes are the system delivered themes
from Microsoft.
Basic and High Contrast Themes are the themes
used if you do not have a high-powered graphics
card capable of displaying an aero theme.
Applying Themes
Click on the desired theme and in a moment your theme is applied. You can click on all the themes
available to see which one you like most. You can have a single picture or a slide show of pictures
as your desktop background.
To change the color of your window
borders, Taskbar, and Start menu, click
Window Color in the Personalization
window and select the color that you want
to use. Adjust the color intensity, and then
click Save changes.
To change the sounds you hear when
events occur on your computer, click
Sounds. Select an item in the Sound
Schemes list, and then click OK.
To change the Screen Saver, click Screen
Saver and select screen saver from the
list and then click OK.
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Module Two
WINDOWS 7
Session Summary
The software of a computer system refers to the organized sets of instructions that
control the working of the computers operations. The purpose of software is to convert
data (unprocessed facts) into information (processed facts).
Operating Systems are programs that organize and control computer hardware and
software so that the computer system behaves in an efficient way.
Software that is designed for a specific application is called as Application Software.
These programs can be categorized further as :
88 General Use Application software
88 Specific Use Application software
In High Level Languages it is much easier to write a computer program than in the Low
Level Languages. A program written in High Level Language is just like giving instructions
to a person in daily life.
The most popular High Level Programming Languages :
88 C++,
88 Java,
88 Visual Basic
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ACTIVITIES
Activity
Match the terms in Column A with the terms in Column B by drawing an arrow.
Column A
Mac OS
(3)
Operating System (CLI)
DOS
(1)
Programming Languages
(C++, Java)
Activity
Column B
(2)
Operating System (GUI)
(2)
(4)
(1)
(5)
(3)
(Application software) (Two) (Machine language) (Network) (Operating system)
1. An is a collection of software that managescomputer

hardwareresources and provides commonservicesforcomputer programs.
2. Computer software is categorized into.types.
3. Microsoft word is an example of
4. The most elementary and first type of computer language is
5. If computers are connected to a, each computer can make its resources available to
other computers
Activity

(4)
(1)
(3)
(2)
Recycle Bin
3
Task Bar

Theme
1. By default, there are _____________ types of themes available in Windows 7
2. A ___________ is a customized GUI that replaces a computers ordinary sounds, wallpaper or screen
saver with something designed to reflect the interests of the user
3. _________________ is a place where the deleted files are stored
4. The area at the bottom of the screen, containing the Start Button, is called _________
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Module Two
WINDOWS 7
Activity
Circle the correct option from the multiple choices for each of the following statements :
1. Aero Peek is used to ______________
a. Move the file
b. Rename a Peek
c. Peek at the Desktop
d. All of these
2. A small Picture on a computer Screen that represents a particular object is called a(n)________
a. Icon
b. Tool tip
c. Desktop
d. All of these
3. _____________ is a brief description of an item when you move the mouse pointer on a particular
object/tool.
a. Aero Snap
b. Hardware
c. Tool Tip
d. All of these
4. ___________ is a program that displays an image, or a blank screen on a monitor when no input is
received for a certain length of time.
a. Screen Saver
b. Image Processor
c. Booting
d. All of these
5. ______________ refers to the clarity of the text and images on your screen.
a. Kilo Byte
b. Screen resolution
c. Screensaver
d. All of These
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SESSION
5
Working with Windows and Personalizing Windows 7
OBJECTIVES
General Objective
In this session, you will learn about Parts of Window, Resizing and Moving
Windows, Working with multiple windows, working on the Desktop, creating and
deleting Shortcuts, Using the Taskbar, Start Button, and The Recycle Bin.
Specific Objectives
Learning Objectives
Dear Student,
1 Parts of a Window
a. Active Window, Menu Bar, Title Bar.
b. Maximize/Minimize/Close buttons.
c. The Restore Button, Scroll Bars.
d. Window Border, Work Space, Toolbar.
2 Resizing & Moving Windows
a. Moving and Resizing Windows.
b. Maximize a window using snap.
c. Expand a window vertically using snap.
3 Working with Multiple Windows
a. Cascade Windows.
b. Show Windows Stacked.
c. Show windows side by side.
d. Arranging windows automatically.
e. switching windows using ALT+TAB,
f. Windows Flip 3D, Show Desktop.
4 Working on the Desktop
a. Views of the Desktop Icons.

b. Arranging Icons.
c. Showing and Hiding the Desktop Icons.
5 Creating and Deleting Shortcuts

a. Creating Shortcuts.
b. Deleting shortcuts.
6 Using the Taskbar
a.
b.
c.
d.
Show Desktop.
Quick Launch Icons.
Notification Area.
Jump-Lists.
7 Start Button
a. The Contents of the Start Menu.
b. Search Box.
c. Run Command.
d. All Programs.
e. Shut-Down Button.
8 The Recycle Bin
a.
b.
c.
d.
Open the Recycle Bin.

Sending Files to Recycle Bin.
Restoring files from Recycle Bin.
Emptying the Recycle Bin.
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Session 5 : Working with Windows and Personalizing Windows 7
Module Two
WINDOWS 7
LEARNING
Working with Windows
Introduction
A window is a rectangular area in which you view programs, files, folders, drives, icons and other elements.
The different parts of a window are mentioned below:
Parts of a Window
Although the contents of every window is different, all windows share some features in common.
Windows always appear on the desktop which is the main work area of your screen.
In addition, most windows have the same basic parts:
Active Window
The topmost window displayed on the screen that accepts input from the mouse and the keyboard
is known as Active window. This window is special in comparison to all the other windows because
it allows you to work on it. If more than one window is open, the title bar for the active window (the
window which you are currently working) has a color or intensity different from the other title bars.
The difference in the title bar colors allows you to distinguish the active window from all the other
windows.
Menu Bar
The Menu Bar contains items that the user can click to make choices in
a program.
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Title Bar
The Title Bar displays the name of the document and program (or the folder name if you are working
with a folder).
Maximize/Minimize/Close Button
You can minimize, maximize, restore, or close a window by clicking the buttons at the right end of
the title bar:

Minimize
Maximize
Close
Figure 4
The Restore Button
The Restore Button replaces the maximize button after you enlarge
a window. The restore button returns the window to its previous
size.
Scroll Bars
Scroll Bars
The scroll bars allow you to move through a

document or a list when the entire document
or list does not fit in the window or the allotted
space. They may appear at the right of the
screen i.e. vertical scrollbars or at the bottom of
the screen i.e. horizontal scroll bars. To move up
or down through a document, click on the up or
down scroll arrows. Similarly, use the right and
left scroll arrows to move horizontally. Between
the arrows, there is a bar with a sliding object

called a thumb. You may click on it and drag to
move through the document.

Window Borders
The window borders are the outside edges of a

window. You can change the size of a window by
dragging the borders.

Figure 6

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Module Two
WINDOWS 7
Workspace / Workarea
The workspace is the area inside a window, usually below the menu bar, where the user actually
works.
Work Space
Ribbon
A ribbon is a toolbar that gives you quick access to commonly used functions, without having to
search through the menus to find the functions.
Ribbon
Resizing and Moving Windows
To make the desktop more convenient to use, you can move and resize windows. we can use Window
Borders to reduce or enlarge the size of a window. Additionally, with the help of the buttons in the Title Bar
we can minimize a window, maximize a window to occupy full screen or close a window.
We can move a window to arrange on desktop by clicking and dragging on the title bar of the window.
98
For Resizing a Window:

Point to any of the window borders or a window corner.
When the mouse pointer changes to a Two Headed Arrow, Drag
the border to reduce or enlarge the size of the window.
Dragging a corner of the window changes the height and width
simultaneously.
A window can also be resized by using the Maximize/Restore

Button, as below:
To make a window fill the entire screen, click its Maximize
button or double-click the windows Title bar.
To return window to its earlier size, click its Restore button (this appears in place of the Maximize
button) or double-click the windows Title bar.
For Moving a Window.

Point to its Title bar with the mouse pointer.
Click and Drag the Title bar to move the window to the desired location.
Maximize a window using snap

To maximize a window using snap:
Drag the window to the top of the screen. You can see that the
windows outline expands to fill the screen.
Release the window to expand it to fill the entire desktop.
Working with Multiple Windows

Arranging windows automatically
Windows 7 allows you to work with multiple windows. There are different
views available in Windows 7 to see the currently opened programs.
To arrange your open windows, Right-Click on an empty area of the
taskbar and you can see the following options to arrange the windows :
Cascade Windows.
Show Windows Stacked.
Show windows Side by side.
Cascade Windows
To understand the Cascade windows feature, open two or

more programs (windows). Right-click on an empty area
in the task bar and select the option Cascade Windows.
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Module Two
WINDOWS 7
Show Windows Stacked
Show windows Stacked option allows you to

view the windows in one or more vertical stacks
(each window above the other) depending on
how many windows you have open.
Show Windows Side by Side
Show Windows Side by Side option places each

window on the desktop (beside another window)
so you can see all the windows at once. You can
see a snapshot of this feature in the following
Figure.
Note: If there are more than three windows, then
there will be no difference between Show
Windows Stacked and Show Windows
Side by Side options.
Switching between windows using Alt+Tab

You can switch to the previous window by pressing Alt+Tab from keyboard, or cycle
through all open windows on the desktop by holding down Alt and repeatedly pressing
Tab. Release Alt to show the selected window.
Windows Flip 3D
With Windows Flip 3D, you can quickly preview all of your open windows as 3D images (for example,
open files, folders, and documents) without having to click the taskbar.
Flip 3D displays your open windows in a stack. At the top of the stack, youll see one open window.
To see other windows, you can flip through the stack.
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Switching between windows using Flip 3D
Aero Flip 3D arranges your windows in a three-dimensional stack that you can quickly flip through.
To use Flip 3D:
Hold down the Windows logo key and press
Tab key to open Flip 3D.
While holding down the Windows logo
key, press Tab key repeatedly or rotate
the mouse wheel to cycle through open
windows.
Release the Windows logo key to display
the front most windows in the stack. Or,
click any part of any window in the stack to
display that window.
Personalizing Windows 7
Working on the Desktop
Views of the Desktop Icons
Desktop icons provide shortcuts to programs or files that you use regularly. You can re-size your
computer's desktop icons to appear smaller, giving you space to add more icons. You can view the
desktop icons in three views. They are
Large Icons
Medium Icons
Small Icons
Arranging Icons
To arrange icons on the desktop, right-click on the desktop
and click Sort by. Then choose the criteria for sorting your
desktop icons, as like; by Name, Size, Item Type or Date
modified. To arrange desktop icons manually, just click any
icon and drag it to another location.
Before applying manually, ensure that Auto arrange icons
option is disabled.
Showing and Hiding the Desktop Icons
You can show or hide desktop icons by following steps below.

Steps to Show/Hide Icons on Desktop :

Right-click on the desktop.

Point to View.
Click on the option Show Desktop Icons.
A check mark will appear, indicating that desktop icons are displayed on your desktop.
To hide the desktop Icons, uncheck the option Show Desktop Icons.
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Module Two
WINDOWS 7
Creating and Deleting Shortcuts
Shortcut
A shortcut is a link to an item such as a file, folder or program on your

computer.
Creating Shortcuts
To create a shortcut you need to follow the steps below:

1. Open the location containing the item that you want to create a shortcut to.
2. Right-click the item, and then click Create shortcut. The new shortcut
appears in the same location as the original item.
3. This shortcut can then be moved to another location from which you
can easily access this file. Shortcuts to folders can be created in a
similar way.
Deleting shortcuts
To Delete a shortcut you need to follow the steps below :

1. Right-click the shortcut that you want to delete, click Delete.
2. Click on Yes Button in the Delete Confirmation Dialog Box.
Deleting a shortcut file will not delete the original item or file.
Using the Taskbar

The Taskbar is the long horizontal bar at the bottom of your screen. It has
three main sections:
1. The Start button, which opens the Start menu.
2. The middle section, which shows you which programs and files you have opened.
3. The Notification Area, which includes a Clock and Icons (small pictures) that indicates the
status of certain programs and computer settings.
Show Desktop
The Show Desktop button at the extreme right of the taskbar lets you show or peek (Aero peek
feature) behind all the open windows on your desktop and easily view the Windows Gadgets or files
on your desktop.
Place your mouse pointer on the Show Desktop button to peek at your desktop, or Click on it to
actually show the desktop.
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Quick Launch Icons

The icons that you see always on the taskbar are called Quick Launch icons. These allow one-click
access to frequently used programs even when the desktop is not visible. They are permanently
pinned to the taskbar.
You may drag any icon from the desktop and pin it to the taskbar to make it a Quick Launch icon.
Notification Area
To the right of the taskbar is the Notification Area. It indicates the tools that are automatically
started when you turn on your computer and are running in the background, such as Antivirus
Protection.
The notification area has; the standard Volume, Network and Action Center status icons. No other
application icons are shown unless the user has chosen for them to be shown. You may click on the
small triangle to the left of the visible notification icons to see hidden notifications, if any.
Jump-List
Jump-List is one of the new features of Windows 7. Jump-List makes it easy to open recently used
folders or files under a folder or an Application
right from the pinned Taskbar icon or from the
start menu icon.
Simply Right-Click on a taskbar Application
or folder icon to see the jump-list.
Each application or folder has a jump-list
corresponding to its features.
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Module Two
WINDOWS 7
Start Button
The Start Button provides a central launching point for application and tasks. The Start Menu
and Start Button are user interface elements of the Microsoft Windows operating systems.
The Start menu has a two-column layout.
The Contents of the Start Menu
The Start menu has three basic parts:

The large left pane shows a short list of programs on your computer. Clicking All Programs displays
a complete list of programs.
At the bottom of the left pane is the Search box, which allows you to look for programs and files on
your computer by typing in search terms
The right pane provides shortcuts to commonly used folders, files, settings, and features. The area at
the bottom is used to log off from Windows or turn off the computer.
Search Box
The search box in the Start menu is one of the most convenient ways to find things on your computer.
Click the Start button, and then type a word or phrase in the search box.
As you type, the search results appear above the search box in the left pane of the Start menu.
Click any search result to open it.
Click the X shaped button in the search box to clear the search results and return to the main
programs list.
Run Command
Run command is a quick way to open programs, files and folders. It can be also used to open
websites when you are connected to the Internet. You can also use the search box on the Start
menu in place of the Run command.
To open Run Command follow the steps mentioned below
Click on Start button Click on All Programs Click on Accessories Click on Run
Type the name of the program to run the program.
OR
You can use, Keyboard shortcut Windows Key + R.
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All Programs
Once you click on the start button, you can find the All Programs just above the Search Box.
All Programs contains list of all installed programs. You can click on any program in the list and
open the application.
Shut-Down Button
At the lower right-hand side of the Start menu, you can see the Shut down button. This can be
used to shut down the computer system. Next to this button, there is a triangle which gives multiple
options which are as follows:
Switch User: Allows a user to remain logged on while another user logs on to the computer via a
different account.
Log off: Closes all open programs of a user but does not put the computer off. Another user may log
on right away. This is useful for shared computers.
Lock: Locks down the system while the computer remains powered on. Windows Key + L is the
keyboard shortcut to lock your computer.
Restart: Powers down the computer and reboots it. It is usually done for updates or if system is
experiencing problems.
Sleep: A power-saving state that allows the computer to quickly resume full-power operation within a
few seconds. It is very useful when you want to get on your computer right away.
Hibernate: Like sleep, hibernation is a power-saving state. But while sleep saves your settings in
memory and draws a small amount of power, hibernation saves your open documents and programs to
your hard disk and then turns off your computer. The hibernation state uses the least amount of power.
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Module Two
WINDOWS 7
The Recycle Bin
The place where deleted files are stored by Windows 7 is called Recycle bin. Windows 7 also allows
restoring of the deleted items.
Open the Recycle Bin
Opening Recycle Bin is same like opening the other programs or files on the desktop. Simply double
click the Recycle Bin icon on the desktop to open it. Alternatively, you can also :
Right Click on the Recycle Bin Select Open
Sending Files to Recycle Bin
When you delete any file/folder from hard disk, Windows 7 sends it to the Recycle Bin. There are
many ways to delete files/folders from storage device.
Steps for sending Files to Recycle Bin:
Right click on the file.
Select the option Delete from the menu or select file press Delete Key on the keyboard.
Click on YES button in the Delete Confirmation dialog box.
Restoring files from Recycle Bin
You can restore all/selected files from the Recycle Bin.

Steps for Restoring files from Recycle Bin :
Open the Recycle Bin Select the file(s) Click on Restore This Item.
Emptying the Recycle Bin
If you want to Empty your Recycle Bin, the shortcut way without opening the Recycel Bin is :
Right Click on the Recycle Bin Click on the Empty the Recycle Bin.
Open the Recycle Bin Click on Empty Recycle Bin Option.
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Or
ACTIVITIES
Activity
1. The area which is used by the user to work is __________
a. Workspace
b. Title Bar
c. Tool Bar
d. Menu Bar
2. While resizing a window the pointer changes to a _______________
a. Single headed arrow symbol
b. Two headed arrow symbol
c. Three headed arrow symbol
d. Four headed arrow symbol
3. How many types are available for arranging the icons on the Desktop.
a.
b.
c.
d.
4
3
2
1
4. ____________________ is the long horizontal bar located at the bottom of the screen.
a.
b.
c.
d.
Taskbar
Menu bar
Toolbars
Options bar
5. _____________________ is a link to an item such as file, folder or a program on your computer.

a.
b.
c.
d.
Desktop
Shortcut
Google Chrome
All of these
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Module Two
WINDOWS 7
6. The Show Desktop button at the extreme right of the taskbar lets you peek at the desktop.
a.
b.
True
False
7. Switch User closes all the open programs in your user account.
a.
b.
Activity
False
True
(1)
(5)
(4)
(3)
Alt+Tab
Maximize
Title Bar
Windows Key +Tab
Windows Key + L
Search
Start button
Jump List
(6)
(9)
(10)
(8)
1. _______________________ bar displays the name of the document and program.
(2)
Scroll Bar
Recycle Bin
(7)
2. _______________________ bar allows you to move horizontally or vertically to move through the parts of a
file.
3. To maximize the window click on the _______________ button.
4. You can switch between the windows using _____+_____ buttons.
5. Flip 3D can run by using _____+_____ buttons.
6. ________________________ Box is the easiest way to search the files, folder or applications present in your
computer.
7. The files deleted will be stored in _____________________.
8. ____________________ is the keyboard shortcut to lock your computer.
9. ___________________ provides central launching point for application.
10. ____________________are menu options available by right clicking a taskbar icon.
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SESSION
6
Session 6 :Windows Explorer and Customizing Windows 7.
Module Two
Windows Explorer and Customizing Windows 7.
OBJECTIVES
General Objective
In this session, you will learn about Windows Explorer, Files-Folders and Libraries,
Explorer Views, Working with Files and Folders, Control Panel, Date and Time
Settings, Gadgets, Mouse Settings, Region and Language, System.
Specific Objectives
Learning Objectives
Dear Student,
1 Windows Explorer
2 Files-Folders and Libraries
What are Files, Folders and Libraries?
3
Windows Explorer Views

a. Explorer Views.
b. Navigation Pane.
c. Creating Folders and Libraries.
4 Working with Files and Folders

a. Selecting Multiple Files.
b. Copying File or Folder.
c. Moving File or Folder.
d. Copy or Move a File or Folder Using Drag and
Drop.
e. Renaming Files and Folders.
f. Hidden files.
g. Read-Only, Setting a folder to read-only.
h. Creating Files using Notepad Application.
5 Control Panel
a. Opening Control Panel.
b. Category View.
6 Date & Time Settings

a. Changing System Date and Time.
b. Calendar settings.
7 Gadgets
a. Available Gadgets.
b. Adding Gadgets.
c. View or Hide Gadgets.
8 Changing Mouse Settings
a. Mouse Pointer.
b. Changing Mouse Pointer.
c. Settings.
d. Customization.
9 Region and language Settings
a. Installing and removing Languages.
b. Changing Windows Interface. (From

English To Arabic).
10 System
Specifications of the Computer and the Operating
System..
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WINDOWS 7
Windows Explorer
Introduction
Windows Explorer is a file manager application which provides a graphical user interface for accessing the
file systems. Windows Explorer is one of the default icons in the Windows 7 taskbar.
You can also launch the Explorer by Clicking :
Start Button
All Programs
Accessories
Windows Explorer.
Files, Folders and Libraries.

Files folders and libraries are the basic elements of the computer System.
File
A file is a collection of related data or information stored in a computer, and identified by a filename.
It can be a document, picture, audio or video stream, data library, application, or other collection of
data.
Different types of files are stored with different extensions. For example, a document created using
Microsoft Word 2010 is stored with the extension .docx, while a document created using Notepad
is stored with the extension .txt
Folders
A Folder is a container in which you can store files and folders. A folder within a folder is known as
a Subfolder.
Libraries
Libraries are user-defined collections of folders. Libraries let you access and arrange items from
one or more folders quickly without moving them from their original location.
Default Libraries
By default, a new user account in Windows 7 contains four libraries, for different file types:
Documents, Audio, Pictures and Videos.
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Documents library: Used to organize and arrange word-processing documents, spread

sheets, presentations, and other text-related files.
Pictures library. Used to organize and arrange your digital pictures, whether you get them
from your camera, scanner or e-mail.
Music library. Used to organize and arrange your digital audio files, e.g. music files that you
copy from an audio CD or that you download from the Internet.
Videos library. Use this library to organize and arrange your videos, such as clips from your
digital camera, camcorder or video files that you download from the Internet.
Explorer Views
When changing the Windows Explorer view in Windows 7, you get the choice of four different icon
sizes:
Extra Large Icons.
Large Icons.
Medium Icons.
Small Icons.
You also get four other choices of types of views:
List.
Details.
Tiles.
Content.
Mostly, users choose the Details view.
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Module Two
WINDOWS 7
Navigation Pane
The Windows Explorer features a Navigation Pane on the left, with five major sections:

Favorites.
Libraries.
Computer.
Network.
The Favorites section lets you go directly to your favorite folders while
the Computer section lets you drill down through all the drives and
folders and subfolders on your computer system.
Creating Folders and Libraries
Folders, Files and libraries can be created in different ways.

Creating Folders.
The convenient way to store and organize files on your computer

is to have folders. You can create any number of folders and even store folders inside other
folders.
To create a folder on the desktop.
Right-click on blank area of the
desktop, and then point to New,
and click Folder.
Type a name for the new folder, and
then press ENTER.
Alternative way for creating folders
You can also use the New folder button

on the Windows Explorer toolbar to create a
new folder.
The following are some of the characters
that cannot be used in a folder or file name: \ / : * ? > <
Creating Library
You can also create a Library in the similar way. The steps for creating a Library are :
Click the Start button and then click your user name
This opens your Personal Folder
In the left pane, click Libraries
All your existing libraries are displayed
On the toolbar, click New library
Type a name for the library, and then press Enter.
112
Working with Files and Folders.

You can copy or move a file from one folder to another. In a similar way, you can also copy or move a
complete folder. Moving a file or folder on the same disk relocates it, whereas dragging it from one disk to
another copies it so that it appears in both locations.
Selecting Multiple Files and folders
You can select multiple files and folders by keeping the Ctrl key pressed and then clicking on
the file or folders names. To select all the files and folders in a window, click Select All on the
Organize menu or use the keyboard shortcut Ctrl + A.
Copying File or Folder
For copying a file or a folder, following are the steps:

Open the drive or folder containing the file or folder you want to copy.
Select the files or folders you want to copy.
Click the Organize button on the toolbar, and then click Copy
(Keyboard Shortcut Ctrl + c ).
Open the destination folder where you want to keep the files or folder.
Click the Organize button on the toolbar, and then click Paste.
(Keyboard Shortcut Ctrl + v ).
Moving File or Folder
To Move a File or Folder, following are the steps:

Open the drive or folder containing the file or folder you want to move.
Select the files or folders you want to move.
Click the Organize button on the toolbar, and then click Cut.
(Keyboard Shortcut Ctrl + x ).
Open the destination folder where you want to move the files or folder.
Click the Organize button on the toolbar, and then click Paste.
(Keyboard Shortcut Ctrl + v ).
Copy or Move a File or Folder using Drag and Drop
To Copy or Move a File or Folder Using Drag and Drop the following steps are required:
Open the drive or folder containing the file or folder you want to copy or move.
Select the files or folders you want to copy or move.
In the Navigation pane, point to a folder list to display the Expand and Collapse arrows.
Click the arrows to display the destination folder.
Press & hold the left key, drag the selected files or folders in to the destination folder.
The files or folders are moved if they are dragged in the same drive but they are copied if they are
dragged to any other drive.
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Module Two
WINDOWS 7
Renaming Files and Folders
To change the name (Rename) of a file or folder, you need to select it, then:

Select Organize Rename from the menu then Type in the new name. OR
Right-click on the selected item and select Rename. OR
You can use the keyboard shortcut F2
OR
Click once on the name of the selected item.
Hidden Files
Although you usually cannot see a hidden file in normal explorer view, it is an ordinary file in all
other respects.
You can make a file hidden or visible by changing its properties as below :
Right click on a file icon and then click Properties.
Next to Attributes, select the Hidden check box, and then click OK.
If you want windows explorer to display the hidden files, you need change the settings as below :
Open Windows Explorer and in the Organize menu, click on Folder and Search options.
Click View tab in the Folder and Search option window and enable Show hidden files, folders and
drives to see hidden files.
Read-Only
You can change the attribute of your important files and folders to read-only which can help in
protecting them from unauthorized changes. When a file is set to read-only, it cannot be changed.
Steps to make a file read-only :
Right-click the file that you want to set to read-only.
Choose Properties.
Click the General tab, select the Read-only check box.
Click OK.
Read-only files cant be modified, but they can be copied, moved, renamed, or deleted.
Setting a folder to read only
You can also apply read-only attribute to folder in the same way. However, it does not affect the
folder itself.
Setting a folder to read-only makes all the files currently in the folder read-only.
Any files that you add to the folder after you set it to read-only will not automatically be read-only files.
Creating Files using Notepad Application
Notepad is a basic text editing program and it is most commonly used to view or edit text files.
Steps to start Notepad:
Start Button
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All Programs
Accessories
Notepad.
Module Two
Customizing Windows 7
Control Panel
Control Panel contains the options to control overall settings of a computer system.
Opening Control Panel

To open Control Panel,
Click on Start Button Control Panel.
We can view the Control Panel icons in three different ways

i.e.,
Category.
Large icons.
Small icons.
To change the views of items in control Panel:
Click View by Category (To view control panel items in
groups).
Click View by Large Icons (To view large sized icons).
Click View by Small Icons (To view small sized icons).
Date & Time Settings

The System Date and Time is maintained by the computers internal clock. Windows uses these settings
to identify when files are created or modified.
Changing System Date and Time

We can change the System Date and time at our convenience.
To change the system date and time follow the steps below:
Click Start Button
Click Control Panel
Click Clock, Language and Region
Click Date and Time
Click Change date and time
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WINDOWS 7
Calendar Settings

Click on the link Change Calendar Settings, in the Date and Time Settings dialog box.
In the Customize Format window, you may change the date format on the Date tab.
Use the Time tab to change the time format.
Click OK when done.
You may use the Region and Language window to specify other settings. Click OK in this window
and then OK once again in the Date and Time Settings window.
Gadgets
Gadgets are graphical utilities that provide quick functionality, such
as weather, stock ticker, and headlines, from the desktop. Gadgets
can be moved anywhere on the desktop.
Available Gadgets
In order to see the gadgets available, right-click on the desktop

and click Gadgets. You can download additional gadgets
online from the Windows website by clicking on Get more
gadgets online in the bottom-right corner.
Adding Gadgets
To add gadget follow the steps below:
Right-click on desktop click Gadgets Choose a gadget from the available gadgets.
Double-click the gadget to add it or simply drag it from the Gadget Gallery to the desktop.
View or Hide Gadgets
To display the gadgets follow the steps given below:
Right-click on the desktop View

Click on the option Show desktop gadgets to set the check mark and Enable it.
To hide gadgets follow the steps given below

Right-click on the desktop View
Click on the option Show desktop gadgets to clear the check mark and disable it.
116
Changing Mouse Settings

Mouse Pointer
A Mouse pointer is an indicator used to show the position on a computer monitor.
Changing Mouse Pointer
We can change the Mouse pointer by following the steps given

below :
Click on Start Control Panel (view by- large or small icons).

Click Mouse, click Pointers tab then select Scheme.
Click OK.
If you want to select pointer from other list of pointers click Browse, then
select pointer.
Settings
You can see the scheme that has been applied to your mouse
pointer in the Scheme box.
The Customize list displays a set of pointers for the scheme that will be displayed during various
activities such as selection, working in background, etc.
You may select a new scheme by clicking the down arrow in the Scheme box.
Customization
To change an individual pointer, click it in the Customize
list. Then click Browse. In the window displayed, click the
pointer you want to use, and then click Open.
You may use the other tabs such as Buttons, Pointer
Options and Wheel to specify other mouse settings.
Click OK when you are done.
Region and Language

You can add input languages in Windows 7 and switch between the keyboard languages.
Installing and Removing Languages

Following are the steps for changing the keyboard language :
Click on Start button Control Panel
Ensure the option View By: is set to Large Icons and Select Region and Language.
Click on Keyboards and languages tab
Click on Change Keyboards button
Click on Add button
Select a language (Arabic- Saudi Arabia) from the mentioned list and click on OK
Click on Apply and OK.
Now you can start typing in the recently added language (Arabic- Saudi Arabia)
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Module Two
WINDOWS 7
Changing Windows Interface
You can set your preferred language to be the Windows Interface Language or windows display
language. Once you have set your preferred language for the windows display language, you will see it
most often in Windows and in the applications. Even the interface is changed based on the direction of
the language (left-to-right or right-to-left.)
Following are the steps to change the Windows Interface Language from English to Arabic:

Click on Startbutton, Click Control Panel.
Ensure the option View By: is set to Large Icons and Select Region and Language.
Click theKeyboards and Languagestab.
UnderDisplay language, Click on the drop-down list Choose a display language:
Select your preferred language from the list.
Click OK.
118
System
Specifications of the Computer and the Operating System
We can check the specifications of our computer by following the steps given below:
Click on the Start Button Control Panel

Ensure the option View By: is set to Large Icons and Select System
In the displayed window, we can check different specifications about our computer such as computer
name, Network Domain, Windows edition, etc.
The most important thing is to know the following specifications of any computer we are using:
Windows Edition.
Memory Size (Installed RAM).
Processor Speed and Type.
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Module Two
WINDOWS 7
ACTIVITIES
Activity
1. A ______________is an item that contains a collection of related information
a. File
b. Folder
c. Library
d. All of these
2. A folder within a folder is called ________________
a. Super folder
b. Subfolder
c. Major folder
d. Inside folder
3. By default, a new user will have ___________ libraries
a. Documents, Music, Picture, Videos
b. Desktop, Music, Picture, Videos
c. Document, MS-Word, Pictures, Videos
d. None of these
4. ________________ contains the options to control the overall settings of the computer system
a. Control Panel
b. Taskbar
c. Menu bar
d. All of these
5. The System Date and Time is maintained by ____________
a. Computers internal clock
b. Hard Disk
c. Software
d. None of These
6. __________________ are graphical utilities that provide quick functionality such as weather, headlines, etc.
a. Gadgets
b. Icons
c. Tooltips
d. None
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7. We cannot Hide/Show the Gadgets

a. False
b. True
8. _______________ is an indicator used to show the position on a computer monitor
a. Mouse pointer
b. Gadgets
c. Notepad
d. None of these
Activity

(4)
Currency
(2)
Weather forecasting
(1)
Control panel, System
(5)
Arrow
(3)
Desktop
1. To check the system specification click on start ____________ _____________

2. Gadget is a graphical utility that provides quick functionality on the things like ________________
3. To view the gadgets right click on _______________
4. _______________ gadget shows the conversion of money
5. Mouse pointer has a(n) _______________ shape by default.
121
Module Two
WINDOWS 7
122
Module Three
WORD PROCESSING
Session 7: Getting Started

Session 8: The Home Tab 1/2.
Session 9: The Home Tab 2/2, Insert Tab 1/3. .
Session 10: Insert Tab 2/3.
Session 11: The Insert Tab 3/3 & The Page Layout Tab.
Session 12:The References Tab and The Review Tab.
Session 13: The View Tab and Other Features of MS-Word 2010.
Module Three
SESSION
7
Getting Started
Session 7 :Getting started
OBJECTIVES
General Objective
In this Session, you will learn about the Overview of word processing, User Interface
and creating a simple document, Navigating through a Document and The File Tab:
Specific Objectives
Learning Objectives
Dear Student,
1 Overview of Word Processing
a. What is Word Processing?

b. Microsoft Office 2010.
c. Starting Word 2010.
2 User Interface
3 Creating a Simple Document
a. Creating a New Document.
b. Entering Text, Use of Enter & Tab
key.
c. Selecting Text.
d. Using delete & backspace key
e. Use of Undo & Redo option.
4 Navigating through a Document
a. Navigation in the document using:
Mouse, Scroll bars, keyboard shortcuts.
b. Using Navigation pane to search

specific text to browse the pages
in your document.
c. Using Go To option.
5 The File Tab:
a. Saving a Document.
b. Use of Save As option.
c. Closing a Document.
d. Opening an existing Document.
e. Opening a Recent Document.
f. Pinning a Recent Document.
g. Printing a document.
h. Print Setting.
i. Using Quick print tool.
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WORD PROCESSING
LEARNING
Getting started
Overview of Word Processing
What is word Processing?
A word processing enables you to create a document, store it electronically on a disk, display it on a
screen, modify it by entering commands and characters from the keyboard, and print it on a printer.
These documents can be closed and opened again to continue working on them.
Examples of word processing software: Microsoft Word, Apple Pages, Applix Word Linux, etc.
Microsoft Office 2010

Starting Word 2010
Microsoft office is a complete package or suite from Microsoft Corporation, which consists of
applications such as MS Word, MS Excel, MS PowerPoint, MS Access, MS Publisher, and MS Outlook
etc. There are many versions of MS office like MS Office 2007, MS office 2010, MS office 2013 , MS
office 2016 , etc . .
Word 2010 is a word processor that allows you to create various types of documents such as
Letters, Flyers, Brochures, Manuals, CVs and more.
To start MS Word 2010 follow the steps below.
1. Click on Start Button.
2. Click All Programs.
3. Click on Microsoft
Office.
4. Click on Microsoft
Word 2010.
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Module Three
User Interface
User Interface - MS Office 2010
Quick Access Toolbar
A quick access toolbar is a

customizable toolbar that
contains commands to perform
common actions such as
saving a document, undoing
your last action, or repeating
your last action.
127
Interface is a set of commands or menus through which a user communicates with a program.
The Microsoft Office 2010 user interface is quite uniform across its components. Microsoft Office
2010 offers a more refined user interface along with more interesting tools. The user interface of
MS Word 2010 is shown below.
WORD PROCESSING
What is a Ribbon?
A ribbon is a set of toolbars placed on several tabs. These Ribbons are composed of groups which
contain logically related commands..
The ribbon is the area above the document workspace as shown in figure above. Each tab contains
a long Ribbon and each ribbon is divided into groups as shown in the following figure.
Contextual Tabs
These are special tabs, which appear when we insert or select some objects like pictures, charts, tables
etc. The contextual tabs contain the controls you need to format items like tables, pictures and text
boxes.
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Module Three
Dialog Box Launcher
The Dialog Box Launcher is a button with a small arrow on it which appears in the lower-right corner
of many groups. Clicking it opens a dialog box that provides additional options related to that group.
It is the white area in the middle where document is typed or work is done.
Insertion Point
The insertion point is the place in the document where you can insert text, images, graphics etc.
Scroll Bars
There are two scroll bars, vertical and horizontal, which scroll your document up, down and left, right
respectively.
Status Bar
Status bar consists:
1. Number of pages and words in the document and language on the left
2. Different views of the document and zooming slider on the right
View Buttons
These buttons are located on the right side of the status bar. These buttons allow you to view your
document in different views. MS-Word can display a document in five views. These are Print Layout,
Full Screen Reading, Web Layout, Outline, and Draft. You can also switch between views by using
the View tab.
Zoom Buttons
The zoom buttons allow you to zoom in or out of the document. These buttons are located on the
corner right side of the status bar.
129
Workspace/ Work Area
WORD PROCESSING
Adding Commands to Quick Access Toolbar
The quick access toolbar allows you to add frequently used commands so that they are readily
available. To add commands to quick access toolbar, just follow the below mentioned steps.
1. Click Customize the Quick Access Toolbar, and then click More Commands.
2. In the Choose commands from list, click Home Tab.
Click Here
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Module Three
3. Choose the command, click Add, and then click OK.
Click Add
Select
Commands
Click Ok
Removing Commands from Quick access toolbar
To remove the command from the quick access toolbar .

1. Right click on the command that you want to remove.
2. Then Click on remove from Quick Access Toolbar.
.
131
WORD PROCESSING
Minimize Ribbon
The ribbon button is located on the right side of the ribbon near the MS Word 2010 help button. This
option allows you to maximize the work area by minimizing the ribbon or again maximizing the
ribbon if minimized already.
Using Help
The help button is a command that users can click to display the help system of an application. Help
button is available on the right side corner of the ribbon near the minimize/maximize ribbon button.
You can see the help button listed in the File Tab
Tooltip
When you move your mouse over most command buttons, a Tooltip is displayed. This provides a
brief description about that command button. Equivalent keyboard shortcuts are also displayed if
applicable. By default, MS Word shows document tooltips when you place your mouse cursor on a
button, but this option can be turned off.
Follow the steps given below to turn off tooltips:
1.
2.
3.
4.
132
Click on the File Tab.

Click on Options.
Click on General
Under User Interface options, set ScreenTip Style to Dont
Show screenTips.
Module Three
Using Access keys
Creating a New Document in MS Word 2010
To create a New Blank document , when an existing word document is open .

1. Click on file tab .
2. Click on new command.
3. Choose blank document
4. Then click on create button.
You can also create a new document using a predefined templates as required
A Template is a pre-designed document created for common

purposes such as a fax, invoice or business letter.
To create a Word document follow the sequence as given in the following figure:
133
Access keys are a set of keyboard shortcuts used to access the Ribbon. They relate directly to the
tabs, commands, and other things that you see on the screen. You first need to press the Alt key.
You then see little labels, or badges, showing the Key Tips for all the tabs. After you press a key to
activate a particular tab, the badges showing the Key Tips for the commands on that tab appear.
Every single command on the Ribbon and
the Quick Access Toolbar has an access
key, and every access key is assigned a
Key Tip. Press the Alt key once again to
hide the Access keys.
WORD PROCESSING
Entering Text, Use of Enter & Tab Key
Whenever a new document is created, the flashing cursor is always seen at the beginning of very
first line. Now were ready to start typing text. This involves pressing the keys on the keyboard. As
you press any alphabet key on the key board, that alphabet is inserted before the cursor or the
insertion point and the cursor moves one position ahead.
Press the Spacebar to leave a space between each word. Press Enter, this moves the cursor to the
next line. Press Enter once again to leave a blank line. Tab key makes the cursor to jump forward up
to some spaces. When you want to insert more than one blank space between words, you may use
the Tab key instead of pressing the spacebar multiple times.
Selecting Text
You can select text by two ways, by using mouse or by keyboard. Text is selected by placing a
mouse cursor at the beginning of text and dragging the mouse over the text by holding left button
of mouse to continue the selection of text. For selecting text by keyboard, use Shift + Navigation
Keys (, , , ).
A single word can be selected by double clicking on it. To select a paragraph,

position the mouse on the paragraph and click 3 times. To select the entire
document, Press Ctrl+ A from keyboard. To deselect text, click anywhere
outside the selected area.
Using Delete & Backspace Key
In order to delete a section of text from the document, select it and press Delete key or Backspace
key. Delete key or Backspace key is also used to remove the individual characters. Delete key
is used to delete characters to the right of the insertion point. Backspace key is used to delete
characters to the left of the insertion point.
Ctrl+Delete key combination is used to delete the entire word which is on the right of insertion
point. And Ctrl+Backspace is used to delete the entire word which on the left of insertion point.
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Module Three
Use of Undo & Redo Option
Keyboard Shortcut
Undo
CTRL+Z
To reverse your last action, You can reverse more than

one action.
Redo
CTRL+Y
To reverse your last Undo, You can reverse more than

one action that has been undone. You can use Redo
command only after Undo command.
Select all
CTRL+A
To perform a function on all the content in the text editor,

you need to select it all. Place the cursor anywhere in the
text editor and press CTRL+A.
135
Sometimes after making some changes, you may decide that they are not necessary. You can
reverse your last action by using the Undo command. To undo any action, you can select Undo
from the Quick Access toolbar or use the keyboard shortcut Ctrl+Z.
Redo command is used to perform the actions which has been undone by undo command.
To perform redo command select Redo from the Quick Access Toolbar or use the keyboard shortcut
Ctrl+Y.
WORD PROCESSING
Navigating through a document
Navigation in the document using: Mouse, Scroll bars, keyboard shortcuts
Navigation through a document means moving across the whole document in up, down, left and
right directions. Navigation is possible either by mouse, or by keyboard shortcuts or by horizontal
and vertical scroll bars.
keyboard allows us to navigate through a document using the four arrow keys.

Left arrow key navigates the document in left direction.

Right arrow key navigates the document in right direction.
Up arrow key navigates the document in up direction.
Down arrow key navigates the document in down direction.
Mouse also allows you to navigate easily through a document in left, right, up and down directions.
Vertical and Horizontal scrollbars allows you to navigate through the document in up-down and
left-right directions respectively.
To start navigate through a document, one needs to select a starting point anywhere in the document
by clicking at a desired position.
To navigate left and right, one has to use horizontal scroll bar as shown in figure.
Point the mouse on horizontal scroll bar
Hold left key and start dragging the mouse in left and right direction.
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Module Three
Using Navigation pane to search specific text to browse the pages in your document
Using Go To Option
Go To option takes you directly to the required page, section etc., by inserting desired page number.
This option is available under Find menu of Editing group in the Home Tab.
137
In Word 2010, Microsoft has introduced a new and improved navigation experience with the
Navigation Pane. With the help of navigation Pane, you can search specific text and even browse
the pages in the document. To open the navigation pane, activate the View tab and in the Show
group, check the box of Navigation Pane. By default the navigation pane opens at the left of your
document window.
WORD PROCESSING
The File Tab
File tab is used for Saving, Closing and Printing a document. It has Option button, which you can use to
customize Word options.File menu which is also called the Backstage View.
Saving a Document
Saving your work at regular intervals is very important. This will prevent data loss due to power
failure or unforeseen circumstances. A regular document is saved with the extension .docx
There are three ways to save document:
1. Click the File Tab and select Save.
2. Click the Save icon on the Quick Access toolbar.
3. Use the shortcut keys Ctrl+S.
Use of Save As option
When you save a new file for the first time , the Save As dialog box is displayed. You can specify
the name, folder and location for the file and then click Save. Save As option is used to save an
existing file with a new name, different location and different format (Like .Pdf, .doc, .dotx etc. ). To
use Save As option.
1) Click the File tab and select Save As option.
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Module Three
2) Select a folder where you would like to save the document, Enter file name of your document and
Select Save As type, by default it is .docx format. You can change the format type like .pdf,
webpage, and word template etc. Finally, click on Save button to save your document by given
name.
We have different ways to close a document

1. Click on file Tab than Click Close.
2. Click on the X button at the top right corner of the title bar.
3. You can also use keyboard shortcut Ctrl + W to close the document.
To exit the word application, you can use Exit option from the file tab. it will close all open
documents.
If you are closing an unsaved document, MS-Word will ask you to save your document before
closing it.
Opening an Existing Document
To open an existing document

1) Click the File tab and select Open option.
2) This will display a file Open dialog box, where you can browse and select file, which you want to open.
3) Click Open button
This will open your selected file. You can use Open Read-only option if you are willing just to read the
file and you have no intention to modify i.e. to edit the file. Other options can be used for advanced
usage.
139
Closing a Document
WORD PROCESSING
Opening a Recent Document
To open a recently used document, you may click on the File Tab and then click Recent. Now click
on a document name from the Recent Documents list in the central pane.
You can also access a document in any of the recently used folders in the Recent Places list. For
this, click on a folder name and navigate to the required document in the Open window and click
Open.
Right-clicking the Word Taskbar button displays a Jump List displaying a list of
recently used documents. You can open a document by clicking on an item from
the list.
Pinning a Recent Document
When the list of recent documents is full and you open a new/ existing document, the last document
in the list is removed from the list. You may wish to have certain important documents displayed
in this list at all times for quick access. For this, you may pin them to the Recent Documents list.
Each document in the list is marked by an inactive pin. You can pin a document by clicking its pin
to transform it into an active pin. This ensures that this document will never be removed from the
recent list. To unpin a document, simply click its pin to transform it back to an inactive pin.
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Module Three
Printing a document
To print a document
1. Click on file Tab
2. Click on print command. (Print interface
will be displayed). You can see the preview
of the page in which the cursor is currently
positioned.
3. You can also use Ctrl + P shortcut keys to
print a Document
.
Print Setting
In the central pane, specify the number of copies

required at the top. Other default settings are also
shown. You might need to change some of them.
141
WORD PROCESSING
Using Quick Print Tool
You can simplify the printing process by adding the Quick Print link to the Quick Access Toolbar. The
Quick Print command does not show the option screen. It automatically chooses the settings and
Printer that was last chosen and prints accordingly. So it comes in handy when you consecutively
print a lot. To add this command to the Quick Access Toolbar, click on the arrow at the right end and
click on Quick Print.
Keyboard Shortcuts :
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Module Three
ACTIVITIES
1
Encircle the Correct Option from the multiple choices for each of the following
statements :
I.
2.
3.
4.
5.
6.
7.
Examples of Word Processing Software __________

a)
Microsoft Word
b)
Apple Pages
c)
Applix Word Linux
d)
All of the above
Word 2010 is a word processor that allows you to create various types of documents such as _____________
a)
Letters, Flyers, Brochures, Manuals, CVs and more
b)
Format a document
c)
Edit a document
d)
Save and Retrieve documents
MS Word 2010 Ribbon is composed of _________________
a)
Tabs, Groups, and Commands
b)
Commands only
c)
Groups only
d)
Tabs only
A Contextual tab does Not appear when you select _____________
a)
Object
b)
Image
c)
Symbol
d)
Text
The Zoom buttons allow you to _____________
a)
Zoom in or out of the document.
b)
Delete document
c)
View Document
d)
None of above
To delete an entire word to the right of the insertion point, you can use the keyboard shortcut__________
a)
CTRL + Backspace
b)
CTRL + End
c)
CTRL + ALT + Delete
d)
Ctrl + Delete
Shortcut for the Redo is _____
a)
Ctrl + Z
b)
Ctrl + S
c)
Ctrl + C
d)
Ctrl + Y
143
Activity
WORD PROCESSING
8.
9.
10.
11.
We can easily add or remove commands in _____________.

a)
Title bar
b)
Status bar
c)
Quick Access Toolbar
d)
Scroll bars
The Insertion Point indicates the place in the document where you can insert _____
a)
Text only
b)
Images only
c)
Graphics only
d)
Text, Images & Graphics
You can select text by two ways, by using ________ or by __________
a)
Mouse, Joystick
b)
Keyboard, Scanner
c)
Mouse, Keyboard
d)
None of the above.
What is the shortcut key for initiating the Print command _____
a)
b)
c)
d)
12.
A regular Word document is saved with the extension ________
a)
b)
c)
d)
13.
Ctrl+P
Ctrl+Alt+Q
Ctrl+S
Ctrl+D
.dot
.docx
.dom
.txt
You can also save an existing file with a new name, different folder, different location and different
format (.pdf, .doc, .dotx etc.,) using the ________________ option.
a)
b)
c)
d)
Activity
File tab Save As

Home tab Save As
Home tab Format painter
None of above.
Practice the following MS Word features by yourself :
1. Practice Save and Save As option and understand the difference.

2. Practice how to change the Paper Size of a document while you issue a print command.
3. Practice how to Open a word document from a USB flash memory.
4. Practice how to use Print preview.
144
Module Three
SESSION
8
The Home Tab 1/2.

Session 8 :The Home Tab 1/2.
OBJECTIVES
General Objective
In this Session, you will learn about the Introduction, Clip board group, Font group
and Paragraph group of Home Tab.
Specific Objectives
Learning Objectives
Dear Student,
1 The Home Tab - Introduction
2 The Clipboard Group:
a. Copy.
b. Cut.
c. Clipboard Task Pane.
d. Paste.
e. Paste Options.
f. Format Painter.
g. Using Drag and Drop.
3 The Font Group:
a. Font, Font Size
b. Grow Font and Shrink Font
c. Font Color
d. Bold, Italic, Underline, double Underline
e. Change Case.
f. Text Highlight Color.

g. Text Effects.
h. Clear Formatting.
i. Strikethrough, double Strikethrough
j. Subscript and Superscript.
k. The Font Dialog Box.
4 The Paragraph Group:
a. Alignment.
b. Indentation.
c. Using the Ruler for Indentation.
d. Line Spacing.
e. Bullets.
f. Numbering.
g. Borders.
h. Shading.
i. The Paragraph Dialog Box.
145
WORD PROCESSING
LEARNING
The Home Tab
Introduction
The Home Tab
Home tab is generally used for formatting of document. We can use effects like bold, italic, underline,
size of text, alignment of text, Quick styles and formatting whole paragraph etc. You can also use it
for finding and replacing text.
The Home Tab commands are divided into five groups. A brief description of each of them is given below.
Group
Clipboard
Font:
Paragraph
Description
This group contains the main editing commands such as Cut, Copy and Paste.
This group commands enable you to modify and enhance the appearance of your text.
This group commands enable you to format complete paragraphs.
Styles
This group commands enable you to apply pre-defined formatting instructions.
Editing
This group commands help you to find and replace text as well as make selections.
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Module Three
The Clipboard Group
A clipboard is a temporary storage area where text or other data which has been cut or copied from a file,
is stored.
Copy
The Copy icon is used to copy a selection to the Clipboard.
1. Select the text you want to copy.

2. Click Copy from clipboard group as shown in
figure or press CTRL +C.
3. Bring the mouse pointer to the place you want to
paste and click Paste option as shown in figure or
press CTRL+V.
Cut
The Cut icon is used to move a selection to the

Clipboard.
1. Select the text you want to cut.
2. Click cut from clipboard group or press CTRL +X.
3. Bring the mouse pointer to the place you want to paste and click Paste option from Clipboard
group or press CTRL+V.
Clipboard Task Pane
The Clipboard Task Pane is used to view the contents of the Clipboard.
On the Home tab, in the Clipboard group, click the Dialog Box
Launcher to display the Clipboard Task Pane. Here you can see all
items that you have copied or cut.
The Paste All button is used to insert the complete contents while
Clear All clears all the contents. Click any item to insert it individually.
Paste
The Paste icon is used to insert the latest copied or cut item from the
Clipboard into the document.
Click Paste or use the shortcut Ctrl+V, then contents of the clipboard are placed at the current
cursor position.
147
The First group in Home tab is clipboard group. This group contains the main editing commands such as
Cut, Copy and Paste.
WORD PROCESSING
Paste Options
When you paste an object or some text, a small Paste Options icon is displayed. Click this to view
the various Paste Options:
1. Keep Source Formatting preserves the look of the original text.
2. Merge Formatting changes the formatting so that it matches
the text that surrounds it.
3. Keep Text Only removes all the original formatting from the
text.
Format Painter
The Format Painter command is used to copy the

formatting applied to a section of text to another
section of text.
1. Select the section of text which has formatting applied.
2. From Clipboard group, click Format Painter.
3. Your mouse pointer changes to a paint brush. Now
drag it over the text to which you wish to apply the
formatting.
If you wish to apply the selected formatting at multiple places, double-click the
Format Painter icon. You can then drag over multiple areas. Press Escape Key
when done.
Using Drag and Drop
Copying or Moving text/object using Mouse is called drag and drop.

To Move Text or objects using the Mouse:
1. Highlight the portion of the document you wish to move
2. Click on the highlighted text and, holding the mouse key, drag it to the new place in your
document
3. Release the mouse key
To Copy Text Using the Mouse:
1. Highlight the portion of the document you wish to copy
2. Right Click on the highlighted text and hold it, drag the text to the new place in your document
and release the mouse key.
3. When you release the mouse key, select Copy Here from the pop up menu
148
Module Three
The Font Group
The second group of Home tab is Font group. This group consists of commands that enable you to modify
and enhance the appearance of your text.
Font
Changing Font of text:

1) Select the text.
2) Select the desired font from available fonts.
149
A Font is a design for a set of characters. The Font box is used to change the font of selected text.
WORD PROCESSING
Font Size
The Font Size box is used to change the size of selected text.
To Change size of the text:

1) Select the text you want to change (increase/decrease)
size.
2) Go to the font group and change text size from font size
menu.
Grow Font and Shrink Font
The Grow Font icon is used to proportionately increase the size

of selected text. This icon enables you to increase the font size
without specifying the actual size in points. Similarly, the Shrink
Font icon is used to proportionately decrease the size of text.
Font Color
Font color is the text color. The Font Color icon is used to change
the color of selected text. Using different colors makes text more
attractive.
Changing Font color:
1) Select the text for which you want to change the text color.
2) Go to Font Color button of font group and select the color you
needed as shown.
Font Style: Bold, Italic, Underline
The Bold icon is used to make text appear darker and thicker.
The Italic icon is used to make the characters of selected text slant to the right.
The Underline icon is used to draw a line below text. on clicking the small arrow besides underline
icon, more underline options are available like Double
Underline Thick Underline Etc
you can also use the shortcuts Ctrl + B to Bold text, Ctrl + I
to Italic text and Ctrl + U to Underline text.
Bold
1) Select the text to which you want to apply bold effect.

2) Go to the Font group and Click on B button.
In the same way you can change the text to italic (I) and
underline (U) .
150
Italic
Underline
Module Three
Change Case
You can change the letter cases as follows:

Sentence case (Only the first letter of
sentence is capital letter).
lowercase (will change selected text in
small letters).
UPPERCASE (will change selected text in
capital letters).
Capitalize Each Word (will make first letter
of each word capital)
tOGGLE cASE (changes
capital letters to small &
small to capital).
To Change Case:
1) Select the text for which
you want to change case.
2) Go to Change Case button
of font group and select the
case you needed as shown.
Text Highlight Color
The Text Highlight Color icon is used to make text look

like it was marked with a highlighter pen.
1) Select the text you want to highlight.
2) Go to text Highlighting Color button of font group
and select the color you want.
Text Effects
The Text Effects icon is used to apply various effects

to selected text. Additionally, you can select Outline,
Shadow, Reflection and Glow effects from the list.
1) Select the text to which you want apply text
effects.
2) Go to Text effect button of font group and select
the effect.
151
WORD PROCESSING
Clear Formatting
Clear format is used to clear or remove all the changes

or formatting done with the text but not to remove the
text.
1) Select the text to which you want clear
formatting.
2) Click on Clear Format button of font group.
Strikethrough
The Strikethrough icon is used to draw a line through the

middle of selected text so that it indicates the text is stroked/
cancelled out. we can also apply Double Strikethrough from
effect option available in font dialog box.
Subscript and Superscript
The Subscript icon is used to create small letters below the text baseline.
Similarly, the Superscript icon is used to create small letters above the line of text.
1) Select the text that you want to make as superscript or subscript.
2) Go to the font group and click X2 (subscript) or X2 (superscript) button as required.
Subscript Superscript
The Font Dialog Box
The Font dialog box is used to apply a combination of various

formatting effects.
1) In the Font group, click the Dialog Box Launcher to display
the Font dialog box.
2) Choose the effects as per your requirements and click OK.
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Module Three
The Paragraph Group
The third group of Home tab is Paragraph group. This group consists of commands that enable you to
format complete paragraphs.
Alignment
Alignment refers to the way text is positioned

horizontally in a given space.
There are four types of text Alignments:
Left: make text align left (Ctrl + L).
Centre: make text align center (Ctrl + E).
Right: make text align right (Ctrl +R).
Text Alignment
Justify: make text align justify (Ctrl +J).
Indentation
Indentation determines the distance of the

paragraph from either the left margin or the right
margin.
1) In the Paragraph group, click Increase Indent
to move the paragraph to the right.
2) Click the same icon once again to move it further.
3) Now click Decrease Indent twice to move the paragraph back to its original position.
Using the Ruler for Indentation
You can also use the horizontal Ruler just below the Ribbon for Indentation. If you do not see the Ruler,
click the View Ruler button at the right corner just above the vertical scroll bar.
Click this button

to change
indentation
View
Ruler
button
153
WORD PROCESSING
Line Spacing
The Line Spacing icon is used to change the spacing

between lines of text or the spacing before or after
paragraphs.
1) Select the lines/paragraphs to which you want to
apply line spacing.
2) Click on line spacing icon in paragraph group and
choose the line spacing.
Bullets and Numbering
Bullets and Numbering helps you to list any text in an ordered or unordered form.
1) Select the text to make list.
2) Click on Bullets or numbering button of paragraph group as shown.
Bullets
154
Applying Bulleted list
Numbering
Applying Numbered list
Module Three
Borders
This button applies borders around the selected text.

1. Select the text for which you want to apply border.
2. Click on Border button of paragraph group and
choose the border needed.
Shading
Shading command is used to change the color behind the

selected text, paragraph or table cell.
1. Select the text or line to apply shade.v
2. Click on shading button of paragraph group as
shown.
The Paragraph Dialog Box
The Paragraph dialog box is used to apply a combination

of various paragraph formatting effects.
155
WORD PROCESSING
ACTIVITIES
Activity
statements :
1. The ____ command is used to copy the formatting applied to a section of text to another section of
text.
a) Format Painter
b) Format Brush
c) Text Format
d) Paint format
2. A clipboard is a temporary storage area where text or other data which has been _________ from a file is
kept until it is pasted into the same or another file.
a) Copied only.
b) Cut or Copied
c) Cut only
a) None of the above.
3. The ______ icon is used to create small letters below the text baseline.
a) Superscript
b) Subscript
c) Italic
d) Underline
4. The ___________ icon is used to change the spacing between lines of text or the spacing before or after
paragraphs.
a) Bullets
b) Center Align
c) Font Color
d) Line Spacing
5. Indentation determines the _______ of the paragraph from either the left margin or the right margin.
a) Style
b) Line spacing
c) Distance
d) Numbering
6. Which of the following is the shortcut key to Underline text __________
a) Ctrl + B
b) Ctrl + I
c) Ctrl + U
d) Ctrl + V
7. The Strikethrough icon is used to draw a line ________ of selected text in order to represent the selected
text as stroked/ cancelled.
a) Through the middle
b) At the top
c) At the bottom
d) All of the above
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Module Three
Session 9 :The Home Tab 2/2. Insert Tab 1/3.
SESSION
9
The Home Tab 2/2. Insert Tab 1/3.
OBJECTIVES
General Objective
In this session, you will learn about the Styles group, Editing group of Home Tab
and The Pages group, The Tables group of Insert tab.
Specific Objectives
Learning Objectives
Dear Student,
1 The Styles Group:
a. Applying Heading styles to text.

2 The Editing Group:
a. Find.
b. Replace.
c. Replace All.
d. Selecting Text and objects.
3 The Insert Tab -Introduction
4 The Pages Group:
a. Cover Page.
b. Blank Page.
c. Page Break.
5 The Tables Group:
a. Inserting a Table.
b. Explain contextual tabs Design &
Layout.
c. Entering Table Data.
d. Sizing and Moving a Table.
e. Use contextual Layout tab to insert
additional rows or columns.
f. Merging Cells.
g. Splitting Cells.
h. Apply table styles.
i. Converting Text to a Table.
j. Converting a Table to Text.
k. Deleting a Table.
157
WORD PROCESSING
LEARNING
The Home Tab
The Styles Group
A style is a set of formatting characteristics, such as font name, size, color, paragraph alignment, and
spacing. Some styles even include borders and shading.
The fourth group of Home tab is Styles group. This group commands enable you to apply pre-defined
formatting to text. These styles provide enhanced look to topics, subtopics, etc.
Applying Heading styles to text
Select text and then click the Heading 1 style (or any Heading style) from Styles group.
The Editing Group

Editing group enables you to select, modify, replace, or search text patterns in your document.
Find
Find button enables you to search the text or a phrase in the whole document.
After Clicking on Find button, Navigation pane will appear in the left where you can type the word
or phrase to search in the whole document. Below the search box, you will get the total number of
words available in the document.
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Module Three
Replace, Replace All
Selecting Text and objects
Select button in Editing group is used to select text or

objects in the document.
Keyboard Shortcuts
159
Replace button enables you to replace the text or phrase with other text or phrase in the document.
1. Click Replace option from Editing group.
2. This displays the Replace tab of
the Find and Replace dialog box.
3. Enter the text you wish to find in
the Find what box and the text
with which you wish to replace it, in
the Replace with box.
4. Click the Replace button.
5. You may click the Replace All
button to replace all occurrences of
the searched text by the new text.
WORD PROCESSING
The Insert Tab

Introduction
The Insert Tab
The Insert Tab is the third tab in Microsoft Word 2010. This tab has a lot of useful features that
enable you to insert things like pictures, clip art images, shapes, SmartArt graphics, Charts etc.
The various groups of Insert Tab are:
Groups
Use
Pages:
Used for inserting a Cover page, new blank pages and page break.
Table
Used to insert table
Illustrations:
Links:
Header & Footer:
Text:
Symbols:
Used for inserting picture, various shapes etc.

Used for hyperlinking and bookmarks
Used to insert header & footer and page number.
Used for inserting various text boxes, date & time as well as wordart etc.
Used for inserting various symbols and math equations.
The Pages Group

This group contains the commands which you can use to
insert a cover page, a blank page or a page break.
Cover page
A cover page is the very first page of any article or book

etc. The Cover Page icon is used to insert a cover page
at the beginning of the document.
On cover page, we write information
like subject/title/topic with name
or something. A good cover page
draws the attention of the reader.
To insert a cover page in your
document:
1. Click on Insert tab.
2. Click on cover page button of
Pages group.
3. Select the desired cover page.
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Module Three
Blank Page
The Blank Page icon is used to insert a blank page

at the current cursor position. This is useful when you
need to insert a new page between two existing pages.
1. Click on insert tab.
2. Click on Blank page button of Pages group.
Page Break
The Page Break icon is used to position the cursor on

the next page. This is useful when you want to write on
the next page even though there is some blank space
at the bottom of the current page. In page break, the
cursor will move to next page immediately, breaking a
page into different pages.
2. Click on Page Break button of Pages group.
The Tables Group

A table contains data or information in the form of rows and
columns. In a table, column is a vertical part and row is a
horizontal. An intersection of column & row is called Cell.
Each column has a heading, which is called column heading.
Inserting table

2. Click on Table button of Tables group.
3. Move mouse on the squares (as shown in figure) to select
number of rows and columns as required. Or Click on Insert
Table option from list, It will open an insert table dialog box.
4. In the Insert Table dialog box, enter the Table size in
respect of number of columns and rows.
161
WORD PROCESSING
Contextual Tabs for Table (Design and Layout)
When your cursor is within a table, two contextual tabs named Design and Layout appear under
the heading Table Tools. These tabs provide commands for editing table.
Entering Table Data
Click a cell in the table and enter your data. Press Tab key to move to the next cell. Use the arrow
keys to move between cells.
Sizing and Moving a Table.
You can change the size and position of a table as required. When you rest the mouse pointer over
a table, you see a resize handle at the bottom right corner and a four headed arrow at the top left
corner.
To quickly change the overall table size:

1. Drag the resize handle at the bottom right corner of the table to an appropriate size.
2. To change the width of a column or the height of a
row, place the pointer on a boundary and drag when
it appears as a two headed arrow.
3. To move your table, place the pointer on the top left
corner and drag with your mouse to a new location.
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Module Three
Use contextual Layout tab to insert additional rows or columns.
1.
2.
3.
4.
5.
Click in the table where you need additional rows or columns.

Click the contextual Layout Tab.
In the Rows & Columns group, select Insert Above to insert a row above the current row.
Select Insert Below to insert a row below the current row.
Similarly, Insert Left inserts a column to the left and Insert Right inserts a column to the right.
Merging Cells
Combining two or more cells together into one cell is called merging cells.
To merge cells:
1. Select the cells to merge.
2. Click on Merge cells button from Merge group of Layout Tab.
Cells before Merge After Merge
163
You can insert additional rows or columns in the table using contextual Layout tab.
WORD PROCESSING
Splitting Cells
Split the selected cells into multiple new cells.

1. Click in a cell, or select multiple cells that you want to split.
2. On the Layout tab, in the Merge group, click Split Cells.
Split cells dialog box will be appeared.
3. Enter the number of columns or rows that you want to split
the selected cells into and click OK.
Applying Table Styles.
A quick way of formatting a table automatically is to

use the Table Style. To apply table Style.
1. Select the Table, Click on Contextual Design
Tab.
2. Then In the Table Styles Group, click on
More arrow to display the complete gallery
of styles.
3. Move your mouse over the styles to preview
how the table will look if you select that style.
4. Then click on a suitable style for your table.
Shading & Borders
Shading is used to highlight some or the complete table data. Border is the outlining of a table cells,
rows, or columns.
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Module Three
Converting Text to a Table
You can create a table from existing text.

Steps to convert text into table:
1. Insertseparator characterssuch as
commas or tabsto indicate where to
divide the text into table columns.
2. Use paragraph marks to indicate
where you want to begin a new table
row, and select all of the text you want
to convert to a table.
3. ClickInsert Tab>Table>Convert Text to
Table.
4. In theConvert Text to Tablebox, choose
your options.
Converting a Table to Text
You can also convert the data contained in a table to regular text.
1. Click within the table and on the contextual Layout tab, in the Data
group, click Convert to Text.
2. Click the option for the separator character that you want to use in place
of the column boundaries.
3. Then click OK.
Deleting a Table
To delete an entire table, click within it.
1. On the Layout tab, from the Rows &
Columns group, select Delete.
2. Clicking Delete button a menu will appear.
3. Click delete Table .
You can also delete selected rows or columns from
the Delete Button Options.
165
WORD PROCESSING
ACTIVITIES
Activity
Complete the following sentences by filling up the blanks with the words provided.
(Outlining, Merging cells, Next Page, First Page, Split cells)
1. A cover page is the very _______________ of any article or book, etc.
2. In page break, the cursor will move to ________________ immediately, breaking a page into different pages
as you click on page break button
3. Border is the ________________ of a table cells, rows, or columns.
4. Combining two or more cells together into one cell is called ______________.
5. Breaking one cell into many is called __________________.
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Module Three
SESSION
10
The Insert Tab 2/3.

Session 10 :The Insert Tab 2/3.
OBJECTIVES
General Objective
In this Session, you will learn about the Illustrations group, the Links group, The
Header & Footer Group of Insert tab.
Specific Objectives
Learning Objectives
Dear Student,
1 The Illustrations Group:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
Inserting a Picture.
The contextual tab Format.
Applying Artistic Effects.
Cropping a Picture.
Text wrapping options.
Changing Picture position.
Inserting Clip Art.
Inserting Shapes.
Rotating.
Resizing & adjusting shapes.
k. Inserting a Smart Art, Inserting

Chart.
2 The Links group:
a. Inserting Hyperlink.
b. Removing Hyperlink.
c. Inserting Bookmark.
d. Deleting a Bookmark.
3 The Header & Footer Group:
a. Adding Header or Footer to a
document.
b. Close Header & Footer option.
c. Inserting Page Number.
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WORD PROCESSING
LEARNING
The Insert Tab
The Illustrations Group
This group commands enable you to insert various types of illustrations like Pictures, Clip Art, Shapes,
Charts and screenshots.
Inserting a Picture
To insert a picture follow the below steps:

1. Click in the document where you want to add a picture.
2. Click the Insert tab and then click Picture option available in illustrations group, which will
display Insert Picture dialog box.
3. Browse and select the picture and click Insert button in the dialog box. The required picture
is inserted in the document.
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Module Three
The Contextual Tab Format
When you insert a picture or select an already inserted picture in a document, a new contextual
Format tab appears. This tab contains various tools (brightness, color, corrections, various styles
and size of picture etc.) to modify the appearance of your picture.
Applying Artistic Effects
You may apply various artistic effects to an inserted

picture.
Select the picture. Then on the contextual Format tab,
in the Adjust group, click Artistic Effects.
A gallery of different effects is displayed. Choose a

suitable one.
Cropping a Picture
You may crop a picture to remove

unwanted parts.
1. On the contextual Format tab, in the
Size group, click Crop.
2. Eight cropping handles appear on the
edges of the picture.
3. Drag these inwards to remove parts of
the picture that you do not need.
You may also crop a picture into a specific shape. For this, click the lower part
of the Crop icon and select Crop to Shape. Select a suitable shape from the
displayed Shapes gallery.
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WORD PROCESSING
Text wrapping options
Text wrapping makes it easy to wrap the text around a picture in different ways. The default wrapping
style is In Line with Text. This places the
image in line with your text.
To wrap text around a picture in your Word
document:
1. Click the image to select it.
2. Click the contextual Format tab.
3. In the Arrange group, click Wrap Text.
4. Do one of the following:
a. Click Square to wrap text around
the border of your image.
b. Click Tight to wrap text closely
around a clip art image or an
irregularly shaped picture.
c. Click Through and then click Edit
Wrap Points to drag the wrap points closer to the image, so that text can fill in more of the
negative space around the image.
d. Click Top and Bottom to place the image on its own line.
e. Click Behind Text to display the text over the image.
f. Click In Front of Text to display the image over the text.
g. Click More Layout Options and then click the Text Wrapping tab to change where the text
wraps or the distance between the text and the image.
Changing Picture position
The Position button in the arrange group helps you to position an inserted image at standard
positions in a document.
To Change the picture position:
1. Click the image to select it.
2. Click on the Format tab
3. From the Arrange group, select Position.
4. Move your mouse over the displayed
options and click on a suitable one.
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Module Three
Inserting Clip Art
The Clip Art icon is used to insert various readymade illustrations, audios
and videos offered by Microsoft.
To insert a picture from the Clip Art gallery:
1. On the Insert tab, in the Illustrations group, click Clip Art.
2. The Clip Art pane is displayed on the right.
3. In the Search for box, enter a word or phrase that describes what youre
looking for.
4. Then click Go.
5. In the list of results, click the clip art to insert it.
To modify your search, do one or both of the following:

1. To expand your search to include clip art on the Web, click
the Include Office.com content checkbox.
2. To limit the search results to a specific media type, click
the arrow in the Results should be box and select the check
box next to Illustrations, Photographs, Videos, or Audio.
Inserting Shapes
The Shapes icon is used to insert predefined shapes into your document. Available shapes include
Rectangles, Basic Shapes, Block Arrows, Equation Shapes, Flow chart, Stars and Banners and
Callouts etc.
1. Click on the Insert tab, in the Illustrations group,
click Shapes to display the Shapes gallery.
2. Click on a shape and drag your mouse to create a
shape of the size you wish.
3. When you insert a shape, a new contextual Format
tab appears. You may use the various options available
in format tab to enhance the appearance of the shape.
Rotating, Resizing and adjusting shapes
Shapes can be adjusted after they are drawn. You can

change the orientation of a shape using the green
rotation handle at the top. Place your pointer on it and drag to the
left or right to rotate your shape.
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WORD PROCESSING
To adjust the size of the shapes:
1. Select the shape or shapes you want to resize.

2. On the contextual Format tab, in the Size group, click the arrows or type new dimensions in the
Height and Width boxes.
Inserting a SmartArt
SmartArt graphics are visual representations

of information that communicate your
messages or ideas quickly and effectively.
There are many kinds of smart art graphics
designs, which represent different
information structures. To insert smart art:
1. Click on Insert Tab, Go to Illustrations
group.
2. Click on SmartArt button. SmartArt
dialogue box will appear as shown, Choose
the option you want.
3. Select required SmartArt and press OK.
Two new contextual tabs named Design
and Format are displayed. These can be used to change the color scheme and style of the
graphic, and make changes to the individual shapes in the graphic.
4. Now you can edit the SmartArt as per your requirements from contextual tab.
Inserting Chart
A chart is a visual representation of data

and conveys information in an easy to
understand and attractive manner. There are
many types of charts like bar chart, column
chart, pie chart, line chart etc., are available
in MS-word 2010.
To insert a chart in your document:
1. Click on the Insert tab.
2. In the illustrations group, click Chart
button.
3. In the Insert Chart dialog box, select the type
of chart that you want and then click OK.
4. Edit the data in Excel 2010.When you
finish editing your data, close Excel.
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Module Three
The Links Group
This group consists of commands that enable you to create bookmarks, links and cross references.
Inserting Hyperlink
Removing Hyperlink
To remove hyperlink from a text:

Right-click on Hyperlinked text and select Remove Hyperlink.
Alternatively, you can select the hyperlinked text :
Click on Hyperlink button in the Links group of Insert tab
Edit hyperlink dialog box will appear
You can Edit or Remove the hyperlink.
Inserting Bookmark
If you are working on a long document and need to

move to specific locations in the document, instead of
scrolling through many pages of your document, you can
quickly jump to marked locations within the document.
Bookmark feature allows us to mark locations within the
documents and jump around to these bookmarks.
To insert a bookmark in your document:
1. Keep mouse pointer at the location you would like to
mark.
2. Select Bookmark from the Insert tabs Links group.
3. The Bookmark dialog box will open.
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Hyperlinking is a process to link some content or text to a webpage or place in the same document
or to another file or document.
1. Select the text to which linking is to be performed then click on Hyperlink button from Links
group. A dialog box will appear.
2. If linking is to be done for a webpage then click the first option (Existing file or webpage) in Link
to list. Type the URL of web page in Address text box.
3. If linking is to be done for an existing file
then click the first option (Existing file or
webpage) in Link to list and browse the file
in right panel.
4. If linking is to be done for some place in
the same document then click the second
option (Place in this document) in Link
to list and browse the bookmark of that
specific place in right panel.
The color of hyperlinked text is now changes
to blue with underlined. To open the link, place
mouse pointer over the hyperlinked text and by
pressing control key, left click by mouse.
WORD PROCESSING
4. In the Bookmark name box, type a name for your bookmark. It must start with a letter and cannot
contain spaces (but you can use the underscore character to separate words).
5. Click Add.
6. To reach the bookmark location, open the Bookmark dialog box from the Insert Tab, highlight the
name of the bookmark, and then click Go To.
Deleting a Bookmark
To delete bookmark, simply open the Bookmark dialog box from Links group of Insert tab. Select the
bookmark which you wish to delete and click on Delete button.
The Header & Footer Group

This group commands enable you to insert headers, footers and page numbers.
Adding Header or Footer to a document
The text, symbol, picture, page no., or anything that appears on top of
every page of the document is called as Header.
Example: Name of the company or topic appears on every page of
document, is the header of each page.
In the same sense, if the text, symbol, picture, page no., or anything
appears in the bottom of every page of a document, it is called Footer.
To add a Header:
1. On the Insert tab, from the Header & Footer group,
click Header. A list of header styles is displayed.
2. Click on a suitable one.
3. The header area becomes active and a new contextual
Design tab is displayed. Now, enter your header text
in the header area.
4. You may insert a Footer in a similar way using the Footer
icon.
Close Header & Footer option
After adding a header or footer to the

document, you can close the header and
footer option from the contextual Design
tab, by clicking on Close Header and
Footer button.
Inserting Page Number
The Page Number icon is used to insert the page number

on every page of your document at a position of your
choice.
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Module Three
ACTIVITIES
1
statements :
1. The Illustrations Group commands enable you to insert various types of illustrations like ___________
a) Bold, Italic, underline
b) Sounds, Clip Art, animations etc.,
c) Pictures, Clip Art, Shapes, Charts and Screenshots
d) Font, Text color, Alignment
2. You can apply various Artistic Effects to an inserted _____________.
a) Shape
b) Clip Art
c) Picture
d) Table
3. The default wrapping style is _________
a) In Line with Text
b) Through
c) Square
d) Behind text
4. __________ icon is used to insert various readymade illustrations, audios and videos offered by Microsoft.
a) Clip Art
b) Word Art
c) Shapes
d) Picture
5. You can change the orientation of a shape using the ________ at the top.
a) Black rotation handle
b) Red rotation handle
c) Green rotation handle
d) Blue rotation handle
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Activity
WORD PROCESSING
6. _____________ is a process to link some content to a webpage or place in the same document or to
another file or document.
a) Hyperlinking
b) Bookmarking
c) Proofing
d) HTML
7. To remove hyperlink from a hyperlinked text, _________ on it and select Remove Hyperlink.
a) Click
b) Right-click
c) Drag
d) Double-click
8. _____________ feature allows us to mark locations within the documents and jump around to the bookmarks.
a) Hyperlinks
b) Bookmarks
c) Referencing
d) None of above.
9. The text, symbol, picture, page no., or anything that appears on top of every page of a document is
called_____
a) Heading
b) Margin
c) Header
d) Footer
10. The text, symbol, picture, page no., or anything that appears in the bottom of every page of the
document is called_____
a) Heading
b) Margin
c) Header
d) Footer
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Module Three
Review & Practice Exam (Mid-Term)
177
WORD PROCESSING
Mid-Term Exam
178
Module Three
Session 11 :The Insert Tab 3/3 and The Page Layout Tab.
SESSION
11
The Insert Tab 3/3 and The Page Layout Tab.
OBJECTIVES
General Objective
In this Session, you will learn about The Text and Symbols Groups, Page Layout
Tab, The Page Setup Group and The Page Background Group.
Specific Objectives
Learning Objectives
Dear Student,
c.
Size.
a. Inserting Text box.
d.
Columns.
b.
Using WordArt.
e.
Line Numbers.
c.
Applying Drop Cap effect.
f. Hyphenation.
d.
Insert Date & Time and use of

update automatically option.
1 The Text and Symbols Groups:
2 Inserting Symbols.
3 The Page Layout Tab- Introduction
4 The Page Setup Group:
a. Margins.
b.
5 The Page Background Group:
a. Adding Watermark.
b.
Removing Watermark.
c.
Applying page color.
d.
Page Borders.
Orientation.
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WORD PROCESSING
LEARNING
The Insert Tab
The Text and Symbols Groups
The Text group commands enable you to present text in different ways and insert embedded objects. The
Symbols group commands enable you to insert equations and symbols.
Inserting Textbox
1. Click on Text Box button. A list of

various text boxes will drop down.
2. Click on required style of text box. This
inserts a text box in the document. You
can write in that text box.
Using WordArt
The WordArt is used to insert decorative

text in the document.
1. Click on WordArt button. A list of

various decorative texts will drop down.
2. Click on required decorative text. It
inserts a text box in the document with
same decorative format. Than you can
write your own text as required.
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Module Three
The Drop Cap is used to enlarge the first

character at the beginning of a paragraph.
1. Click anywhere in the paragraph of which
the beginning letter is to be enlarged.
2. Click on Drop Cap button. A list will drop
with various options.
3. Select required option from the dropped
list.
Insert Date & Time and use of update automatically option
1. Click in the document where you want to insert Date/Time.

2. Click on Date & Time button. Date & Time dialog box will appear.
3. Choose required date & time format from the list.
There is an option in Date & Time Dialog box named update automatically. This option automatically
updates the date and time in your document.
Inserting Symbols
There are many special symbols, which you may need to insert in a document. You can insert these
symbols from Symbol button in the Symbols group of insert tab. You can also Insert symbols that
are not available on the keyboard such as , , .
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Applying Drop Cap effect
WORD PROCESSING
The Page Layout Tab

Introduction
The Page Layout Tab
The Page Layout tab is the fourth tab in line from the left, which allows you to customize the way your
documents page is set up. It helps you to change the document orientation, page size, margins, indentation,
line spacing, and paragraph settings. Page settings should be set before preparing a document.
The Page Setup Group

The commands in this group enable you to modify the structure of your document with details like
margins, page size, orientation, line numbers etc. By modifying these settings, you can change the
document layout as desired.
Margins
Margins are the small

area around the text.
There are four margins:
left, right, top, and
bottom. Gutter is a
special margin used for
binding a book.
1. Click Margin button.
A list will drop which
contains pre-defined margins as well as custom margin options.
2. Click Custom Margins to set the margins manually otherwise choose required margins from list.
3. Clicking Custom Margin, a dialog box will appear where one can set margins.
4. Click Layout tab of this dialog box to change header and footer margins
5. Press OK.
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Module Three
Orientation is the direction of page. There are two orientations, Portrait and Landscape.
By default, Word provides Portrait orientation.
Click Orientation button from Page Setup group and select the required one
Size
The Size icon is used to set the size of the pages of your document. Page sizes may be A4, A3, A5,
Letter, Legal, etc.
Click on Size button from Page Setup and choose the required size.
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Orientation
WORD PROCESSING
Columns
The Columns button, in Page Layout Tab, is used to divide the text into two or more columns.
1. Select the text or phrase to convert into columns
2. Click on Columns button. A list will drop to choose the number for columns.
3. Choose the number for column.
Line Numbers
MS Word 2010 automatically counts the lines in a document and displays the appropriate number
beside each line of text. Showing line numbers would be very useful when you want to refer to
specific lines in a document. You can choose to display line numbers in all or part of the document.
To insert line number:

1. Select the text.
2. Click on Line numbers button from Page Setup group.
3. Select the required option from the list.
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Module Three
The Hyphenation feature is used to split long words at the end of a line. This feature inserts
hyphens to eliminate gaps in justified text or to maintain even line lengths in narrow columns. A
hyphen is a symbol like - which is inserted when a word or phrase appears at the end of a line and
it doesnt fit in the end.
The Page Background Group

This group commands helps you to set colors and insert pictures in the background of a document. You
can insert following as page background:
1. Watermark
2. Page Color
3. Page Borders
Adding Watermark
Watermarking is a process of adding see-through text or images to the background of a document.

It is often used to indicate that the document is specific and
should be treated as confidential, private or urgent.
1. Click on Watermark button. A list will drop containing many
samples and also Custom Watermark option.
2. Select the required sample, otherwise click Custom
Watermark option. If clicked on Custom Watermark, a
dialog box will appear. This dialog box helps to insert picture
watermark or text Watermark with several options.
3. Click Apply and OK
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Hyphenation
WORD PROCESSING
Removing Watermark
To remove watermark, simply click on Watermark button and in the drop-down list click the option
Remove Watermark, this will remove the exiting watermark from the document.
Applying Page color
Page Color button applies background color to a document. From the color pallete you can select
the color you wish to apply to all the pages of your document. To apply page color follow steps:1. Click on Page Color button.
2. A list of various colors will drop down.
3. Select the required color.
Once a color is selected, the color of all the pages will be changed.
Page Color dropped list also has an option Fill Effects which opens a dialog box having four tabs
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Module Three
Page Borders
Page Border applies borders to selected or all pages within the document.
1. Click on Page Border button. A dialog box will appear which contains a border list, width of line,
and setting of border line.(click none to remove border, if already applied).
2. Select the required border, width and style of line.
3. Press OK.
The selected border will now be applied to the whole document.
187
as Gradient, Texture, Pattern and Picture. By selecting one of these tabs, you can change the
background of your document to a Gradient or Texture or Pattern or Picture.
WORD PROCESSING
ACTIVITIES
Activity
statements :
1. ____________ Group commands enable you to insert Equations and Symbols in Ms-Word 2010
a) Font
b) Symbols
c) Insert
d) Page layout
2. __________ is used to enlarge the first character at the beginning of a paragraph.
a) Character map
b) Drop Cap
c) Increase font
d) Decrease font
3. Columns button , in Page Layout Tab, is used to _________ the text into two or more columns.
a) Combine
b) Color
c) Divide
d) Highlight
4. Applying Watermark is a process of adding see-through text or images to the _________ of a document.
a) Background
b) Properties
c) Beginning
d) End
5. _________ feature is used to split long words at the end of a line.
a) Page break
b) Insert text box
c) Insert table
d) Hyphenation
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Module Three
Session 12 :The References Tab and The Review Tab.
SESSION
12
The References Tab and The Review Tab.
OBJECTIVES
General Objective
In this Session, you will learn about the The References Tab, Table of Contents,
Footnotes group of References tab and Proofing, Comments group of Review tab.
Specific Objectives
Learning Objectives
Dear Student,
1 The References Tab-Introduction
2 Table of Contents Group
4
5
6
a. Inserting Table of Contents.

b. Updating Table of Contents.
c. Deleting Table of Contents.
The Footnotes Group
a. Inserting Footnotes.
b. Deleting Footnotes.
The Review Tab-Introduction
The Proofing Group
a. Spelling and Grammar check
The Comments Group
a. Inserting comments.
b. Deleting comments.
c. Viewing Next and Previous Comment.
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WORD PROCESSING
LEARNING
The References Tab
Introduction
The References Tab
The commands of this tab enable you to create various types of references like Table of Contents,
Footnotes and Captions etc.
Table of Contents Group

This group contains commands which enable you create and update a Table of Contents. The table of
contents facilitates locating topics in a document and gives it more professional look.
Inserting Table of Contents
1. First apply heading styles for example, Heading 1, Heading

2, and Heading 3 to the text that you want to include in
the table of contents. Microsoft Word searches for those
headings and then inserts the table of contents into your
document. When you create a table of contents this way,
you can automatically update it if you make changes in your
document.
2. Place mouse pointer at the beginning of the document.
3. Click the References tab and click on Table of Content
button, which will display a list of Table of Contents options.
4. Select any of the displayed options by simply clicking on it.
This will insert a table of content at the selected location.
5. A Table of Contents for the whole document is now available in the beginning of the document.
Different Levels in Table of Contents
To add number of levels of headings in table of content:

1. Click References tab and click on Table of Content
button, a dialog box will appear.
2. Select number of levels you need to have in table of
content.
3. Turn ON or OFF Show Page Numbers option.
4. Click OK button to apply the options.
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Module Three
While working on a word document, the number of pages and its content keeps on changing and
accordingly you will need to update your Table of Contents.
Considering same table of content just created.
1. Click the References tab and next Update Table button. This displays the Update Table of
Contents dialog box with two options.
2. To update page numbers, select the first option Update page numbers only.
3. To update page numbers as well as if there is any change in headings then select the second
option Update entire table.
4. Press OK. Now you will find your table of content updated with all the latest changes.
Deleting Table of Contents
To delete a table of contents:

1. On the References tab, in the Table of Contents group, click Table
of Contents button.
2. Click Remove Table of Contents.
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Updating Table of Contents
WORD PROCESSING
The Footnotes Group
The commands in this group enable you to insert footnotes and endnotes.
Inserting Footnotes
Footnotes in a document explain, comment on, or provide references to something that the writer
has not completely specified in the main text. Usually, footnotes appear at the bottom of the page
and endnotes come at the end of the document or section.
To add a footnote:
1. Select the text for which you want to create a footnote.
2. Click References Tab then Insert footnote button.
3. Word inserts a reference mark in the text and adds the footnote mark at the bottom of the page.
4. Type the footnote text.
Deleting Footnotes
Select the reference mark of the footnote you want to delete, and then press DELETE.
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Module Three
Introduction
The Review Tab
The commands of this tab enable you to review and improve your document in various ways. This tab
helps you to check Spelling & Grammar mistakes, Count Words, Translate, and change Language, in a
document. You can also insert comments, track changes, compare versions and secure your document
The Proofing Group

This group contains proofing commands for spelling and grammar correction, research, word count, etc.
Spelling and Grammar check
While typing, there may be chances of spelling or grammatical errors. Word represents such errors
by underlining these word/s or phrase by following colored lines:
Red for flagged spelling errors (or words that MS Word does not know). Example: I am a studnt.
Green for grammatical errors. Example: I will played.
Blue for contextual errors. A word spelled correctly but used out of context. Example: I No
You. Instead of I Know You.
The Spelling & Grammar feature removes spelling and grammatical errors from a document.
Following are the steps to review and correct spelling and grammar errors:
1. Click the Review tab and then click Spelling & Grammar button.
2. A Spelling and Grammar dialog box will appear and will display wrong spellings or grammar and
provides correct suggestions as shown in figure.
3. Now you have following options to fix the spelling mistake:
a. Ignore once to ignore the word.
b. Ignore All: Like Ignore, but ignores all occurrences of the same misspelling, not just this
one.
c. Add to Dictionary: Choose Add to Dictionary to add the word to the MS-Word dictionary.
d. Change: This will change
the wrong word using the
suggested correct word.
e. Change All: Like Change,
but change all occurrences
of the same misspelling,
not just this one.
f. AutoCorrect: If you
select a suggestion, Word
creates an AutoCorrect
entry that automatically
corrects this spelling error
from now on.
4. Select one of the above
suggestions to fix the spelling
or grammar mistake.
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The Review Tab
WORD PROCESSING
5. Repeat the step to fix the spelling or grammar mistakes of entire document.
6. Word displays a dialog box when it finishes checking for spelling and grammar mistakes, finally
Click OK.
Check Spelling and Grammar using Right Click:
Right-Click over a flagged spelling or grammar error and then it would show you correct suggestions
with some options (from the spelling and grammar dialog box) to fix the spelling or grammar mistake.
The Comments Group

The commands of this group enable you to insert, delete and move between comments.
Inserting comments
Comments in the document enhance understandability of document.

1. Select the text or phrase to which comment is required
2. Click the Review tab and then click New Comment button. A text box with a red line attached to
the selected text or phrase appears highlighted in red color.
3. Write in shown red text box with reference to selected text.
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Module Three
1. Select Review tab.

2. Click on comment to delete.
3. Click Delete button from Comments group
Viewing next and Previous Comment
To view previous or next comment in a document, simply click on Previous and Next button
respectively from comments group.
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Deleting comments
WORD PROCESSING
ACTIVITIES
Activity
statements :
1. MS Word represents flagged spelling errors by underlining with _________ colored lines.
a) Red
b) Blue
c) Violet
d) Green
2. ____________ facilitates locating topics in a document.
a) Insert Citation
b) Cross Reference
c) Table of Figures
d) Table of Contents
3. The Footnotes appear at the ____________
a) Top of a page
b) Middle of a page
c) Left of a page
d) Bottom of a page
4. MS Word represents flagged Grammar errors by underlining sentences with _________ colored lines.
a) Red
b) Blue
c) Violet
d) Green
5. To delete a comment
a) Select the comment and press delete key
b) Select the comment and press backspace key
c) Select the comment and press shift-delete keys
d) Select the comment and press delete command in comments group.
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Module Three
The View Tab and Other Features of MS-Word 2010.
OBJECTIVES
General Objective
In this Session, you will learn about View Tab, the Document Views group, Show
group of View tab and Other features of MS-Word 2010 like Using PDF format,
creating Templates etc.
Specific Objectives
Learning Objectives
Dear Student,
1 The View Tab-Introduction
3 The Show Group:
2 The Document Views group:
a. Show/Hide Ruler.
a. Print Layout
b. Full Screen Reading
b.
Gridlines.
d. Outline
Using the PDF Format: Saving

document as pdf.
a. Creating a Template:
e. Draft
b. Saving document as a template.
c. Web Layout
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Session 13 :The View Tab and Other Features of MS-Word 2010.
SESSION
13
WORD PROCESSING
LEARNING
The View Tab
Introduction
The View Tab
This tab allows you to view a document in different ways.
The Document Views Group

This group contains commands using which you can
change your document view. Each view is optimized
for different tasks and presents your document in a
different way.
Print Layout
It displays the document as it will appear

on the papers after printing. Standard
documents, such as letters, memos, and
reports, are often written and edited in
Print Layout view.
One advantage of working in this view is its
adherence to WYSIWYG (What You See Is
What You Get). The margins, headers and
footers correspond to the printed output.
Full Screen Reading
If you want to read or review a document,

Full Screen Reading view can help to
simplify the task. This view shows a
document in two page book-style, with the
Ribbon and other screen elements hidden.
You can use the right and left arrow keys
to move between pages. You also have the
option of seeing the document as it would
appear on a printed page.
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Module Three
Web Layout
Use Web Layout view

to create, view, and edit
pages as they'll appear
online when opened
in a browser. This view
provides an approximation
of how content appears,
not an exact match.
Outline
Use Outline view to create,

view, and edit outlines.
Outline view shows the
documents as collapsible
levels
of
headings,
allowing you to see a
documents structure at
a glance. This view helps
you manage a documents
structure and headings.
By using Outline Tools
you can move and edit
headings, change heading levels, and move text around.
Draft
In this type of view,

some page elements do
not appear, such as the
boundaries between pages,
backgrounds, headers and
footers.
Draft view just shows the
main text of the document.
Use draft view to edit and
format text quickly when
you do not have to see how
the content looks.
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WORD PROCESSING
The Show Group
The Show Group on the View tab is used for displaying the
Ruler, Gridlines and the Navigation Pane by clicking the related
checkboxes.
Show/Hide Ruler
Ruler is used to measure and lineup objects in the

documents.
The Ruler displays on the left and top sides of the document. To Show the Ruler, click on Ruler
checkbox of Show group.
Gridlines
Gridlines are crisscross lines behind text .If you are working with pictures and images, the Gridlines
can be beneficial to position your items correctly.
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Module Three
Using PDF Format

PDF is a short name for Portable Document Format. Developed by Adobe, a PDF document may contain
images and text, as well as hyperlinks and all the things a normal word document may have. It has also
many features like print document, comments etc. MS Word 2010 provides direct conversion of a word
document into a .pdf file.
However, one should have the Adobe acrobat application to open PDF file and view the file content.
Saving document as PDF

1.
2.
3.
4.
5.
6.
7.
Open word document which is required to save as PDF format

Click on File Tab. File tab will open with several options
Click Save As button. Save As dialog box will appear on screen
Browse the location where you want to save the file
Type the name in File Name: text box
Choose PDF from Save as type dropdown list.
Click on Save button.
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Other Features of MS-Word 2010
WORD PROCESSING
Creating a Template
A template is a preset formatted document. For quick creation of documents that contain a lot of specialized
formatting but do not always contain the same text, one can save time by creating Word Templates. By
using Words template feature, one can focus on the content of the document and leave the formatting up
to the Template. The File extension of Word template is .dotx
Saving Document as a Template
You can start with a blank document and save it as a template, or you can create a template that is
based on an existing document or template.
Start with a blank template
1. Click the File tab, and then click New.
2. Click Blank document, and then click Create.
3. Make the changes that you want to the
margin settings, page size and orientation,
styles, and other formats. You can also
add content controls such as instructional
text, and graphics that you want to appear
in all new documents that you base on the
template.
4. Click the File tab, and then click Save As.
It opens Save As dialog box
5. Give the file name in File name box.
6. Select Word Template(.dotx) in the Save
as type list, and then click Save.
Keyboard Shortcuts
Keyboard Shortcuts
.
202
Alt + Ctrl + P
Switch to Print Layout view
Alt + Ctrl + O
Switch to Outline View
Alt + Ctrl + N
Switch to Draft
Ctrl + scroll mouse
Zoom In and Zoom Out
Alt + W, then Q
Open Zoom dialog box
Module Three
Activity
Multiple choice Questions

1. In _______ type of view, some page elements do not appear, such as the boundaries between pages,
headers and footers and backgrounds.
a) Page Layout
b) Draft
c) Outline
d) Web Layout
2. Outline view shows the document as collapsible levels of headings, allowing you to see a
documents ______________ at a glance.
a) Fonts
b) Structure
c) File Size
d) Print Preview
3. Template is a ________ formatted document
a) Non
b) Legally
c) Word
d) Preset
4. What is shortcut key for print layout view
a) Atl+Ctrl+P
b) Ctrl+P
c) Atl+Ctrl+R
d) Atl+Ctrl+O
5. PDF is a short name for __________
a) Portable Document Format
b) Portable Document File
c) Portable Display Format
d) Portable Data Format
203
ACTIVITIES
WORD PROCESSING
204
Module Four
SPREADSHEET
Session 14: Getting Started and The Home Tab 1/5
Session 15: The Home Tab 2/5
Session 19: The Insert Tab and Additional Tabs & Features
205
206
Module Four
Getting Started and The Home Tab 1/5
OBJECTIVES
General Objective
In this Session, you will study about the overview of Spreadsheets, MS-Excel
2010 user interface, working with work book and the Home Tab.
Specific Objectives
Learning Objectives
Dear Student,
At the end of this session, you should be able to understand and practice :
1 Introduction
a. Overview of Spreadsheet.
b. Features of Electronic Spreadsheets.
c. Features of Excel 2010.
d. Starting Excel 2010.
2 The User Interface
a. User Interface of Excel 2010.
b. Worksheet, Active Cell.
c. Formula Bar.
d. Name Box.
e. Sheet Tabs.
f. Resizing the Formula Bar and
Name Box.
g. Galleries and Live Previewing.
h.
i.
j.
k.
Downloading Templates.
Moving Between Cells.
Entering Data.
Adjusting Column Width.
3 Navigating and Editing a Worksheet

4 Working With Worksheets.
5 The Font Group.
6 The Alignment Group.
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Session 14 : Getting Started and The Home Tab 1/5
Session
14
SPREADSHEET
LEARNING
Getting Started
Introduction
Overview of Spreadsheet
An electronic spreadsheet is a software program that contains rows and columns used for storing,
organizing, manipulating and performing calculations on data using mathematical formulas or
functions. It is also known as Worksheet.
A spreadsheet is an interactive computer application program for organization, analysis and storage
of data in tabular form.
Popular Spread Sheet programs:

VisiCalc (Very Old - first ever electronic spreadsheet)

Lotus 1-2-3
Apple iWork Numbers
Microsoft Excel
OpenOffice.org Calc
Google Docs Spreadsheet etc.,
Features of Electronic Spreadsheets
There are many features of electronic spreadsheets, few of them are:

1.
2.
3.
4.
Working with font colors and size.

Updating data and showing it into graphical representation through charts.
Automatic calculations with single entry.
Make fast and effective data comparisons.
MS - Excel 2010
Features of Excel 2010
Microsoft Excel is Application software to carry out calculations like Corporate Budgeting, Inventory
Management and to plot graphs.
Microsoft Excel 2010 contains an abundance of helpful tools. You can choose from a variety of
ready-to-use templates to quickly design agendas, planners, inventory lists, receipts etc.
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Module Four
1.
2.
3.
4.
Starting Excel 2010
Click on the Start button.

Select All Programs from the menu that appears.
Choose Microsoft Office.
Click on the Microsoft Excel 2010.
The User Interface

User Interface of Excel 2010
NAME BOX
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SPREADSHEET
Worksheet,
A worksheet is a collection of cells where you keep and manipulate the data. It is divided into rows
and columns. Columns are identified by a letter and rows are identified by a number.
By default, each Excel workbook contains three worksheets.
Active Cell
The intersection of a row and a column is called a Cell. The Active cell is recognized by its black
outline. Data is always entered into the active cell.
Formula Bar
The Formula Bar is located above the worksheet and displays the contents of the active cell. It can
also be used for entering or editing data and formulas.
Name Box
The Name Box is located to the left of the formula bar and displays the cell address of the active cell.
Cell address is denoted by the column name followed by the row number (Ex: A1). The cell address
is also called the cell reference or the name of the cell.
Sheet Tabs
The sheet tabs at the bottom of the screen display the names of the worksheets. Clicking them
enables you to switch between worksheets in an Excel file.
Resizing the Formula Bar and Name Box
To make it easier to view and edit a large amount of text in a cell, you can adjust the size of the
formula bar. Move your mouse pointer over the bottom and drag downwards when it changes to a
vertical two-headed arrow.
To accommodate long names, you can also resize the name box. Move your mouse pointer over the
boundary between the name box and the formula bar. Drag to the right when the pointer changes to
a horizontal two-headed arrow.
Galleries and Live Previewing
Built into some tabs are galleries which contain the visual options for changing an item. The results
gallery can be viewed before making the actual choice. You can see the results of selecting an
option from a gallery by moving the pointer over the option.
Similarly, moving the pointer over the options in a drop down list displays a live preview.
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Module Four
A Template is a pre-designed document created for common purposes such as a budget, inventory
list or planner.
You can download a variety of templates from the Microsoft website.
1.
2.
3.
4.
5.
Click on the File Tab.

Choose the New option.
Select the Templates category from Office.com Templates or type the template name in search box.
Select the required Template.
Click on Download button. The template will be downloaded and a ready-to-use workbook is
displayed.
Moving Between Cells
The simplest way to move between cells is to click on the cell that you want to activate with the
mouse. You can use the arrow keys to move left, right, up or down.
211
Downloading Templates
SPREADSHEET
Entering Data
Enter text or a number in a cell

1. On the worksheet, click a cell.
2. Type the numbers or text that you want to enter, and then press ENTER or TAB.
To enter data on a new line within a cell, enter a line break by pressing ALT+ENTER.
Adjusting Column Width
To display the entire data in a spreadsheet, it is required to resize the column width
1. Place the mouse Pointer over the margin between columns header. The pointer will appear as
a double-headed arrow.
2. Click, holding the left mouse button and drag the double-headed arrow to the right, to widen the
Column or to the left to make it narrower.
3. Double clicking the margin between column headers will automatically resize the column width
to display the entire data in that column .This is called Auto-Fit Column Width
212
Module Four
Navigating and Editing Worksheet

Navigating a Worksheet
There are many techniques for moving around in a worksheet.

You can simply use the mouse to click on cells to make them
active.
You can move to a cell using Name Box. This is especially useful when you need to go to a cell
which is not visible on your screen. Type the cell address in the Name Box and then press Enter.
Using Scroll bars.
Keyboard Navigation
Arrow keys
Moves the active cell towards left, right, up, or down one row or column.
Enter key
Moves the active cell one row down
Shift+Enter
Moves the active cell one row up
Tab key
Moves the active cell one column to the right
Shift+Tab
Moves the active cell one column to the left
Ctrl+Home
Moves the active cell to cell A1.
Ctrl+End
Move to the last cell in the worksheet that contains data.
Ctrl + Down Arrow key Moves the active cell to the last row in excel sheet
Ctrl + Right Arrow key
Moves the active cell to the last Column in excel sheet
213
Getting Started
SPREADSHEET
Selecting multiple cells
To select sequential cells:
Click on any cell, hold down the Shift key, and click on the last cell you want to select.
Or click on and drag the mouse over a group of cells to select a sequential area.
To select non-sequential cells:

Click on the first cell, hold down the Ctrl key, and click on each additional cell that you want to
select.
Using the Name Box
You can also use the Name Box to specify multiple cells for selection.
To select sequential cells:
Enter the cells addresses of the first and last cells separated by a colon in the Name Box and press
Enter key.
Example: A1:C10
To select non-sequential cells:
Enter the cells addresses separated by commas in the Name Box and press Enter key.
Example: A1,B5,C10.
Editing Data
After entering data, you may like to make some changes.

To delete data and make cells blank, select them and press the Delete key.
To overwrite the contents of a cell, click on within it and start typing.
To edit the contents of a cell, double click on within it and make the required changes.
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Module Four
You can also use the Formula Bar to enter and edit data, instead of editing directly in the cell.
1. Navigate to the cell where you want to edit the data.
and an
icon appears to the left of the box.
2. Click on Formula Bar. A checkmark
3. Edit the data. Then click on the checkmark
to confirm your entry, or
to roll it back.
Working with Work Sheets

Insert Worksheet
A workbook contains three

worksheets by default. To
insert an additional one:
1. Click on the Home tab.

2. From the Cells group, select
Insert Insert Sheet option.
Tip: Press Shift+F11 to insert a new Worksheet.
Delete Worksheet
To delete a Worksheet:
1. Click on the Worksheet.
2. Click on Home tab.
3. Click on Delete, from Cells
Group.
4. Select Delete Sheet
option.
215
Editing through Formula Bar
SPREADSHEET
Rename Worksheet
It would be helpful if the sheets have meaningful names.

To rename a worksheet:
1. Right Click on the Sheet Tab.
2. Select Rename option from Pop up Menu.
3. Type the New Sheet name.
Tip: - Double click the mouse on sheet

Tab to rename a sheet.
Move and Copy Worksheet
To move or copy a Worksheet within the workbook:

1. Right Click on the Sheet Tab.
2. Select Move or Copy option from Pop up Menu. It opens a Move or Copy dialog box.
3. Select the sheet name under the heading Before Sheet to move your current sheet before the
selected sheet, or Simply Select (move to end) option to move your sheet to the last position.
4. To copy the worksheet, select Create a copy checkbox. And Press OK
216
Module Four
Move/Copy Worksheet to another Workbook
You can also move or copy a sheet to another workbook.

1. Right Click on the sheet tab and select Move or Copy.
2. In the Move or Copy window, select (new book)
from the To book list.
3. Click on the Create a copy check box and then click on
OK.
Change Tab Color
1. Right Click on the sheet

tab.
2. Select Tab Color.
3. Select a color from the
displayed palette.
Note: - We can also insert,delete,rename and change the tab color of a

worksheet by right clicking on the sheet tab.
Other Sheet Options
When you right-click on a sheet tab, there are some other options displayed.
1. To select all sheets, Right Click on a sheet tab and select the Select all sheets option.
2. To deselect the sheets, right click on a sheet tab and select Ungroup Sheets.
217
SPREADSHEET
The Home Tab

The Font Group
This group commands enable you to modify and enhance the appearance of your data.
Font, Font Size, Increase Font Size, Decrease Font Size, Font Color, Bold, Italic
and Underline
To apply above tools:
1. Select a cell or range of cells.
2. Click on required button from Font group of Home tab
Borders
The Borders icon is used to apply borders to the selected cells.

To apply borders:
2. Click on Home tab.
3. On Font group, click on Borders
icon.
4. Select an appropriate border from the
list.
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Module Four
The Format Cells Dialog Box
The Format Cells dialog box is used

to apply a combination of various
effects to the selected cells.
2. On the Home tab, in the Font
group, click on the Dialog Box
Launcher at the bottom right.
This brings up the Format Cells
window.
3. Apply a combination of various
formatting effects.
4. Click on OK to close this window.
The Alignment Group

This group commands enable you to position data within cells as required.
Align Text Left, Center and Right
The Align Text Left, Center and Align Text Right icons are used to specify the way text is
positioned horizontally.
Top Align, Middle Align and Bottom Align
The Top Align, Middle Align and Bottom Align icons are used to specify vertical alignment of cell
data.
To Position cell data:
2. Select the required horizontal
alignment (Left, Center, Right) from
Alignment group of Home tab.
3. Similarly, select the required vertical
alignment (Top, Middle, Bottom).
219
SPREADSHEET
Orientation
The Orientation icon is used to rotate the data to a diagonal angle or vertical orientation.
2. Click on Home Tab and go to Alignment group.
3. Click on Orientation button.
4. Select the required orientation type.
You can also specify the exact orientation angle you require.
1. Select Orientation from Alignment
group - Format cell alignment to
display the Format cells Window.
2. Click on a point in the box under
Orientation or specify a value in
the Degrees box.
3. Then click on OK.
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Module Four
When the amount of data in a cell is very

large, the Wrap Text icon enables cell
content to appear on multiple lines.
3. In the Alignment group, click on Wrap Text icon.
Merge & Center
The Merge & Center icon is used to join selected cells into a larger cell and then centers the
contents in the new cell.
1. Select cells.
3. In the Alignment group, click on
Merge & Center.
221
Wrap Text
SPREADSHEET
ACTIVITIES
Activity
Complete the following sentences by filling up the blanks with the words
provided.
Active, Spreadsheet, Arrow, Cell Address Ctrl + Home, Shift, Name Box, Shift+F11 .
Alignment, Multiple, Font, Wrap Text
1. Excel is a . application program.
2. The .. Cell is recognized by its black outline.
3. In a spreadsheet each cell has its own address called as ..
4. To move between cells in spreadsheet we use . Keys.
5. You can also use the .................. to specify multiple cells for selection.
6. Use .............. to go the beginning of the worksheet i.e. to cell A1.
7. To select sequential cells (Range) click on the first cell, hold down the ............. key, and click on
the last cell you want.
8. To insert a new worksheet press ..............
9. Commands enable you to modify and enhance the appearance of your data are in the. Group.
10. Commands that enable you to position data within cells as required are in the ..group.
11. Wrap Text make all contents visible with in cell by displaying it on .lines.
12. The ............. icon is used to join selected cells into a larger cell and then centers the contents in the
new cell.
Activity
statements .
1. MS-Excel application is used for different types of ______ varying from very simple to complex.
a.
b.
c.
d.
222
Letters
Mails
Calculations
Presentations
Module Four
a. VisiCalc
b. Lotus 1 - 2 - 3
c. a & b
d. None of these
3. This type of software contains rows and columns.
a. Drawing
b. Spreadsheet
c. PowerPoint
d. Word processing
4. To start Microsoft Excel Application click on the Start button and then select All Programs
Microsoft OfficeMicrosoft Excel 2010.
a. True
b. False
5. Each excel file is known as a Workbook because
a.
b.
c.
d.
It can contain text and data

It can be modified
It can contain many sheets including worksheets and chart sheets
You have to work hard to create it.
Activity
Match the Terms in Column A with the terms in Column B by drawing an arrow.

Column A Column B
1. Is used to join selected cells into a larger cell

and centers the contents in the new cell.
2. Modify and enhance the appearance of your data.
3. Enable you to position data within cells as required.
4. Specify various formats for numerical data.
5. Insert, delete and format cells, rows and columns.
6. To move to the first cell in the worksheet i.e. A1
7. Key to move to column A of the current row.
8. To go to the last cell in the worksheet that contains data.
9. A group of cells is sometimes called
Font
Merge & Center
Number
Cells
Alignment
Home.
Ctrl+Home.
Range of Cells.
Ctrl+End.
223
2. Which of the following are examples of Spreadsheet programs?
SPREADSHEET
Session
15
The Home Tab 2/5
OBJECTIVES
General Objective
In this Session, you will study about the Cells group of the Home tab and the
Formulas.
Specific Objectives
Learning Objectives
Dear Student,
1 The Cells Group
a. Insert.
b. Inserting Multiple Rows and
Columns.
c. Delete Multiple Rows and
Columns.
d. Other Auto Fill Uses.

e. Formulas.
f. Using Formulas.
g. Specifying Decimal Places.
d. Inserting Cells, Shifting Cells.
h. Increase Decimal, Decrease

Decimal.
e. Format.
i. Show Formulas.
2 Using Formulas
a. Sum.
b. Using Auto Fill.
224
c. Auto Fill Facts.
j. Excel Error Messages.

k. Auto Calculate.
Module Four
LEARNING
Session 15 : The Home Tab 2/5
The Home Tab

The Cells Group
The commands of this group enable you to insert, delete and format cells,
rows, columns and sheets.
Insert
The Insert icon is used to insert additional columns, rows, cells and sheets.
Inserting Multiple Rows and Columns
If you want to insert multiple rows in an excel worksheet, you need to select an equal number of
cells from different rows and then proceed with following steps:
1. Click on Home Tab.
2. From the Cells group, select the Insert icon.
3. Then select Insert Sheet rows command from the drop down list.
Multiple columns can be inserted in a similar way by selecting Insert Sheet Columns option
from the dropdown list.
225
SPREADSHEET
Delete Multiple Rows and Columns
To delete multiple rows:
1.
2.
3.
4.
Select the rows to delete.

Click on Home Tab.
From the Cells group, select the Delete icon.
Then select Delete Sheet Rows command from the drop down list.
Multiple columns can be deleted in a similar way by selecting Delete Sheet Columns Option
from the dropdown list.
Inserting Cells, Shifting Cells

To insert cells:
1.
2.
3.
4.
Select the cell(s) where you want the new blank cells to be inserted.
Click on Home Tab.
From the Cells group, select the Insert icon.
Select Insert Cells command from the drop down list. The Insert dialog box opens with the
following options:
Shift Cells Right-shifts existing cells to the right to make room for the blank cells you
want to insert.
Shift Cells Down-instructs Excel to shift existing cells down. This is the default option.
Entire Row-inserts complete rows in the cell range. You can also select the row number on
the frame before you choose the Insert command.
Entire Column-inserts complete columns in the cell range. You can also select the column
letter on the frame before you choose the Insert command.
5. Select an appropriate option from the Insert dialog box and then press OK.
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Module Four
Format
The Format icon is used to perform various functions such as changing the Row height and
Column width as well as organizing sheets, visibility and protection of sheets. Format command
can be used by following these steps.
2. From the Cells group, select the Format icon.
3. Then select any command from the drop down list for performing any desired formatting
operations.
227
SPREADSHEET
Using Formulas
Sum
The Sum or the AutoSum icon is used to calculate sum of the selected cells, directly after the
cells.
Example for Calculating the Total Marks of a student:
1. Select cell range D3 to G3 (D3:G3).
3. In Editing Group, click on AutoSum & Choose Sum.
Auto Fill
Auto Fill copies the same formula by dragging the fill handle over an adjacent cell or a range of cells.
Using Auto Fill
Auto Fill is a very useful Excel feature. Now that we have the total marks for one student, we can use
this feature to calculate the total marks of the others.
1. Click in cell H3 again and move the mouse pointer to the bottom right corner of the cell.
2. When you see a black plus sign which is the fill handle, drag downwards till cell H12. You
can see that all the cells are filled with the correct total marks of each student.
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Module Four
Other Auto Fill Uses
The Auto Fill feature can be used to complete common number series or series, such as days of the
week and months of the year.
Type the entry January in a cell. Drag the fill handle to the right as far as you want the cells
to fill.
To fill number series (1, 2, 3. or 1, 3, 5. or 100, 200,etc.), you need to fill at least
two cells. Then select both cells and drag the fill handle.
229
SPREADSHEET
Formulas
A formula is an expression that performs calculations on data contained in a worksheet. A formula

uses arithmetic operators like +, -, *, /, %, and ^ to perform addition, subtraction, multiplication,
division, percent and exponentiation respectively.
Using Formulas
In Excel, a formula always begins with an

equal to sign (=).
For Example:
=C2+D2: It adds the cell content of C2 and D2.
=C2/6: It divides the cell content of C2 by 6.
Like this you can write your own formulas using
=and arithmetic (+, -, *, /, %, ^) operators.
In the given picture you can observe that we
have used a formula (=H3/4) in the cell I3 to calculate percentage of marks.
Decimal Place
The position of a digit to the right of a decimal point
Specifying Decimal Places

To specify decimal places:
1.
2.
3.
4.
230
From Cells group of Home tab, click on Format icon.

Select Format Cells option. It opens Format Cells dialog box in Number tab.
Select Number from the Category list and specify the number of decimal places.
Press OK.
Module Four
Increase Decimal, Decrease Decimal
Show Formulas
The Show Formulas icon is used to display the actual formula applied to a cell instead of the
resulting value.
To display all the formulas instead of the results:
1. Click on the Formulas tab.
2. From the Formula Auditing group, select Show Formulas.
3. To redisplay the results, click on the Show Formulas icon once again.
You may use the keyboard shortcut Ctrl + ~ (grave accent key-above the Tab key) to quickly
switch between the display of formulas and their results.
231
To Increase a decimal:
1. Select a cell or a range of cells.
2. On the Home tab, in the Number group, click on Increase Decimal icon. The decimals are
increased by one. Click on as many times as required to get the number of decimals you wish.
Similarly use the Decrease Decimal icon to reduce the number of decimal places.
SPREADSHEET
Excel Error Messages
While working with Spreadsheet, It becomes essential to identify and fix the Errors. Lets have a look
at the generally encountered Errors in the Excel sheet.
Error
Description
#VALUE!
One or more cells that are included in an arithmetic formula contain text.
#DIV/0!
Error when a number is divided either by zero (0) or by a cell that contains no value.
#REF!
Cells may have been deleted that were referred to by other formulas.
#NAME?
This error indicates that a function is trying to do a mathematical operation on text

or is referring to a cell that does not exist.
#NUM!
The result of a formula might produce a number that is too large or too small to be
represented in Excel.
#NULL!
This error indicates that Excel cannot determine which cell is being referred to.
#####
The column is not wide enough to display the content (numbers & dates).
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Module Four
Auto Calculate
It allows Excel to automatically calculate formulas in real time. If you change one or more cell values
in your spreadsheet, all related formulas are recalculated automatically.
233
In the below figure you can observe that Total and Percentage changes automatically if you change
the data in other columns (IT, Math, English, Comm. Skills).
SPREADSHEET
ACTIVITIES
Activity
provided.
Sum, Two, Show Formulas, Equal to (=) , Editing, Autosum
1. In Excel, a formula always begins with...
2. .group contains auto sum, fill, Clear, Find-Replace and sort- filter options.
3. To fill number series you need to fill at least .cells.
4. The ----------- icon is used to display the actual formula applied to a cell instead of the resulting
value.
5. The . or .. icon is used to calculate sum of the selected cells,
directly after the cells.
Activity
Match the Terms in Column A with the terms in Column B by drawing an

arrow.

Column A Column B
Error appears in cell when a number is divided either by zero (0) or by a cell
that contains no value.
A formula
is an expression that performs calculations on data contained in a

worksheet.
Auto fill
If we see black plus sign on cell we can drag it in left, right , top and bottom
direction to get the series of values.
#DIV/0!
The column is not wide enough to display the content (numbers & dates).
Ctrl + ~
You may use the keyboard shortcut (grave accent key-above the Tab
key) to quickly switch between the display of formulas and their results
######
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Module Four
Session
16
The Home Tab 3/5
OBJECTIVES
General Objective
In this Session, you will study about the Absolute, Multiple Sheet References and
Excel Functions.
Specific Objectives
Learning Objectives
Dear Student,
1 Absolute and Multiple Sheet References
a. Types of References.
b.
Absolute References.
c.
Copying Formula.
d.
Referencing Multiple Sheets.
e.
Using Multiple Sheet References.
2 Using Functions
a. The Sum Function.

b.
The Average Function.
c.
The Count Function.
d.
The Count A Function.
e.
The MAX Function.
f. The MIN Function.

g.
The DATE Function.
h.
Changing Date Format.
i.
The LOWER Function.
j.
The UPPER Function.
k.
The PROPER Function.
l.
The LEN function.
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SPREADSHEET
LEARNING
The Home Tab
Absolute and Multiple Sheet References
Types of References
Excel uses three types of cell references to create formulas. They are Relative, Absolute and Mixed
cell references.
Relative Cell Reference: Every relative cell reference in a formula automatically changes when
the formula is copied down a column or across a row.
Absolute Cell References: An absolute cell reference is fixed. Absolute references dont change if
you copy a formula from one cell to another. Absolute references have a dollar signs ($) like this:
$F$2. As the art shows, when the formula =C6*$F$2 is copied from row to row, the absolute cell
reference remains as $F$2.
Mixed Cell Reference: A mixed cell reference has either an absolute column and a relative row, or
an absolute row and a relative column.
For example, $A1 is an absolute reference to column A and a relative reference to row 1. As a mixed
reference is copied from one cell to another, the absolute reference stays the same but the relative
reference changes.
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Module Four
Copying Formula
To copy the formula from one cell to another cell:
1. Select the cell that contains the formula.
3. Select the cell where you want the formula to be copied.

4. Click on the small arrow below the paste icon in the clipboard group of Home tab and then
click on the formula icon.
Referencing Multiple Sheets
In MS Excel we can create formula based on data from multiple sheets. This is called as referencing
multiple sheets.
237
2. Click on Copy icon from clipboard group of Home tab or use keyboard shortcut Ctrl+C.
SPREADSHEET
Using Multiple Sheet References
For example, Sheet1 contains the marks scored by the students in the Midterm exam. Sheet2
contains the marks scored in the Final exam. Now in Sheet3, we want to display the totals of both
Midterm and Final exam marks.
1. Click on cell D3 in Sheet3.

2. Enter the formula =Sheet1!D3+Sheet2!D3 and press Enter. You can see that the sum of
the marks on the other two sheets is displayed here.
Thus Sheet1!D3 refers to cell D3 on Sheet1 and Sheet2!D3 refers to cell D3 on Sheet2. Copy
this formula to the other cells in the column to display the total marks of all students.
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Module Four
Using Functions
A Function is a prewritten formula that performs calculations automatically. Each function has a
specific syntax, i.e. a set of rules associated with it. This means that when you enter a function in
a cell, you need to enter certain predefined arguments for it.
A predefined formula that calculates the total of values contained in two or more cells.
Syntax: =SUM (Number1, Number2, ... Number255 )
Using SUM function to calculate total marks of students:
1. Select the cell H3, in which you want to calculate total marks.
2. Click on the Insert function icon. It opens Insert function dialog box.
3. Select the category as Math & Trig.
4. Now select the SUM function and click on OK. It opens Function Arguments dialog box.
5. Edit the cell reference in box provided besides the heading Number1 as D3:G3 and click on
OK.
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The Sum Function
SPREADSHEET
The Average Function
The AVERAGE function can be used to find the average of a list of numbers.
Syntax: = AVERAGE (Number1, Number2, ... Number255 are numeric arguments for which you
want the average)
Using AVERAGE function to calculate average marks of all students:
Select the cell H13, in which you want to calculate average marks.
Click on the Insert function icon. It opens Insert function dialog box.
Select the category as Statistical.
Now select the AVERAGE function and click on OK. It opens the Function Arguments
dialog box.
5. Edit the cell reference in box provided besides the heading Number1 as H3:H12 and click
on OK.
1.
2.
3.
4.
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Module Four
The Count Function
The COUNT function counts the number of cell in a range that contains numbers.
Syntax: =COUNT( Value1, Value2, Value255)
1.
2.
3.
4.
5.
Select the cell, in which you want to display the count.

Select the category as Statistical.
Now select the COUNT function and click on OK. It opens Function Arguments dialog box.
Provide the cell range in box besides the heading Value1 and click on OK.
The COUNTA Function
The COUNTA counts the number of cells in a range that are not empty. The procedure to use COUNTA
function is similar to COUNT function, except select COUNTA function from Insert Function dialog box.
Syntax: =COUNTA( Value1, Value2, Value255)
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Steps to use COUNT function:
SPREADSHEET
The MAX Function
The MAX function is used to find the largest or maximum number in a given list of values.
Syntax: =MAX( number1, number2,..number255)
Steps to use MAX function:
1. Select the cell, in which you want to display the maximum or largest number.
3. Select the category as Statistical.
4. Now select the MAX function and click on OK. It opens Function Arguments dialog box.
5. Provide the cell range in box beside the heading Number1 and click on OK.
In the below figure, you can observe that highest marks is displayed in H13 using MAX function.
The MIN Function
The MIN function is used to find the smallest or minimum value in a range of data. The procedure to use
MIN function is similar to MAX function, except select MIN function from Insert Function dialog box.
Syntax: =MIN( number1, number2,..number255)

In the below figure, you can observe that lowest marks is displayed in H14 using MIN function.
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Module Four
The DATE Function
The DATE function returns the sequential serial number that represents a particular date.
Syntax: = DATE(Year, Month, Day)
Procedure to use DATE function:

1.
2.
3.
4.
5.
Select the cell, in which you want to display date.

Select the category as Date & Time.
Now select the DATE function and click on OK. It opens Function Arguments dialog box.
Provide the arguments as:
Year: 2013
Month: 6
Day: 28
6. Press OK.
Note: If the cell format was General before the function was entered, the result will be in date
format instead of a number.
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For example, the formula: =DATE(2013,6,28) returns 41453, the serial number that represents
6/28/2013.
SPREADSHEET
Changing Date Format
To change the format of the date:
1.
2.
3.
4.
On the Home tab, in the Cells group, select Format Format Cells.
In the displayed window, ensure that the Date category is selected.
Click on a suitable format in the Type box.
Then Click on OK. Your date is then displayed in the format you selected.
The LOWER Function
The LOWER function is used to convert the text in a cell to lowercase i.e. small letters.
Syntax: =LOWER(Text)
Procedure to use LOWER function:
1.
2.
3.
4.
Select the cell, in which you want to display the result of LOWER function.
Select the category as Text.
Now select the LOWER function and click on OK. It opens Function Arguments dialog
box.
5. Type the text/cell address that you wish to convert to lowercase in the box beside the heading
Text and click on OK.
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Module Four
The UPPER Function
The UPPER function is used to convert the text in a cell to uppercase, i.e. capital letters. The
procedure to use UPPER function is similar to LOWER function, except select UPPER function from
Insert Function dialog box.
Syntax: =UPPER(Text)
In the below figure, you can observe that the text is converted to upper case using UPPER function.
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SPREADSHEET
The PROPER Function
The PROPER function capitalizes the first letter of each word and changes all other letters to
lowercase. The procedure to use PROPER function is similar to LOWER function, except select
PROPER function from Insert Function dialog box.
Syntax: =PROPER(Text)
In the below figure, you can observe that the text is converted to proper case using PROPER function.
The LEN function
The LEN function returns the number of characters in a text string.

Syntax: =LEN(Text)
Procedure to use LENfunction:
1. Select the LEN function and click on OK. It opens Function Arguments dialog box.
2. Type the text/cell address that you wish to calculate the length in the box beside the heading
Text and click on OK.
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Module Four
ACTIVITIES
1
provided.
Home, Absolute reference, multiple
1. Cell reference used in a formula which does not change when the formula is copied is called
..
2. Formula based on data from . sheets is called as referencing multiple sheets.
3. To change the format of the date, on the .. tab, in the Cells group, select Format
Format Cells.
Activity

arrow.

Column A Column B
1. is a prewritten formula that performs calculations automatically.
Mixed Reference
2. The row or only the column is fixed
Function
3. Referencing data from more than one sheet is called
Home tab
4. Format Cells Referencing

Multiple Sheets
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Activity
SPREADSHEET
Session
17
The Home Tab 4/5
OBJECTIVES
General Objective
In this Session, you will study about the IF Function, the Nested IF, the SUMIF
function, the COUNTIF function.
Specific Objectives
Learning Objectives
Dear Student,
1 Using Functions
a. The IF Function.
b. The Nested IF.
248
c.
The SUMIF function.
d.
The COUNTIF function.
Module Four
The IF Function
Using IF function to display the student result:

1.
2.
3.
4.
5.
Select the cell, in which you want to display the result.

Select the category as Logical.
Now select the IF function and click on OK. It opens Function Arguments dialog box.
Provide the arguments as:
logical_test:H3>60
value_if_true: PASS
value_if_false: TRY AGAIN
6. Press OK.
You can observe the result in the below figure:
249
The IF function returns one value if a specified condition evaluates to TRUE, or another value if it
evaluates to FALSE.
Syntax: =IF (logical_test, [value_if_true], [value_if_false] )
logical_test: Any value or expression that can be evaluated to TRUE or FALSE.
value_if_true: The value that you want to be returned if the logical_test argument evaluates to TRUE.
value_if_false: The value that you want to be returned if the logical_test argument evaluates to
FALSE.
SPREADSHEET
Nested IF
The IF function in Excel allows you to evaluate a situation which has two possible outcomes and
calculate a different value for each outcome. However, sometimes you need to work with situations
where there are more than two possible outcomes. Thats where multiple, or nested IF functions
come in handy.
Using Nested IF to calculate Grades of student marks:
1. Click on cell I3, in which you want to display the grade.
2. Go to formula bar and edit it as
=IF(H3>=90,A,IF(H3>=80,B,IF(H3>=70,C,IF(H3>=60,D,Try Again)))) and
then press Enter key. The grade for the first student is displayed.
3. Copy the same formula to display the grades of other students.
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Module Four
The SUMIF function
The SUMIF function is used to add the values in a range that meets a specified criteria.
The COUNTIF function
The COUNTIF function counts the number of cells within a range that meets the specified criteria.
Using COUNTIF function to find the number of students present on a particular date:
1. Select the cell D13, in which you want to display the count.
3. Select the category as
Statistic.
4. Now select the COUNTIF
function and click on
OK. It opens Function
Arguments dialog box.
5. Provide the arguments as:
Range: D3:D12
Criteria: P
6. Press OK.
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Using SUMIF function to find the total value of vegetables:

1. Select the cell I5, in which you want to calculate the total.
3. Select the category as Math & Trig.
4. Now select the SUMIF function and click on OK. It opens Function Arguments dialog
box.
5. Provide the arguments as:
Range: D3:D8
Criteria: Vegetables
Sum_range: E3:E8
6. Press OK.
SPREADSHEET
ACTIVITIES
Activity
provided.
IF SumIF
1. The function is used to add the values in a range that meets a specified
criteria.
2. . function is a logical function is used when there are two possibilities in the
result, like True or False.
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Module Four
Session
18
The Home Tab 5/5
OBJECTIVES
General Objective
In this Session, you will study about the Styles group, the Editing and the Numbers
group of Home tab.
Specific Objectives
Learning Objectives
Dear Student,
1 The Styles Group
a. Conditional Formatting.
b.
Applying Conditional Formatting.
c.
Format as Table.
d.
Sorting Table Data.
e.
Cell Styles.
2 The Editing and Number Groups
a. Sort.
b. Filter.
c. Filtering Data.
d. The Number Group.
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SPREADSHEET
LEARNING
The Home Tab
Styles Group
The commands of this group enable you to apply pre-defined formatting instructions.
Conditional Formatting
Conditional formatting options allow you to apply different formatting options, such as background
color, borders or font formatting to data that meets certain conditions.
Applying Conditional Formatting

Using conditional formatting to highlight the student marks greater than 90:
1.
2.
3.
4.
Select all the cells containing the marks i.e. cells H3 to H12.
On the Home tab, in the Styles group, click on Conditional Formatting.
From the options displayed, select Highlight Cells Rules Greater Than...
In the Greater Than window enter 90 in the left box and in the right box select the
required formatting style.
5. Click on OK. Click outside the selected cells. You can see that all marks greater than 90 are
highlighted in the specified colors.
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Module Four
Format as Table
The Format as Table icon enables you to quickly format a range of cells and convert it to a Table,
by choosing a predefined table style.
1.
2.
3.
4.
Select the data range that is to be formatted as table.

Click on Format as Table icon in the Styles group of the Home tab.
Select any Table style from the gallery. It opens Format as table dialog box.
Click on OK.
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SPREADSHEET
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Module Four
Sorting Table Data
When the data is organized as a table, you can sort it very easily. For example, you may wish to
sort the students in descending order of the total marks scored. This can be done very easily. Click
on the arrow next to the Total heading. In the displayed menu, select Sort Largest to Smallest.

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SPREADSHEET
Cell Styles
The Cell Styles icon is used to quickly format a cell by choosing from the pre-defined styles.
1. Select the cell(s) that you wish to apply a cell style.
2. Click on Cell Styles icon in the Styles group of Home tab.
3. Select the style you want to apply.
Editing and Number Groups
The Editing group commands help you to find, replace, sort and filter the data as well as clear data and
formatting.
Sort
Sorting allows you to arrange the data in an order. You can sort data by text (A to Z or Z to A) and
numbers (Smallest to Largest or Largest to Smallest).
Sorting students marks in descending order (Largest to smallest):
1. Click on Cell H3 (The H column has total marks).
2. Click on Sort & Filter icon in the Editing group of Home tab.
3. Select Largest to Smallest option to sort your data in descending order.
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Module Four
Filter
Filtering is a quick and easy way to find and work with a subset of data in a range. A filtered range
displays only the rows that meet the criteria you specify for a column. Filtering temporarily hides
rows that dont meet the specified criteria.
259
SPREADSHEET
Filtering Data
The Sort & Filter icon is also used to filter data as required.
To filter the data and display records for the students who have scored B grade only:
Click on cell H2.
Click on Sort & Filter icon in the Editing group of Home tab.
Select Filter option.
Click on the arrow in the Grade column and in the box at the bottom, uncheck the box in
front of (Select All) and click on the box in front of B.
5. Then click on OK. Your data is filtered and you see only the information you need.
1.
2.
3.
4.
Note: To display the data as it originally was, you may remove the applied filter. For this on the
Home tab, in the Editing group, select Sort & Filter Clear. Your complete data is redisplayed now.
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Module Four
The Number Group
Format
General
Number
Currency
Accounting
Date
Description
The default number format that Excel applies when you type a number. For the most
part, numbers that are formatted with the General format are displayed just the way
you type them. However, if the cell is not wide enough to show the entire number, the
General format rounds the numbers with decimals.
Used for the general display of numbers. You can specify the number of decimal
places that you want to use, whether you want to use a thousands separator, and
how you want to display negative numbers.
Used for general monetary values and displays the default currency symbol with
numbers. You can specify the number of decimal places that you want to use,
whether you want to use a thousands separator, and how you want to display
negative numbers.
Also used for monetary values, but it aligns the currency symbols and decimal
points of numbers in a column.
Displays date and time serial numbers as date values, according to the type and
locale (location) that you specify. Date formats that begin with an asterisk (*)
respond to changes in regional date and time settings that are specified in Control
Panel. Formats without an asterisk are not affected by Control Panel settings.
Time
Displays date and time serial numbers as time values, according to the type and
locale (location) that you specify.
Percentage
Multiplies the cell value by 100 and displays the result with a percent (%) symbol.
You can specify the number of decimal places that you want to use.
Fraction
Displays a number as a fraction, according to the type of fraction that you specify.
Scientific
Displays a number in exponential notation, replacing part of the number with E+n,
where E (which stands for Exponent) multiplies the preceding number by 10 to the
nth power. For example, a 2-decimal Scientific format displays 12345678901 as
1.23E+10, which is 1.23 times 10 to the 10th power. You can specify the number of
decimal places that you want to use.
Text
Treats the content of a cell as text and displays the content exactly as you type it,
even when you type numbers.
Special
Displays a number as a postal code (ZIP Code), phone number, or Social Security
number.
Custom
Allows you to create a new number format code by modifying a an existing number
format code.
261
The Number group contains the available number formats in Excel. By

applying different number formats, you can change the appearance of
a number without changing the number itself. A number format does
not affect the actual cell value that Excel uses to perform calculations.
The actual value is displayed in the formula bar.
Various number formats and their description is given in below table:
SPREADSHEET
ACTIVITIES
Activity
provided.
Filter,
1.
2.
3.
4.
5.
Sorting,
Conditional Formatting, Styles, Cell
The .icon is used to format cells based on certain criteria.

Format as Table can be Displayed in Home tab, in the .. group.
When data is organized as a table, you can sort and it very easily.
The Cell Styles icon is used to quickly format a . by choosing from pre-defined styles.
. allows you to arrange the data in an order.
Activity

1.
2.
3.
4.
Column A Column B
Icon is used to format cells based on certain criteria.

Sort & Filter
Icon is used to arrange data in a way that it is easier to analyze. Conditional Formatting
Tab allows you to choose the numerical format.
Comma Style
Icon displays the value of the cell with thousands separators Number group on the Home.
Activity
State whether the following statements are TRUE or FALSE:
1- Editing group commands help you to find, replace, sort and filter data as well as clear data and
formatting.
a. True.
b. False.
2- Sorting allows you to arrange the data in an order. You can sort data by text (A to Z or Z to A) and
numbers (Smallest to Largest or Largest to Smallest).
a. True.
b. False.
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Module Four
Session 19 : The Insert Tab, Additonal Tabs and Features
Session
19
The Insert Tab, Additonal Tabs and Features
OBJECTIVES
General Objective
In this Session, you will study about the Insert tab, additional tabs and features
of Excel
Specific Objectives
Learning Objectives
Dear Student,
1 The Insert Tab
a.
The Chart Group.
2 The Other Excel Tabs
a. The Page Layout Tab

b. The View Tab
3 Additional Features
a. Security
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SPREADSHEET
LEARNING
The Insert Tab
The Charts Group
What is a Chart?
A chart is a visual representation of data and conveys the information in an easy to understand
and attractive manner. There are different types of charts available in Excel 2010 such as Column
charts, Line charts, Bar charts, Area charts, Pie charts and many more.
Parts of a Chart
The parts of a chart are as follows:
Chart Title This is the title of the chart, here it is CT-140 Marks.
Primary Vertical Axis Title Is the Y-axis title on which Total Marks is written.
Primary Horizontal Axis Title Is the X-axis title on which Student Names is written.
Legend The legend, as in a map, is a key showing which color is used to represent what:
Series 1 in this case.
5. Plot Area The area on which the data is plotted
6. Chart Area The entire area on which the chart is drawn.
1.
2.
3.
4.
CT-140 Marks
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Module Four
To insert a chart:
1. Select the Name range, i.e. cells C3 to C12. Hold down the Ctrl key and select the Total
range, i.e. H3 to H12.
2. Now on the Insert tab, in the Charts group, click on Column.
3. Select a suitable column chart from the displayed list. A chart is inserted and three new
contextual Chart Tools tabs are displayed.
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Insert a Chart
SPREADSHEET
Move a Chart
To move the chart to a separate worksheet:
1. Select the chart by clicking on it.
2. On the contextual Design tab, in the Location group, click on Move Chart.
3. In the Move Chart window, click on the New sheet button and click on OK.
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Module Four
To apply a chart style:

2. On the contextual Design tab, in the Chart Styles group, click on the More arrow to see
all available styles.
3. Select a suitable one from the chart styles gallery.
267
Chart Styles
SPREADSHEET
Chart Title
To display the chart title above the chart:
1.
2.
3.
4.
Select the chart by clicking on it.

On the contextual Layout tab, from the Labels group click on Chart Title icon.
Select Above Chart option. A text box with the text Chart Title is displayed above the chart.
Now edit the chart title as CT-140 Marks. Your title is now displayed in the chart title text box.
CT-140 Marks
Labeling Axes
To label the X-axis of the chart:
2. On the contextual Layout tab, from the Labels group click on Axis Titles icon.
3. Select Primary Horizontal Axis Title Title Below Axis. A text box with the text Axis Title
is displayed.
4. Now edit the axis title as Names.
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Module Four
Data Labels
Data Labels are used to label the elements of a chart with their actual data values.
To display the data labels:
2. On the contextual Layout tab, from the Labels group click on Data Labels icon.
3. Select Outside End option. You can now see the actual total marks of each student in the chart.
269
To label the Y-axis of the chart:

2. On the contextual Layout tab, from the Labels group click on Axis Titles icon.
3. Select Primary Vertical Axis Title Vertical Title. A text box with the text Axis Title is
displayed.
4. Now edit the axis title as Marks.
SPREADSHEET
Coloring Chart Background
To color the chart background:
1. Click in the Chart Area.
2. Click on contextual Format tab.
3. From the Shape Styles group; click on a suitable style from the styles gallery.
Changing Chart Data
Even after a chart has been created, you can select different data. Suppose you decide that you
want to create a chart for the marks of the Final exam only and not the total marks. To do this:
2. Click on the contextual Design Tab.
3. From the Data group, click on Select Data. The Select Data Source window is displayed
and the data currently used is highlighted in the chart.
4. Select the data in the Name column and Final column and click on OK in the Select
Data Source window.
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Module Four
You can also change the chart type after it has been created.
To change chart type:
2. On the Design tab, in the Type group, click on Change Chart Type icon.
3. In the Change Chart Type window, select a chart type and click on OK. Your chart is
redesigned as per the new chart type.
Printing a Chart
You may print the chart along with the rest of the data on the worksheet in the normal way. To print
only the chart, click on the chart and then execute the Print command.
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Changing Chart Type
SPREADSHEET
The Other Excel Tabs

The Page Layout Tab
The Page Layout tab allows you to customize the way your worksheet is set up. It helps you to change the
themes, page size, margins, print area and many other options.
Themes
Themes in Microsoft Excel provide a unique and professional look to your Workbook. They use
different combinations of font styles, color schemes and graphical effects.
To apply theme to the workbook:
1. On the Page Layout tab, in the Themes group, click on Themes icon.
2. Move your mouse over the various options in the displayed gallery. You can see a preview of
how the worksheet would look when each theme is applied. Click on a suitable one.
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Module Four
The Background icon is used to display a picture as the background of a worksheet.

To insert picture in the background of a worksheet:
1. On the Page Layout tab, in the Page Setup group, click on Background.
2. In the Sheet Background window, browse to the required picture and click on Insert.
Note: To remove the background picture, click on Delete Background.
Print Area
If you print a specific selection on a worksheet frequently, you can define a print area that includes
just that selection. A print area is a range of cells that you select to print when you dont want to print
the entire worksheet.
To set Print Area on a worksheet:
1. Select the area that you want to print.
2. On the Page Layout Tab, from the Page Setup group, click on Print Area
3. Select Set Print Area option. The print area appears with a dotted line border. Only this
area will be printed when you execute the Print command.
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Background
SPREADSHEET
Print Titles
The Print Titles icon is used to specify the rows to be printed at the top or columns to be printed at
the left of each page. This is useful when you need to print a worksheet containing a large amount
of data.
To set the Print titles:
1. On the Page Layout tab, from the Page Setup group, click on Print Titles icon.
2. In the displayed window, click in the Rows to repeat at top box and then select the rows you
want to repeat.
3. You may set the Columns to repeat at left in a similar way for worksheets that are short and
wide with a large number of columns.
4. Press OK.
Sheet Options
The Sheet Options group on the Page Layout tab is used to

switch the sheet direction, specify whether you wish to view
and print the gridlines and headings of your worksheet.
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Module Four
By default, in Microsoft Excel; column & row headings starts from left side of the worksheet. You
can change it to Right side by using Sheet Right-to-Left icon from Sheet Options group of Page
Layout tab.
To print the gridlines as well as row and column headings:

On the Page Layout tab, in the Sheet Options group, click
on the Print boxes under Gridlines and Headings.
To hide the gridlines as well as row and column headings:

On the Page Layout tab, in the Sheet Options group,
uncheck the View boxes under Gridlines and Headings.
275
Sheet Right-to-Left:
SPREADSHEET
The Other Excel Tabs

The View Tab
Split worksheet window
The Split icon is used to split the worksheet window into separate panes and scroll the worksheet
in each pane so that you can easily compare data from separate worksheet locations.
Horizontal Split
To split worksheet horizontally:
1. Select the row where you wish to split worksheet window.

2. On the View tab, in the Window group, click on Split. You will see a line appears across
your worksheet. Appropriate scrollbars appear to enable you to scroll within the upper &
lower panes.
Note: Click on the Split button once again to remove the split.
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Module Four
To split worksheet vertically:

1. Select the Column where you wish the split to be placed.
2. On the View tab, in the Window group, click on Split. You will see a vertical line appear
in your worksheet.
Quick Splits
1. A quick way to create a horizontal split is to click on the split box tool at the top of the
vertical scroll bar and drag it to your desired location.
2. To quickly create a vertical split, use the split box tool at the far right of the horizontal scroll bar.
3. To remove a split, double click on it.
Click in a single cell of your worksheet and then click Split. This will divide your
worksheet into four panes with a vertical and horizontal line.
277
Vertical Split
SPREADSHEET
Freeze Panes
The Freeze Panes icon is used to keep a portion of the sheet visible while the rest of the sheet
scrolls. When you have a large worksheet, it is often required that column or row labels remain in view.
By using this feature you can freeze either columns or rows so that they remain visible at all times.
Freezing Columns
To freeze column(s):
1. Select the column after the
column(s) you wish to freeze.
2. On the View tab, in the
Window group, select
Freeze Panes.
3. Select Freeze
Panes
option. You will see a vertical
line appear in your worksheet.
Everything to the left of the
line is frozen and will remain
in view when you scroll across
the worksheet.
Freezing Rows
To freeze row(s):
1. Select the row after the row(s) you wish to freeze.
2. On the View tab, in the Window group, select Freeze Panes.
3. Select Freeze Panes option. You will see a line appear across your worksheet. Everything
above the line is frozen and will remain in view when you scroll down your worksheet.
To freeze both Columns and Rows, click in a single cell and select Freeze Panes
- Freeze Panes. This will freeze all rows above the selected cell and all columns
to the left of it.
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Module Four
Security
Using Passwords
You can use passwords to restrict other people from opening your workbooks. If you lose or forget
the password, it cannot be recovered. So it is advisable to keep a list of passwords and their
corresponding file names in a safe place.
Creating a Password
To create a password:
1. Click on the File tab.
2. In the central pane, click on
Protect Workbook.
3. Select
Encrypt
with
Password option.
4. A window appears prompting
you to enter a password. Type
a password of your choice and
click on OK. You are asked to confirm the password once again. Re-enter it and click on OK.
5. Then save your workbook and close it.
Removing a Password
To remove the password:
1.
2.
3.
4.
5.
Open the workbook to which a password has already been created.

Click on the File tab.
In the central pane, click on Protect Workbook.
Select Encrypt with Password option.
In the displayed window, select the password and delete it. Then click on OK and save
the workbook.
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Additional Features
SPREADSHEET
ACTIVITIES
Activity
provided.
Data Labels, Design,
Chart, Background,
Delete Background, Print Titles,
1. A . is a visual representation of data and conveys the information in an easy to understand

and attractive manner.
2. .are used to label the elements of a chart with their actual data values.
3. To change a Chart Type, on the tab, in the Type group, click on Change Chart Type.
4. To remove the background picture, click on .option in the Page Layout
tab.
5. The icon is used to specify the rows to be printed at the top of each page.
6. The ................. icon is used to display a picture as the background of a worksheet.
Activity

arrow.

1.
2.
3.
4.
5.
6.
7.
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Column A Column B
Options in this group enable you to insert tables & pivot tables in your worksheet. Charts.
This group enable you to insert various types of charts.
Tables
This group allows you to create hyperlinks.
Links
That no unauthorized person peeks at your data.
Freeze Pane
Is used to keep a portion of the sheet visible while the rest of the sheet scrolls. Password
To remove a split. Double Click
Icon is used to split the worksheet window into separate panes.
Split
Module Five
PRESENTATION GRAPHICS
Session 20: Getting Started

Session 21: The Home Tab.
Session 22: The Insert Tab & The Design Tab.
Session 23: The Transitions Tab, The Animations Tab, The Slide Show
Tab and Other Features of MS-PowerPoint 2010.
Module Five
Session
20
Getting Started
Session 20 : Getting Started
OBJECTIVES
General Objective
In this Session, you will learn about the User interface and File Tab of
MS-PowerPoint2010.
Specific Objectives
Learning Objectives
Dear Student,
1 Introduction.
a. Starting PowerPoint 2010.

2 The User Interface.
a.
b.
c.
d.
e.
What is a Slide Pane?

Placeholder.
Slides Tab, Outline tab.
Notes Pane.
Resizing Panes.
3 Working with a Presentation.
a.
b.
Resizing & Moving

Placeholders.
Selecting Slides Use of Ctrl &
Shift key.
c.
d.
e.
f.
Moving Slides using drag &

drop feature.
Using Slide Tab Right click
option to Insert a new slide.
Duplicate a slide.
Delete a slide.
4 The File Tab
a. Saving a Presentation.
b. Difference between Save &
Save As options.
c. Print a presentation.
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LEARNING
Getting Started
Introduction
Presentation graphics software is a type of software
package designed to present graphic information
in the form of a slides. This software also integrates
drawings, text, charts, audio, animation and sound
effects into the presentation.
Some of the examples of presentation software
include Microsoft PowerPoint, Apple Keynote,
Prezi,and Corel Presentations.
Microsoft PowerPoint
Microsoft PowerPoint is a program that comprises of slides, which may contain text, images, and other
media, such as audio clips and movies. Microsoft PowerPoint is mostly used presentation software
program.
Starting PowerPoint 2010

1.
2.
3.
4.
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Click Start button.

Click All Programs
Click Microsoft Office
Click Microsoft PowerPoint 2010.
Module Five
The User Interface
Slide Area
The Slide area is the actual slide where you can add slide objects such as text, pictures, charts, etc..
285
Placeholder
Dotted borders identify Placeholders, where you can type text or insert pictures, charts, and other
objects.
The Navigation Pane
The Navigation Pane appears on the left side of the PowerPoint window, which contains Slides tab
and Outline tab.
Note: If the NAVIGATION PANE is not visible, click the Normal button in
the View tab of the Ribbon.
Slides Tab, Outline tab
Slide Tab: Shows thumbnails of slides so you can see a visual representation of several slides at
once.
Outline Tab: Shows an outline of the slides and the text of each slide in the presentation.
Notes Pane
Notes pane is below the slides pane, which enables you to add notes to the presentation for each
slide. These notes also called as speaker notes for the presenter to refer when delivering the
presentation.
Resizing Panes
You can resize the different panes that you see on your screen. you need to point to the border of a
pane, when the pointer becomes a two-headed arrow, drag the border to the required size.
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Module Five
Working with a Presentation
Resizing & Moving Placeholders
The placeholders on a slide can be resized and positioned as required.
1. Click on a placeholder. The Eight Sizing Handles on the placeholder can be seen and used to
adjust its size.
2. Place your pointer over any sizing handle and when it appears as a two headed arrow, drag to
adjust the size of the placeholder.
To move a placeholder:
Click on the dotted border of placeholder. When the pointer becomes a four-headed arrow, drag to
the location you wish.
Selecting Slides - Use of Ctrl & Shift key
1. To select a single slide, simply click the slide on the Slides tab.
2. To select several slides, hold down the Ctrl key and click the required slides.
3. To select consecutive slides, click the first slide, hold down the Shift key and then click the last one.
Moving Slides using drag & drop feature

1. Select the slides on the Slides tab.
2. Now drag them to the required position. While

dragging, you can see the drag pointer. A
horizontal line shows you where the slides
will be placed.
3. Release the mouse button to relocate your
slides.
287
To Resize a Placeholder:
Using Slides Tab
The Slides tab at the left of your screen allows you to perform various functions.Right-clicking a
slide displays various options.
Right click option to insert a new slide
1. Right click in the slides tab of the navigation pane

2. Click on NEW SLIDE
Keyboard Shortcut key : CTRL + M
Right click option to duplicate a slide
1. Right click on the slide present in the Slide Tab of Navigation Pane
2. Click on Duplicate Slide
Keyboard Shortcut key : CTRL + D
Right click option to delete a slide
1. Right click on the slide present in the Slide Tab of

Navigation Pane
2. Click on Delete Slide
Keyboard Shortcut key : Delete.
The File Tab

Saving a Presentation
There are three ways to save your presentation.

1. Click the File Tab and select Save.
2. Click the Save icon on the Quick Access toolbar.
3. Use the shortcut keys Ctrl+S.
PowerPoint presentation is saved with the extension .pptx.
We can also save presentation in different
formats like PowerPoint Template,
PowerPoint Show using Save As option.
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Module Five
Print a presentation
1.The three-slides-per-page
handout includes lines that
your audience can use to
take notes.
To Print your presentation :

1. Click the File tab.
2. Click Print and then select your
settings in the central pane of print
interface and then print your slides
or handouts.
Keyboard Shortcut : CTRL + P
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You can print your slides (one slide per page)

and handouts of your presentation with
one, two, three, four, six, or nine miniature
slides on a page that your audience can use
to follow along as you give your presentation
or keep for future reference.
ACTIVITIES
Activity
Thumbnails Images
Placeholder
.pptx
1. Microsoft PowerPoint is a program that comprises of text, ___________, 3-D graphics, audio clips, sound
effects and flashy animations.
2. Slides Tab Shows ___________of slides so you can see a visual representation of several slides at once.
3. Dotted borders identify ____________ where you can type text or insert pictures, charts and other objects.
4. PowerPoint presentation is saved with the extension___________.
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Module Five
Session
21
The Home Tab.
Session 21 : The Home Tab.
OBJECTIVES
General Objective
In this Session, you will learn about the Slides group, Font group, Paragraph Group,
Drawing Group and Editing Group of Home tab.
Specific Objectives
Learning Objectives
Dear Student,
At the end of this session, you should be able to study and practice:
1 Introduction
a. The Home Tab.

2 The Slides Group
a. Insert New Slide.
b. Change Slide Layout.
c. Reset Slide.
3 The Font Group
a. Change Font, Font Size, Use of option
Increase Font Size and Decrease
Font Size, Change Font Color.
b. Apply Bold, Italic, Underline,
Shadow, Strikethrough effects to
selected text.
c. Modify Character Spacing.
d. Using Clear All Formatting option.
4 The Paragraph Group
a. Applying Bullets to list.

b. Using Picture Bullets.
c. Using Numbered list.
5 The Drawing Group
a. Inserting Shapes.
b. Adjusting shape Size.
c. Using Quick Styles tool.
d. Use of options like Arrange, Shape
Fill. Shape Outline, Shape Effects.
6 The Editing Group
a. Selecting multiple objects.
b. Using selection pane.
291
LEARNING
The Home tab
Introduction
The Home tab
The Home tab contains the most commonly-needed commands. These allow you to insert new slides,
group objects and format text on your slides. This tab is divided into six groups.
The Slides group

The commands in this group enable you to insert new slides, organize & arrange slides.
Insert New Slide
The New Slide button is used to insert a new slide after the currently active one.
To insert a new slide:
Click New Slide button from Slides group.
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Module Five
Change Slide Layout
The Layout button is used to change the slide layout. You may also specify the slide layout when
you insert a new slide. For this, click the arrow on New Slide icon and select a suitable option.
slide
To change
Layout:
1. Click the slide that

you want to change
the layout.
2. Click Layout button
from Slides group.
You can see various
layout
styles
displayed with the
currently
applied
one highlighted.
3. Choose a different layout.
Reset Slide
The Reset icon is used to reset the position, size and formatting of the placeholders on a slide to
their default settings. This enables you to restore a slide to its original layout after you have made
changes to it.
Insert a new slide, then move the placeholders a bit and change their sizes. On the Home tab, in
the Slides group, click Reset. The placeholders have reverted to their original size and position.
293
The Font group
The commands in this group enable you to modify and enhance the appearance of text.
Change Font, Font size, Use of Increase Font size and Decrease Font size option,
Change font color
1. Click a placeholder to select it.
2. And change Font, Font size, Font color and Increase/Decrease font size by using appropriate
button from Font group.
Apply Bold, Italic, Underline, Shadow, Strikethrough effects to selected text

Following table will give a description about these effects.
Font Group Command
Sample
Result
( Bold)
KSU
KSU
( Italic)
KSU
KSU
(Underline)
KSU
KSU
(Text Shadow)
KSU
(Strikethrough)
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KSU
KSU
Module Five
Modify Character Spacing
The Character Spacing icon is used to change the space between the characters of selected text.
1. Select the text for which spacing is to be changed.
2. Click Character Spacing button from Font group.
Using Clear All Formatting option
The Clear All Formatting icon is used to clear all applied formatting.
Before
KSU
Apply Clear Formatting

(Clear All Formatting)
Result
KSU
The Paragraph group

The commands in this group enable you to format paragraphs of text.
Applying Bullets to list
The Bullets icon is used to create a bulleted list on a slide.

To create a bulleted list:
1. Select the text.
2. Then on the Home tab, from the Paragraph group, click Bullets. Your text now appears as
a bulleted list.
295
3. To choose a bullet style, click the arrow next to the Bullets icon and make your selection.
Using Picture Bullets
To make the bulleted list on your slide more attractive, you may use pictures as bullets. Lets learn
to do this.
1. Select the list. Then on the Home tab, from the Paragraph group, click the arrow next to the
Bullets icon.
2. Select Bullets and Numbering at the bottom of the displayed window.
3. Now click the Picture button. In the Picture Bullet window, click a suitable picture or
click Import to use your own one.
4. If you click on Import button, it opens Add Clips to Organizer window. Browse to your
picture and click Add. Your picture now appears in the Picture Bullet window. Select it and
click OK.
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Module Five
Using Numbered list
The Numbering icon is used to create a numbered list on a slide. Such a list is normally used to
convey a sequence of events.
1. Select the required text.
3. To choose a numbering style, click the arrow next to the Numbering icon and make your selection.
The Drawing group

The commands in this group enable you to insert shapes and arrange & enhance objects.
Inserting Shapes
The Shapes icon is used to insert predefined

shapes on your slides.
1. On the Home tab, in the Drawing group,
click Shapes box to display the Shapes
gallery.
2. Click on a shape and drag to create a
shape of the size you wish.
When you insert a shape, a new contextual
Format tab appears. You may use the various
options available to enhance the appearance of
the shape.
297
2. On the Home tab, in the Paragraph group, click Numbering. Your text now appears as a
numbered list.
Adjusting shape Size
The Shape Height and Shape Width boxes on the contextual Format tab are
used to specify the exact dimensions of a shape. Enter your specifications in
these boxes and press Enter.
Using Quick Styles Tool
The Quick Styles icon is used to apply styles to objects

such as shapes, text boxes and placeholders.
1. Select the shape by clicking on it.
2. Then on the Home tab, in the Drawing group, click
Quick Styles.
3. Now select a style from the displayed gallery.
Use of options like Arrange, Shape Fill, Shape Outline, Shape Effects
The Arrange icon is used to arrange objects on a slide by changing their order, position and rotation.
The various Order options in Arrange button:
Bring to Front, places the selected object in front of all
other objects.
Send to Back, places it behind all other objects.
Bring Forward, the object moves one level forward.
Similarly Send Backward moves it one level behind.
To change the position of an object, select it, click Arrange
--- Align and select a suitable option.
To rotate an object to the desired angle, select it, click Arrange --- Rotate and make your selection.
Shape Fill
The Shape Fill icon is used to fill an object with a solid color, gradient, texture or a picture. Well use
this icon to enhance the shape on the displayed slide.
Shape Outline
The Shape Outline icon is used to specify the color, width
etc. of the outlines of objects such as shapes, text boxes
and pictures.
Shape Effects
The Shape Effects icon is used to enhance the appearance of objects such as shapes and text
boxes on your slide.
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Module Five
The Editing group
Selecting multiple objects
The Select icon can be used to make various other

types of selections. On the Home tab, in the Editing
group click Select. You may use the displayed options
to make selections.
Using selection pane
1. On the Home tab, in the Editing group click Select.

2. Click Selection Pane to display the Selection and Visibility pane at the right. The purpose
of the pane is to list all the objects on the current page. When you select an object such as a
picture or shape in the Selection and Visibility pane, PowerPoint also selects it on the slide.
299
To select a section of text on a slide, you need to simply

click and drag your mouse over it. To select an object
such as a shape, click on it. To make multiple objects,
keep the Ctrl key pressed and select.
ACTIVITIES
Activity
Bulleted Character Spacing Clipboard Layout
1. group contains the main editing commands such as Cut,
Copy and Paste.
2. The button in the Slides group of Home tab is
used to change the slide layout.
3. The .button in the Font group of Home tab, is used to
change the space between the characters of selected text.
4. The Bullets icon is used to create a ..list on a slide.
Activity

1. The Numbering icon is used to create a numbered list on a slide.
a. TRUE
b. FALSE
2. The Increase List Level and Decrease List Level icons are used to specify the indent levels.
a. TRUE
b. FALSE
300
Module Five
Session 22 : The Insert Tab And The Design Tab
Session
22
The Insert Tab And The Design Tab
OBJECTIVES
General
Objective
In this Session, you will learn about the Insert Tab and the Design Tab.

Specific Objectives
Learning Objectives
Dear Student,
At the end of this session, you should be able to study and practice:
1 Introduction
a. The Insert Tab.

2 The Links Group
a. Inserting Hyperlink within the

presentation.
b. Using action button.
3 The Text and Symbols Group
b.
Trimming a Video.
c.
Inserting Audio.
5 Introduction
The Design Tab

6 Design Tab Commands
a. Use of Page Setup options.
a.
Inserting Footer.
b.
Changing Slide orientation.
b.
Inserting Date & Time into footer.
c.
Using Themes Gallery.
c.
Adding Slide number to footer.
d.
Use of Background Styles option.
4 The Media Group
a. Inserting a Video.
e.
Inserting
picture
as
slide
background.
301
LEARNING
The Insert Tab
Introduction
The Insert tab
The Insert Tab has a lot of useful features that enable you to insert objects like Pictures, Clip Art,
Images, Tables, SmartArt graphics, Charts and a lot of other items. It has seven groups.
The Links Group

The commands in this group enable you to create links and add action commands to objects.
Inserting Hyperlink within the presentation

To insert a hyperlink:
1.
2.
3.
4.
302
Select the text or object to be used as a hyperlink.

On the Insert tab, in the Links group, click Hyperlink. It opens Insert Hyperlink window.
In the Insert Hyperlink window, under Link to: click Place in This Document.
Click the desired slide in the center pane and then click OK.
Module Five
Using action button
To assign an action:
1. Select the object, as shown in figure.
2. On the Insert tab, in the Links group,
click Action.
3. In the Action Settings window, on the
Mouse Click tab, click the box in front
of Play sound.
4. Select the desired sound in the box
below and click OK.
The Text Group

Inserting Footer
To insert footer to the slides of a presentation:
2. In the Text group, select Header & Footer.
3. In the Header and Footer window, check the
Footer check box.
4. Type the text you want display at the bottom of the
slide.
5. Click Apply. Or click Apply to All to display the
same information on all slides.
To hide the footer on the title slide, check the box against Dont show on title slide.
303
The Action icon is used to add an action to an object to specify what should happen when you click
on it or hover over with your mouse. The action
could be playing a sound, creating a hyperlink
or running a program. Actions can be assigned
to clip art, pictures and other objects.
Inserting Date & Time into footer
The Date & Time icon is used to insert the date and time
on a slide.
To insert date & time into footer of a presentation:

2. From the Text group, select Date & Time icon, the
Header and Footer window is displayed.
3. Click the check box in front of Date & Time.
4. Select the format you require. To automatically
display the correct date & time when they change,
click the Update automatically button.
5. Click Apply or Apply to All as required.
Adding Slide number to footer

2. From the Text group, select Slide Number icon,
the Header and Footer window is displayed.
3. Click the check box in front of Slide Number.
4. Click Apply or Apply to All as required.
The Media Group

The commands in this group enable you to insert audios and videos in the presentation.
Inserting a Video
The Video icon is used to insert a video clip into a slide.

2. In the Media group, click
Video icon.
3. In the Insert Video
window, browse to your
video file and click
Insert.
A black box representing the
video is inserted on your
slide. A bar is displayed at the
bottom which can be used
to perform functions such as
play/pause, mute and move
back & forward.
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Module Five
Trimming a Video
You have the option to play only a part of a

video clip using the Trim Video option.
1. Click on the Playback tab.
2. In the Editing group, click Trim Video.
3. In the displayed window, you can see
red and green sliders on the edges of
the timeline. Place your pointer on the
green slider and drag to the point you
want your video to begin. Similarly drag
the red one to where you want the video to end. You may also use the Start Time and End
Time boxes to specify the part of the video you want to play.
4. You may also use the Start Time and End Time boxes to specify the part of the video you
want to play.
5. Click OK.
Inserting Audio
The Audio icon is used to insert an audio clip into a slide.

2. In the Media group,
click Audio.
3. In the Insert Audio
window, browse to your
audio file and click
Insert. A speaker icon
representing the audio is
inserted on your slide. A
bar appears at the bottom
which can be used to
perform functions such
as play/pause, mute and
move back and forward.
305
The contextual Playback tab is displayed

when you insert a video. It is used to specify
playback options such as playing full screen,
looping, etc.
The Design Tab

Introduction
The Design Tab
The Design Tab lets you control the look and appearance of your presentation. You can apply a
global design to all slides by using one of the available themes and color schemes. You can also
change the orientation and size of the slides.
Design Tab Commands

Use of Page Setup options
The Page Setup icon is used to specify the size of the slides in the presentation. You may also
specify the orientation of your slides,
notes pages and handouts using this
icon.
1. On the Design tab, in the Page
Setup group, click Page Setup.
2. In the Page Setup dialog box,
in the Slides sized for box,
select an option based on where
you plan to have your slide
show. You may specify the exact
dimensions of your slides using
the Height and Width boxes.
3. Click OK.
Changing Slide Orientation
The Slide Orientation icon is used to specify the orientation of the slides
in your presentation.
1. On the Design tab, in the Page Setup group, click Slide
Orientation.
2. Select a suitable (Portrait, Landscape) option. Your slides are now
oriented as specified.
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Module Five
Using Themes Gallery
The Themes gallery is used to apply

a Theme to a presentation.
1. On the Design tab, in the
Themes group, move your
mouse over the various themes
to see a Live Preview of how
your presentation would look if a
specific theme is applied.
2. Click the More arrow to display
the complete Themes gallery
and then click on a suitable one.
Use of Background Styles option
The Background Styles icon is used

to change the background style of the
slides.
1. On the Design tab, from the
Background
group,
click
Background Style.
2. A gallery of styles is displayed based
on the applied theme. Select one to
apply it to your presentation.
Hide Background Graphics:

Sometimes you want to show your slides with no
background graphics.
1. Check the Hide Background Graphics box of
Background group on the Design tab.
2. The background graphics will disappear from
your slides, but can be turned back on at any
later time, by simply removing the check mark
in the box.
307
A Theme is a pre-defined combination of colors, fonts and formatting effects which lets you
change the entire design of a presentation.
Inserting picture as slide background
1. On the Design tab in the Background group, select Background Styles - Format
Background.
2. In the Format Background window, ensure that Fill is selected in the left pane. Select Picture
or texture fill in the right pane.
3. Now under Insert from, click File and browse to your picture file.
4. Then click Insert in the Insert Picture window.
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Module Five
Activity
Date & Time, Trim Video
1. The . option is used to insert the date and time on slides.
2. You have the option to play only a part of a video clip using the ..option.
Activity

1. To hide the Footer on the Title slide, check the box against Dont show on title slide, in the Header
and Footer dialog box.
a. TRUE
b. FALSE
2. File that contains sounds is known as Audio Clip.
a. TRUE
b. FALSE
3. The Links group enables you to create links and add action commands to objects.
a. TRUE
b. FALSE
4. Action Icon is used to add an action to an object.
a. TRUE
b. FALSE
309
ACTIVITIES
Session
23
The Transitions Tab, The Animations Tab, The

Slide Show Tab and Other Features
OBJECTIVES
General Objective
In this Session, you will learn about the commands of Transition Tab, Animation
Tab, Slide Show Tab and Other Features of PowerPoint 2010.
Specific Objectives
Learning Objectives
Dear Student,
At the end of this session, you should be able to study and practice::
1
Introduction
The Transitions Tab.

2
Transitions Tab Commands
Slide Show Tab Commands

a. From Beginning.
b. Transition toThis Slide.
b. From Current Slide.
c. Timing .
c. Navigation during slide show
Introduction
d. Hiding a slide.
7
Views and Masters
Animations Tab Commands
a. Exploring Presentation Views
a. Preview.
b. What is Slide Master.
b. Animation.
c. Changing the Slide Master.
c. Advanced Animation
d. Save presentation in .ppsx
d. Timing.
310
The Slide Show Tab
a. Preview.
The Animations Tab.

4
Introduction
format.
Module Five
LEARNING
The Transitions Tab

Introduction
The Transitions Tab
A transition is an entrance animation that is applied to a slide as a whole when that slide is displayed.
The commands of Transitions tab specify how the display changes when you move from one slide
to another during a slide show.
Transitions Tab Commands

Use of Preview button
The Preview button is used to preview the transition applied to the current slide.
On the Transitions tab, in the Preview group, click Preview.
Applying Slide Transition effects
1. Select the slide to which you want to apply a transition.

2. The Transition to This Slide group on the Transitions tab contains a gallery of different
transition effects. Select the More button to reveal the all transition options in the gallery.
3. Select the transition youd like to apply to your slide. You can click on any item in the gallery to
preview the transition with live preview.
4. You can adjust many of the transitions using Effect Options. The options will vary depending on
which transition youve selected.
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Session 23 :The Transitions Tab, The Animations Tab,

The Slide Show Tab and Other Features
Objectives
Use of Sound, Duration & Apply to All options
The Sound box is used to select a sound to play during the transition between slides. On the
Transitions tab, in the Timing group, click the dropdown arrow in the Sound box and make your
selection. This sound will be played during the transition between the previous slide and the current
one.
The Duration box is used to specify the length of a transition. On
the Transitions tab, in the Timing group, use the up and down
arrows in the Duration box to specify the transition length.
The Apply To All icon is used to apply the same transition
effects of the current slide to all slides in the presentation. On the
Transitions tab, in the Timing group, click Apply To All.
Advance slide using On Mouse Click option & time setting
During a slide show, you may choose to move to the next slide by clicking the mouse or after specific
time duration.
Under Advance Slide click
the box in front of Mouse
Click for advancement on
mouse click. Click the box in
front of After and use the up
and down arrows to specify
the time interval between
slides.
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Module Five
Introduction
The Animations Tab
Animation refers to the addition of special visual or sound effects to the objects on your slides. The
Animations tab is used to apply such effects.
The Animations Tab Commands

Use of Preview button for Animations
The Preview icon is used to preview the animations on the current slide.
On the Animations tab, in the Preview group, click Preview. You can now
see how the applied animation effects will appear.
Applying Animation effects to an object
1. Select the object to which you want to apply animation.

2. The Animation group on the Animations tab contains a gallery of icons representing different
animation effects. Select the More button to reveal the all animation options in the gallery.
3. Select an animation effect of your choice from animation gallery. You can see the animation
effect applied to the object.
To apply a variation of the animation, click Effect Options and make a selection. You may click
None to remove an applied effect.
313

The Animations Tab
Applying more than one animation effect
The Add Animation icon is used to add an additional animation effect to an object. This will be
applied after any existing effect.
1. On the displayed slide, the
selected object has an animation
effect already applied.
2. Now on the Animations tab, in
the Advanced Animation group,
click Add Animation.
3. A gallery of effects is displayed.
Click on an effect to apply it.
Numbers are displayed to denote
the sequence in which the effects
will be applied.
Using Animation pane
The Animation Pane is used to create custom animations.

1. On the Animations tab, in the Advanced Animation group, click Animation Pane. This
pane appears at the right and lists all the animation effects on the current slide.
2. Click an effect and then click the drop-down arrow at the right. This displays a menu that you
can use to customize your effects.
314
Module Five
Introduction
The Slide Show Tab
The Slide Show tab contains tools that help you control the way your presentation is displayed to
an audience. These tools allow you to run a slide show, customize other related settings and hide
individual slides.
Slide Show Tab Commands

From Beginning
The From Beginning icon is used to run your presentation starting

from the first slide. This displays the slide show as it will be presented
to the audience.
On the Slide Show tab, from the Start Slide Show group, select
From Beginning or use the keyboard shortcut F5.
From Current Slide
The From Current Slide icon is used to run the slide show starting from the
current slide.
On the Slide Show tab, from the Start Slide Show group, select
From Current Slide or use the keyboard shortcut Shift+F5. Your
slide show begins onscreen starting from the current slide.
315

The Slide Show Tab
Navigation during slide show using the right click option for moving to Next,
Previous, Last Viewed slide
You may move to any slide in your presentation
during the slide show.
To move to Next slide:
1. Right-click on a slide during the slide show.
2. A pop-up menu is displayed. Use the Next to
move to the next slide.
Similarly, you can select Previous or Last viewed slide from the pop-up menu to move to
previous slide or to last viewed slide.
Hiding a slide
The Hide Slide icon is used to hide a slide during the slide show.
1. Select a slide that you wish to hide.

2. On the Slide Show tab, from the Set Up group, click Hide Slide. On the Slides tab, you can see
that the slide number has been crossed out. This slide will not be displayed when you run your slide
show. Click the same icon again to unhide the slide.
316
Module Five
Views and Masters

Exploring Presentation Views like Normal, Slide sorter, Notes Page and Reading View
A view is a way of looking at a presentation. On the View tab, the Presentation Views group
contains icons (Normal View, Slide sorter Views, Notes Page View and Reading View) which allow
you to view your presentation in different ways.
The Normal view is the main editing view which you use to create your presentations. It has four
working areas (1. Outline tab, 2. Slides tab, 3. Slide pane, 4. Notes pane).
The Slide Sorter view presents your slides in thumbnail form to show you an overall picture of
your presentation. This makes easy to reorder, add, or delete slides.
The Notes Page view shows your notes in full page format.
The Reading View is similar to the Slide Show
view. The difference is that the title bar, status
bar and the Windows task bar are displayed. This
enables you to switch to other open programs.
Presentation views can also be

changed by clicking the buttons on the
Status Bar.
What is Slide Master?
Slides can be created using different layouts. Each layout is based on a slide in the Slide Master.
In effect, the Slide Master contains multiple Layout Masters.
The changes made to a Layout Master are reflected on all slides throughout your presentation
which are based on that layout. When you use a slide master, you save time because you dont
have to type the same information on more than one slide.
To see the Slide Master, activate the
View tab.
In the Presentation Views group,
click Slide Master. You can see
a number of slide icons in the left
pane. These are the different Layout
Masters. When you move your
mouse over each of them, you can
see screen tips which display the
name of the layout and the number
of slides based on it.
317

Other Features
Changing the Slide Master
To change the Slide Master:
1.
2.
3.
4.
Open a new blank presentation.

Insert few (for ex: three) new blank slides.
On View Tab, From Master views group click Slide Master.
Click on the slide icon related to the Blank Layout. You see the master slide in the right pane.
Any change made to this slide will be reflected on all slides created using this layout. Let us
change the background style. On the Slide Master tab, in the Background group, click
Background Styles and select a suitable style from the displayed ones.
5. Now close the Master View by clicking Close Master View in the Close group. Now, you can
see that all the slides with the Blank layout have the new background style applied.
Save presentation in .ppsx format.
A PowerPoint presentation is saved by default with the extension .pptx. There are various other
formats in which you can
save your presentation.
Saving in the PowerPoint
Show format saves the
presentation file in a slide
show file format.
1. Click the File tab
and select Save
As. It opens Save As
dialog box.
2. Give the file name in
File name box.
3. Select PowerPoint
Show (*.ppsx) in
the Save as type list,
and then click Save.
318
Module Five
Activity
Timing
Add Animation
Normal
Duration Preview Transition Hide Slide

Master Slide Slide Show
1. To apply sound to slide Transition; Click on the tab, in the ..
group, click the dropdown arrow in the Sound box and make your selection.
2. The box is used to specify the length of a transition..
3. The icon is used to add an additional animation effect to an object.
4. The .icon is used to preview the animations on the
current slide.
5.
The ..tab contains tools that help you control the way your
presentation is displayed to an audience.
6. The ________________ icon is used to hide a slide during the slide show.
7. The view is the main editing view which you use to create your
presentations.
8. The changes made to a are reflected on all slides throughout your
presentation which are based on that layout.
Activity
Column A
Column B
.ppsx
Run Slide Show
Slider Sorter View
PowerPoint Slide Show file format.
F5
Starts slide show from current slide
Shift + F5
Slides in thumbnail form
319

ACTIVITIES
Activity
Column A
Column B
Sound Box
Used to specify transition effects to a slide
Timing
Used to create custom animations.
Animation Pane
Related to the timing of animation effects.
Transition to This Slide
Used to select a sound to play.
1. The Preview command is used to give Timing to a slide.

a. TRUE
b. FALSE
2. The Apply To All icon is used to apply the same transition effects as the current slide to all slides
in the presentation.
a. TRUE
b. FALSE
3. Animation Numbers are displayed to denote the sequence in which the effects will be applied.
a. TRUE
b. FALSE
4. A PowerPoint presentation is saved with the extension .ppex..
a. TRUE
b. FALSE
5. To see the Slide Master, activate the View tab.
a. TRUE
b. FALSE
6. The Notes Page view shows your notes in full page format.
a. TRUE
b. FALSE
7. F5 key is used to run the presentation from the beginning.
a. TRUE
b. FALSE
320
Module Five
Review & Practice Exam (Final Exam)
321
Final Exam
322

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COMPUTER SKILLS

Introduction of Computer Skills Course (CT-140)

Objectives of the Introduction Session

Introduction of IT Skills Course (CT-140)

2. Learning Resources for IT skills Course

Preparatory Year Deanship

Fourth Version - First Edition 2017 -1438H

Fourth Version - First Edition 2017 - 1438H

Introduction of IT Skills Course (CT-140)

Home page for students account on ERA

2.3 The LMS and The Interactive Learning Electronic Package:

The Homepage for the LMS

The Homepage for the LMS showing the Courses Registered

Introduction of IT Skills Course (CT-140)

All about Computers and Internet

Presentation Graphics (MS PowerPoint 2010)

SL Project Report (See section 3.3)

SL Project Content (See section 3.3)

Pass Percentage is 60% Overall

Introduction of IT Skills Course (CT-140)

Table below is the distribution of total number of challenges.

All About Computers & Internet

Operating System (Windows 7)

Word Processing (MS Word 2010)

Spreadsheet (MS Excel 2010)

Presentation Graphics (MS PowerPoint 2010)

3.3 Self-Learning Project

IT skills curriculum encourages students through self-learning to develop themselves and

Cover Page (1 Page)

Auto-Table of Contents (1 Page)

Abstract / Introduction (1 Page)

Procedure and Project Description (At least 3 pages)

Result and References (1 Page)

Web Pages (At least 5 Pages)

Appropriate Website Title

Relevant Web Page Background (Color/Image)

Images (At least 3 Images)

Forward and Backward buttons on each page

Home link on each page

Marquee effect (At least 1)

Tables (At least 1 table with Appropriate content)

Introduction of IT Skills Course (CT-140)

Tables (At least 1 table)

Use of Primary key

Queries (At least 1 Query)

Forms (At least 1 Form)

Report (At least 1 Report)

Submission of Raw/Base image

Final copy of the file

Use of at least one blending option

Pictures Layers (At least 2 layers)

Adding a text layer (At least 1 layer)

Final processed image in JPEG/PNG Format

Black & white conversion of output image in PNG/

Time Plan for Project Preparation Phases

Regulations for accepting late projects

Deduction of 20% of the project marks, students get graded

Take A Challenge (TAC)

Review & Practice

Self Learning Project

Review & Exam Practice

ITIC Visit (Based on

All About Computers

Eleventh Twelfth Thirteenth Fourteenth Fifteenth