VOCATIONAL EDUCATION AND TRAINING AUTHORITY

MOROGORO VOCATIONAL TEACHERS TRAINING COLLEGE

COURSE NAME: CERTIFICATE FOR ASSISTANT VOCATIONAL TEACHER (CAVT)

MODULE NAME: APPLICATION OF ICT IN VET

MODULE CODE: GST 04207

DECEMBER, 2021
Designed and Prepared by:
Morogoro Vocational Teachers Training College (MVTTC)

P. O. Box 671,

Morogoro,

Tanzania.

E-mail: info@mvttc.ac.tz

mvttc@veta.go.tz

Web site: www.mvttc.ac.tz

Telephone: 255 (023) 2614466

Fax: 255 (023) 2614466

All rights reserved. No part of this publication may be reproduced, stored in any retrieval system or transmitted
in any form or by any means be electronic, mechanical, photocopying, recording or otherwise without prior
written permission of the Morogoro Vocational Teachers’ Training College.

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 Acknowledgements

Morogoro Vocational Teachers’ Training College (MVTTC) wishes to thank all who contributed to the
production of this training module. Special thanks should go to the following tutors:

Authors

Benson Chibwi MVTTC/VETA

Editors

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 List of Abbreviations

ICT Information and Communication Technology

VET Vocational Education and Training

DL Distance Learning

F2F Face to Face

MVTTC Morogoro Vocational Teachers’ Training College

VETA Vocational Education and Training Authority

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 Table of Contents

Acknowledgements ......................................................................................................iii
List of Abbreviations .................................................................................................... iv
Introduction of the Module ............................................................................................ x
Sections of the Module ................................................................................................. x
Symbols and Meanings ............................................................................................... xi
Module Instructions ....................................................................................................xiv
UNIT ONE .................................................................................................................... 1
MICROSOFT OFFICE WORD PROGRAM .................................................................. 1
Introduction .............................................................................................................................................. 1
Lesson One ................................................................................................................................................ 1
1.1 Concepts of Microsoft Office Word Program ..................................................................................... 1
1.1.0 Introduction ..................................................................................................................................... 1
1.1.1 The meaning of Microsoft Office Word Program ................................................. 2
1.1.2 Versions of Microsoft Office Word Program ................................................................................... 2
1.1.3 The Importance of Microsoft Word Program .................................................................................. 3
1.1.4 How to Open Microsoft Office Word 2013 Program? ..................................................................... 4
1.1.5 Features of Microsoft Office Word 2013 ......................................................................................... 6
1.1.6 Closing Microsoft Office Word 2013 ................................................................................................ 8
Lesson Two.............................................................................................................................................. 11
1.2 Creating Microsoft Word Document ................................................................................................ 11
1.2.0 Introduction........................................................................................................ 11
1.2.1 Entering the Text in Microsoft Office Word 2013.......................................................................... 11
1.2.2 Correcting Errors ............................................................................................................................ 12
1.2.3 Deleting the text ............................................................................................................................ 15
1.2.4 Finding and Replacing a Text ......................................................................................................... 15
1.2.5 Copying and Pasting a Text ............................................................................................................ 17
1.2.6 Cutting and Pasting a Text ............................................................................................................. 19
1.2.7 Saving a Document. ....................................................................................................................... 21
Lesson Three ........................................................................................................................................... 28
1.3 Formatting Microsoft Word Documents .......................................................................................... 28
1.3.0 Introduction........................................................................................................ 28
1.3.1 Font Type or Font Face .................................................................................................................. 28

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1.3.2 Font Size ......................................................................................................................................... 29
1.3.3 Font Color....................................................................................................................................... 30
1.3.4 Font Style ....................................................................................................................................... 31
1.3.5 Underlining a Text .......................................................................................................................... 31
1.3.6 Change Text Case ........................................................................................................................... 32
1.3.7 Superscripts and Subscripts ........................................................................................................... 33
1.3.8 Applying Bullets to a Text .............................................................................................................. 34
1.3.9 Applying Numbering to a text. ....................................................................................................... 35
1.3.10 Aligning a Text .............................................................................................................................. 36
1.3.11 Line Spacing ................................................................................................................................. 37
1.3.12 Indenting a Text ........................................................................................................................... 38
1.3.13 Page Numbering........................................................................................................................... 39
1.3.14 Table of Contents (TOC). .............................................................................................................. 42
1.3.15 Mail Merge ................................................................................................................................... 46
Lesson Four ............................................................................................................... 58
1.4 Inserting Objects .................................................................................................. 58
1.4.0 Introduction........................................................................................................ 58
1.4.1 Inserting Shapes in Microsoft Word Document ................................................. 58
1.4.2 Inserting WordArt in a Microsoft Word Document. ............................................ 63
1.4.3 Inserting Pictures in Microsoft Word Document. ................................................ 65
1.4.4 Inserting a Table in Microsoft Word Document. ................................................. 66
1.4.5 Inserting Charts in Microsoft Word Document. .................................................. 72
Lesson Five ................................................................................................................ 81
1.5 Printing Documents .............................................................................................. 81
1.5.0 Introduction........................................................................................................ 81
1.5.1 Previewing Microsoft Word Document............................................................... 81
1.5.2 Changing Page Orientations ............................................................................. 81
1.5.3 Printing Microsoft Word Document .................................................................... 85
UNIT TWO.................................................................................................................. 90
MICROSOFT OFFICE POWERPOINT ...................................................................... 90
Lesson One .............................................................................................................................................. 90
2.1 Basic Concepts of Microsoft PowerPoint .......................................................................................... 90
2.1.0 Introduction ................................................................................................................................... 90

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2.1.1 Presentation ................................................................................................................................... 90
2.1.2 Types of Presentation .................................................................................................................... 91
2.1.3 Microsoft PowerPoint .................................................................................................................... 91
2.1.4 Uses of Microsoft PowerPoint ....................................................................................................... 92
2.1.5 Types of Presentation Software ..................................................................................................... 93
Lesson Two.............................................................................................................................................. 97
2.2 Creating a Presentation .................................................................................................................... 97
2.2.0 Introduction ................................................................................................................................... 97
2.2.1 Opening Microsoft PowerPoint 2013 ............................................................................................ 97
2.2.2 Adding contents in a slide .............................................................................................................. 98
2.2.3 Adding a New Slide. ..................................................................................................................... 102
2.2.4 Deleting a slide ............................................................................................................................. 103
2.2.5 Changing Slide Views. .................................................................................................................. 103
2.2.6 Slide Show Presentation .............................................................................................................. 105
Lesson Three ......................................................................................................................................... 109
2.3 Customizing Slides........................................................................................................................... 109
2.3.0 Introduction ................................................................................................................................. 109
2.3.1 Customizing a Slide ...................................................................................................................... 109
2.3.2 Changing Slide Layout .................................................................................................................. 110
2.3.3 Changing a PowerPoint Slide Background ................................................................................... 111
2.3.4 Applying a Theme to a Slide ......................................................................................................... 113
2.3.5 Applying Animations .................................................................................................................... 114
2.3.6 Applying Slide Transitions ............................................................................................................ 116
2.3.7 Microsoft PowerPoint Presentation skills. ................................................................................... 117
Lesson Four ........................................................................................................................................... 123
2.4 Previewing and Printing a Presentation.......................................................................................... 123
2.4.0 Introduction ................................................................................................................................. 123
2.4.1 Previewing your Presentation ...................................................................................................... 123
2.4.2 Identifying Print Layouts .............................................................................................................. 124
2.4.3 Printing Microsoft PowerPoint Presentation Slides..................................................................... 125
UNIT THREE ............................................................................................................ 129
MICROSOFT OFFICE EXCEL PROGRAM.............................................................. 129
Lesson One .............................................................................................................. 129

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3.1 Basic concepts of Microsoft Excel Program ....................................................... 129
3.1.0 Introduction ................................................................................................................................. 129
3.1.1 Microsoft Office Excel .................................................................................................................. 129
3.1.2 Types of Spreadsheet Software ................................................................................................... 130
3.1.3 Uses of Microsoft Excel ................................................................................................................ 131
3.1.4 Opening Microsoft Excel .............................................................................................................. 132
3.1.5 Saving a Workbook. ..................................................................................................................... 133
3.1.6 Features of Microsoft Excel ......................................................................................................... 135
3.1.7 Data Types.................................................................................................................................... 179
3.1.8 Methods used for Editing Data in a Worksheet Cell .................................................................... 179
Lesson Two .............................................................................................................. 183
3.2 Microsoft Excel Formulas ................................................................................... 183
3.2.0 Introduction ................................................................................................................................. 183
3.2.1 Using Mathematical Operators in manipulating data ................................................................. 183
3.2.2 Microsoft Excel Basic Functions ................................................................................................... 186
Lesson Three ........................................................................................................... 197
3.3 Visualization of Data by using Charts .............................................................................................. 197
3.3.0 Introduction ................................................................................................................................. 197
3.3.1 Identifying the types of charts used in visualization of data ....................................................... 197
3.3.2 Using Charts in visualization data ................................................................................................ 200
Lesson Four ............................................................................................................. 206
3.4 Printing Microsoft Office Excel Worksheets ........................................................ 206
3.4.0 Introduction ................................................................................................................................. 206
3.4.1 Meaning of Previewing a Worksheet. .......................................................................................... 206
3.4.2 Applying Page Numbers on a Worksheet. ................................................................................... 206
3.4.3 Printing a Worksheet. .................................................................................................................. 209
UNIT FOUR .............................................................................................................. 214
INTERNET TECHNOLOGY ..................................................................................... 214
Lesson One .............................................................................................................. 214
4.1 The Basic Concepts of Internet .......................................................................... 214
4.1.0 Introduction ................................................................................................................................. 214
4.1.1 The meaning of Internet .............................................................................................................. 214
4.1.2 Internet devices ........................................................................................................................... 215

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4.1.3 Internet Connections ................................................................................................................... 218
4.1.4 Setting up Internet Devices.......................................................................................................... 221
4.1.5 Uses of Internet ........................................................................................................................... 222
Lesson Two .............................................................................................................. 229
4.2 Accessing the Internet ........................................................................................ 229
4.2.1 Introduction ................................................................................................................................. 229
4.2.1 Web Browsers .............................................................................................................................. 229
4.2.2 Web Browsers .............................................................................................................................. 230
4.2.3 Websites ...................................................................................................................................... 231
4.2.4 Web page ..................................................................................................................................... 231
4.2.5 Uniform Resource Locator (URL) ................................................................................................. 232
4.2.6 Browsing Websites....................................................................................................................... 233
Lesson Three ........................................................................................................... 238
4.3 Communicating through Electronic Mail ............................................................. 238
4.3.0 Introduction...................................................................................................... 238
4.3.1 Electronic Mail ................................................................................................. 238
4.3.2 An Email Account ............................................................................................ 239
4.3.3 Creating an Email Account .............................................................................. 240
4.3.4 Managing an Email Account ............................................................................ 244
4.3.4.1 Signing in into Gmail Account....................................................................... 244
4.3.4.2 Signing out of your Gmail Account. .............................................................. 246
4.3.4.3 Composing and sending an Email Message ................................................ 247
4.3.4.4 Attaching and sending files........................................................................... 249
4.3.4.5 Reading Email Messages and Downloading Email Attachments ................. 251
4.3.4.6 Deleting Email Messages ............................................................................. 253
4.3.4.7 Creating Contacts ......................................................................................... 255
4.3.4.8 Changing the Password of an Email Account............................................... 257
Lesson Four ............................................................................................................. 262
4.4 Web Search Engines .......................................................................................... 262
4.4.0 Introduction...................................................................................................... 262
4.4.1 A Web Search Engines ................................................................................... 262
4.4.2 Examples of Web Search Engines .................................................................. 263
4.4.3 Searching information using Web Search Engines ......................................... 265

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UNIT FIVE ................................................................................................................ 269
MICROSOFT ACCESS ............................................................................................ 269
Lesson One .............................................................................................................. 269
5.1 The Basic Concepts of Microsoft Access ........................................................... 269
5.1.0 Introduction...................................................................................................... 269
5.1.1 Microsoft Access ............................................................................................. 269
5.1.2 Database Management System (DBMS)......................................................... 270
5.1.3 Types of Database Management Software ..................................................... 279
5.1.4 The Basic terms used in Microsoft Access ...................................................... 285
5.1.5 Microsoft Access Database Objects ................................................................ 290
Lesson Two .............................................................................................................. 295
5.2 Managing Data with Tables ................................................................................ 295
5.2.0 Introduction...................................................................................................... 295
5.2.1 Microsoft Access Table ................................................................................... 295
5.2.2 Microsoft Access Database File ...................................................................... 296
5.2.3 Creating Microsoft Access Table. .................................................................... 298
5.2.4 Enter data in a Database by using a Table...................................................... 300
5.2.5 Sorting data in a Microsoft Access Database Table ........................................ 301
5.2.6 Filtering data in a Microsoft Access Database Table ....................................... 302
5.2.7 Creating Formulas in Microsoft Access Table ................................................. 305
Lesson Three ........................................................................................................... 310
5.3 Managing Data with Forms................................................................................. 310
5.3.0 Introduction...................................................................................................... 310
5.3.1 Microsoft Access Form .................................................................................... 310
5.3.2 Creating a Form in Microsoft Access Database .............................................. 311
5.3.3 Adding Design Controls in a Form ................................................................... 315
Lesson Four ............................................................................................................. 332
5.4 Managing Data with Queries .............................................................................. 332
5.4.0 Introduction...................................................................................................... 332
5.4.1 Microsoft Access Query................................................................................... 332
5.4.2 Creating a Microsoft Access Query ................................................................. 338
5.4.3 Creating Formulas in Microsoft Access Query ................................................ 340
Lesson Five .............................................................................................................. 346

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5.5 Managing Data with Reports .............................................................................. 346
5.5.0 Introduction...................................................................................................... 346
5.5.1 Microsoft Access Reports ................................................................................ 346
5.5.2 Creating Microsoft Access Reports. ................................................................ 346
5.5.3 Exporting Reports to another Programs .......................................................... 351
Lesson Six ................................................................................................................ 356
5.6 Creating Macros ................................................................................................. 356
5.6.0 Introduction...................................................................................................... 356
5.6.1 Microsoft Access Macros................................................................................. 356
Lesson Seven........................................................................................................... 361
5.7 Microsoft Access Table Relationships ................................................................ 361
5.7.0 Introduction...................................................................................................... 361
5.7.1 The Basic Concepts of Microsoft Access Table Relationships ........................ 361
5.7.2 Creating Microsoft Access Table Relationships .............................................. 362

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 Introduction of the Module

Dear learner, welcome to “Application of ICT in VET” module. This module is intended to help you to get the
basic knowledge and skills in ICT that will help you to use computers and its related hardware components,
software or programs in your daily activities, with special focus in facilitation of teaching and learning process.
We are very happy to have you and we hope that you will find different interesting units that will enhance
your skills in vocational education and training.

This module consists of five (5) units and each unit has several lessons. Unit one focuses on Microsoft Word
aimed at imparting you with skills that are necessary for preparation of professional documents. Unit two is
about Microsoft Power Point which will help you to acquire the necessary skills to prepare presentations in
VET learning environment, however Unit three of this module introduces you to Microsoft Excel which lets
you to acquire the necessary skills to manipulate data in teaching and learning environments.
Unit four is mainly focusing on Internet Technology which will help you to access teaching and learning
information and lastly Unit five is about Microsoft Access which will help you to create database for record
keeping and establish linkages with stake holders.
Each unit comprises lessons, activities and exercises which are evenly distributed alongside the education
taxonomy. Such taxonomy will help you develop a culture of utilizing appropriately higher level of thinking
and problem-solving skills when performing various teaching and learning activities.

The mode of assessment of this module will base on continuous assessments (tests, assignments and
attendance) and modular examination.

Sections of the Module

This module is divided into three units which are further divided into lessons. Each lesson consists of different
sections. For each lesson, the sections are:

i) Introduction to the Lesson

This section introduces the lesson to the learner.
ii) Learning Outcomes
Expected Learning Outcomes (objectives) to be achieved are stated in this section.
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iii) Activities
These are learning activities selected specifically for achieving the Learning Outcomes. Each activity is
followed by relevant notes. Learners should spend considerable time (5-10 minutes) doing this activity
on the basis of what you know prior to note taking instruction. Activities presented in this style follow the
constructivist learning theory which assumes that learners construct knowledge on the basis of what
they already know.
iv) Summary
This section presents the main points as a result of doing the activities and from the provided notes.
After studying the lesson, the summary helps to remind learners what they have covered as per intended
Learning Outcomes.
v) Reflection
This section focuses on the content covered, its importance and its applicability to learner’s everyday
life. It encourages learners to be able to transfer the knowledge gained into their daily lives.
vi) Self-Assessment Exercises
This section will help learners to assess whether the intended Learning Outcomes in the lesson have
been met. Learners should take time to attempt all questions thoroughly.
vii) Further Readings
This section shows the list of readings used in preparing the activities and their relevant notes. Efforts
have been made to ensure that all materials are presented in the notes provided. However, it is advised
that learners spend time reading the reference materials used in preparing the lessons.

Symbols and Meanings

S/N Symbol Meaning

1 Learning Outcomes

2 Activity

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3 Summary

4 Reflection

5 Self-Assessment

6 Further Readings

7 Note it!

8 Video

9 Discussion Forum/Group Activity

10 Audio

11 Unit Assignment

12 Case Study

13 Discussion

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14 Help

15 Study Skills

16 Terminology

17 Time

18 Tip

19 Computer-Based Learning

20 Feedback

21 Objectives

22 Basic Competence

23 Answers to Assessments

xiii
 Module Instructions

To follow lessons with ease, learners are advised to read the lesson sections in the arranged order. This
order is logical as learners must read the introduction section first before continuing to the activities. Learners
can jump to various sections of the lesson, but that may pose some difficulties later when reviewing materials.

After beginning the lesson, learners can pause at any section and resume thereafter completing all sections.
Finally, the self-assessment section allows learners to assess themselves on the extent of the achieved
lesson Learning Outcomes.

The activity section in each lesson engages the learner before interacting with the notes little by little to
achieve the intended Learning Outcomes. The questions in the activities assume that learners have some
kind of prior knowledge and/or experience that is important to be linked in the lesson. This is the emphasis
of the constructivist learning theory which states that “learners construct knowledge out of their experiences”.
In other words, individuals construct their own understanding and knowledge of the world, through
experiencing things and reflecting on those experiences. Other activities that learners will be engaged with
are in the self-assessment section. It is advised that learners take all suggested activities seriously.

Each lesson can be more interactive by using a combination of materials including case studies, videos or
relevant clips from different sources. This will make the lesson more interesting and easier to understand.
Learners are advised to complete lesson activities and notes using additional materials that are relevant and
useful.

The lessons in the module are suitable for Distance Learning (DL) mode of delivery so learners can study
the lessons independently or be supported with few face to face (F2F) sessions for clarifying some concepts
and issues.

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 UNIT ONE

MICROSOFT OFFICE WORD PROGRAM

Introduction
Dear learner, welcome to Unit One. In this unit you will study five (5) lessons including the Concepts
of Microsoft Word Program, Creating a Word Document, formatting Microsoft Word Documents,
Inserting objects in Microsoft Word Documents and Printing Documents. Microsoft Word program is
a program designed for doing everyday tasks such as writing letters, preparing teaching and learning
materials and creating newsletters.

Lesson One

1.1 Concepts of Microsoft Office Word Program

1.1.0 Introduction
Dear learner, welcome to Lesson One. In this lesson you will study the meaning of Microsoft Word Program,
Versions of Microsoft Office Word Programs, Open Microsoft Office Word 2013 program, features of Microsoft
Word Program and Close Microsoft Office Word 2013 Program.

Learning Outcomes
After studying this lesson, you should be able to:
a) Explain Microsoft Office Word Program

b) Identify different versions of Microsoft Office Word Program

c) Explain the Importance of Microsoft Word Program

d) Open Microsoft Office Word 2013 Program

e) Identify the features of Microsoft Word 2013 Program

f) Close Microsoft Office Word 2013 Program.

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1.1.1 The meaning of Microsoft Office Word Program
Activity 1
Dear learner, I hope that you have been using Microsoft Office Word in accomplishing your
daily different tasks at your work place. Now, explain the term Microsoft Office Word.

Dear learner, Microsoft Office Word is defined as a Word Processing Software. Microsoft Office Word is
developed by Microsoft and is a part of Microsoft Office Suite. It enables you to create, edit and save
professional documents like memos, letters and reports.
Note
Dear learner, apart from Microsoft Word Program, there are other Word Processing
Software including AbiWord, Pages (available in Apple iWork), Apple TextEdit, Google
Docs, LibreOffice, Microsoft WordPad, Writer (available in OpenOffice) and Textilus.

1.1.2 Versions of Microsoft Office Word Program

Activity 2
Dear learner, I hope that you have been using Microsoft Office Word in accomplishing your
daily different tasks at your work place. Now, list the different versions of Microsoft Office
Word which you always use to accomplish different tasks.

Dear learner, Microsoft Office Word comes into different versions with different features. The following is a
list of Microsoft Word versions starting from the current version to oldest version.

i) Word 2019, released in 2018

ii) Office 365 and Word 2016, released in 2016

iii) Word 2013, released in 2013

iv) Word 2010, released in 2010

v) Word 2007, released in 2006

vi) Word 2003, released in 2003

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vii) Word 2002, released in 2001

viii) Word 2000, released in 1999

ix) Word 98, released in 1998

x) Word 97, released in 1997

xi) Word 95, released in 1995

xii) Word 6.0, released in 1993

xiii) Word 2.0, released in 1991

xiv) Word 1.1, released in 1990

xv) Word 1.0, Released in 1983

Note

Microsoft Word 97, 2000 and 2003 versions were phased out by Microsoft and therefore
are almost out of use. The other remaining versions of Microsoft Word are still in use for
creating and formatting Word documents.

1.1.3 The Importance of Microsoft Word Program

Activity 3
Dear learner, Microsoft Office Word is one of the very important Program which is more
applicable in your daily activities. Now, as a teacher, explain the importance of Microsoft
Word in your daily activities.

Microsoft word is an important application program in teaching and learning process for both teachers and
students. Therefore, the following are some of the importance of Microsoft word.
a) Creating Reports
b) Creating Forms
c) Creating Memos

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 d) Creating Brochures
e) Creating advertisements
f) Creating charts or graphs
g) Writing teaching and learning materials or notes
h) Creating letters and mailings
i) Preparing tests and examinations questions

1.1.4 How to Open Microsoft Office Word 2013 Program?

Activity 4
Dear learner, I hope you have been using Microsoft Office Word in your daily activities.
Now, explain step by step how to open Microsoft Office Word.

Dear learner, the steps of opening Microsoft Word Program are almost the same for all versions. But
sometimes the steps can differ depending on the type of Microsoft Windows Operating System which is
installed in your computer such as Microsoft Windows 7, 8, 10 and 11. In this lesson you are going to learn
how to open Microsoft Word 2013. Now, the following are the steps of opening Microsoft Office Word 2013.
i) Click the Start button
ii) Select All Programs
iii) Select Microsoft Office 2013
iv) Click Word 2013
v) Click Blank Document to create a new document. Now, you will see Microsoft Word 2013 window as
shown in Figure below.

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Note

Dear learner, you can also open Microsoft Word by following the steps provided below
1. Click the Start button or Search icon.
2. Type "Word" without quotation marks into the search box.
3. Click "Word 2013" in the list that appears.

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1.1.5 Features of Microsoft Office Word 2013

Activity 5
Dear learner, Microsoft Word has many features which you always apply to accomplish
various tasks. Now, Open Microsoft Office Word 2013 and identify the common features
and briefly state the function of each.

Microsoft Office Word features are the tools (commands) which computer users utilize in creation and
production of documents. Microsoft Word has many features built in it, but the following are the common
features which are mostly used for creating and formatting Word documents.

● The Quick Access Toolbar

It is a customizable toolbar that comes with a set of independent commands. It gives you quick
access to commonly used commands such as Save, Undo and Redo.

● Title Bar

It is a horizontal bar at the top of an active document. This bar displays the name of the document
and program. At the right end of the Title Bar is the Minimize, Maximize and Close buttons.

● File Tab
The File tab gives you access to file functions. File tab, you can access the Info, New, Open, Save,
Save As, Print, Share, Export, Close, and Recent documents.

● Home Tab
The Home tab has options (commands) like font color, font size, font style (Bold and Italic), Underline
Alignments, Line Spacing, Bullets and Numbering. All the basic elements which one may need to
edit their document is available under the Home Tab options.

● Insert Tab
The Insert tab has options (commands) such as Tables, Shapes, Images, Charts, Header, Footer
and Page Number which can be entered in the document.

6
● Design Tab
The Design tab contains the commands such as Paragraph spacing, Watermark, Page Colors and
Page Borders. Choosing an appropriate tab will enhance the appearance of your document.

● Page Layout Tab

The Page Layout tab comes with options like Margins, Orientations, Columns, Lines, Indentation,
Breaks and Spacing.

● References Tab
The Reference tab is the most useful for those who are creating a thesis or writing books or lengthy
documents. Options like citation, footnote, and table of contents, caption and bibliography are found
under the Reference tab.

● Review Tab
The Review Tab contains the options such as Spelling & Grammar Check, Thesaurus, Word Count,
Language, Translate, Comments, Track Changes and Compare. This acts as an advantage for those
who get their documents reviewed on Microsoft Word.

● View Tab
The View tab enables you to switch between Read Mode, Print Layout, Web Layout, Outline, Draft,
Master Page, Single Page and Two-Page Spread views. This tab also gives you control over showing
boundaries, guides, rulers and zooming the size of the open document.

● The Status bar

The Status Bar appears at the bottom of the Microsoft Word window. It shows the current page
you are working in use, the total number of pages of your document and the total number of words
in your Word document. It also holds the Zoom Bar and Page views such as Read mode, Print layout
and Web layout.

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Video link: Features of Microsoft Word

Dear learner, you are provided with the link below, open it to learn more about Microsoft
Office Word Features.

https://youtu.be/S-nHYzK-BVg

1.1.6 Closing Microsoft Office Word 2013

Activity 6
Dear learner, explain how you close Microsoft Office Word 2013 after completing working
with it?

Dear learner, you have already learned how to open Microsoft Office Word 2013. Now, to close Microsoft
Office Word 2013 after working with it, you have to follow the following steps provided below.

1. Select the Close Button at the top right corner on the Title Bar as shown below.

2. Click Close Button (X) to close Microsoft Office Word 2013.

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Summary
Dear learner, in this lesson you have learned that Microsoft Office Word is a word
processing software which is used for creating professional looking documents such as
reports, memos and letters.
You have also learned that apart from Microsoft Word, there are other Word process
software including apart from Microsoft Word Program, there are other Word Processing
Software including AbiWord, Pages (available in Apple iWork), Apple TextEdit, Google
Docs, LibreOffice, Microsoft WordPad, Writer (available in OpenOffice) and Textilus.
Dear learner, you have also learned that there are various versions of Microsoft Office
Word whereas some of them such as Microsoft Office Word 97, 2000 and 2003 are almost
no longer in use. The versions of Microsoft Word which are currently in use are such as
Microsoft Office Word 2007, 2010, 2013, 2016 and 2019.
You have also learned how to open Microsoft Word by clicking Start and identifying it
common features including Tabs such as File, Insert and Page Layout, Quick access
toolbar, status bar and Title bar. Finally, you have learned how to close Microsoft Office
Word 2013.

Self-Assessment
Dear learner,
a) Briefly explain the term Microsoft Office Word.
b) List down the versions of Microsoft Office Word

c) Explain step by step how to open Microsoft Office Word 2013 Program

d) What are the steps used to close Microsoft Office Word 2013 Program?

Reflections
Dear learner, you have entered in a Computer Laboratory to write an assignment of
writing an Application Letter, then you have found that computers have not been installed
with Microsoft office programs package, and therefore Microsoft Word is not installed.
Which alternative would you use to process your assignment considering that the
computer is running on Microsoft Windows Operating System?

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Further Readings
1. Schwartz, S (2013). Microsoft Office 2013. Retrieved on December 04, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780321897497/samplepages/03218
97498.pdf
2. Poole, B. (2013). Essential Microsoft Office 2013. Retrieved December 04, 2021,
from http://www.pitt.edu/~edindex/Office2013Tutorials/2013Lesson1.pdf.
3. Handy MS office 2013 Tutorial. (n.d.) Retrieved December 04, 2021, from
https://ws.elance.com/file/04_Handy_MS_Office_2013_tutorial.pdf.
4. Joyce, C. (2013). Step by Step Microsoft Word 2013. Retrieved December 05,
2021, from https://dbgyan.files.wordpress.com/2013/02/0735669120_wor.pdf.
5. Bunzel, T. (2007). Microsoft Office Reference Guide. London, Great Britain:
InformIT.com.
6. Lambert, J (2015). Microsoft Word 2016 Step by Step. Retrieved on December
05, 2021 from https://library.nawroz.edu.krd/lib.php?file=2886.pdf

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 Lesson Two

1.2 Creating Microsoft Word Document

1.2.0 Introduction

Dear learner, welcome to lesson Two. In lesson one of this unit you learned the basic concepts of Word
Processing Program. In this lesson you will learn how to enter the text, delete a text, correct errors, find a
text, replace a text, copy & paste a text, cut & paste a text and save a document.

Learning Outcomes
After studying this lesson, you should be able to:
a) Enter the text
b) Correct errors
c) Delete the text
d) Find and Replace a Text
e) Copy and Paste a Text
f) Cut and Paste a Text
g) Save a document

1.2.1 Entering the Text in Microsoft Office Word 2013

Activity 1
Dear learner, explain how you will enter the text shown below in Microsoft Office Word
2013.
“Mirosoft Word or MS Word (often called Word) is a graphical word processing program
that users can type with. It is made by the computer company Microsoft. Its purpose is
to allow users to type and save documents. Similar to other word processors, it has
helpful tools to make documents”.

Dear learner, if you want to enter the text in Microsoft office Word 2013, you have to follow the following steps
1. Open Microsoft Office Word 2013
2. Click where you want to start entering the text.
3. Enter the Text by using the keyboard as shown below.

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 1.2.2 Correcting Errors

An error refers to a mistake in typing caused by striking an incorrect key on a keyboard which leads to typing
an incorrect word.
When you are creating a document, during typing it is obviously that you can unintentionally type a text with
errors. So, when it happens that, you have to correct the errors.
Activity 2
Dear learner, explain how you can correct errors in the word “Mirosoft” in the
paragraph shown below.
“Mirosoft Word or MS Word (often called Word) is a graphical word processing program
that users can type with. It is made by the computer company Microsoft. Its purpose is
to allow users to type and save documents. Similar to other word processors, it has
helpful tools to make documents”.

Dear learner, the following are the two types of Errors that you can make when you are typing a text.
a) Spelling Errors
Spelling errors are indicated by Red Underlines. These Lines appear when you type incorrect words and
words or names that computer cannot find their meaning.

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b) Grammar Errors
Grammar errors are indicated by Green/Blue Underlines. In Microsoft Word these lines appear when you put
two or more spaces between the words or when you use Uppercase or Lowercase or the words incorrectly.
The following are the two main ways of correcting errors.
a) By Using Review Tab
When you use Review tab to correct errors, you will be having the following options from which you
have to select one of them.
 Ignore: If you select this option, only a single word or text will remain as it is without showing errors.
This option selected when the word is correct although it shows errors.
 Ignore all: If you select this option, all words or texts will remain unchanged without showing errors.
This option selected when the words are correct although they show errors.
 Add: If you select this option, the word or text will remain unchanged without showing errors, but it will
be added to the computer dictionary. When the text is typed again, it will not show errors. This option
selected when the word is correct although it shows errors.
 Change: If you select this option, only a single word or text will change to a correct word that you have
selected.
 Change All: If you select this option, all word or texts will change to a correct word that you have
selected.
Dear learner, the following are the steps that you have to follow when you correct errors by using Review
Tab.
1. Click Review Tab
2. Select Spelling and Grammar Command as shown below

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3. Select the correct word (i.e. Microsoft ) as shown below

4. Click Change All button

b) By Right clicking an incorrect word.

This is a simplest method of correcting errors, but it is time consuming if you have many words to correct.
So, to correct the errors by Right Clicking, you have to follow the following steps.
1. Right on the incorrect word as shown below.

2. Select the correct word, for example; Microsoft

3. The word Mirosoft has changed to Microsoft.
Video Link: Correction of errors

Click the video link below to see types of errors and how to correct them

https://youtu.be/-T4sKrH4l40

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1.2.3 Deleting the text

Activity 3
Dear learner, explain how you will delete a text in Microsoft Office Word 2013.

Dear learner, when you creating a document you can type an incorrect letter or word which you will need to
delete since it is no longer needed. To delete the Text you have to use a Mouse and Keyboard. The following
are the steps that you have to follow in order to delete the Text.
Steps
1. Highlight the Text using a Mouse or Keyboard
2. Press Delete Key on the keyboard

Or
1. Click at the right end of the text or letter and Press Backspace Key on the Keyboard.

2. You can also highlight the text and press Backspace key.

1.2.4 Finding and Replacing a Text

Microsoft word program has a very special feature that helps you to find and replace the words that you
have already typed with other words.
Activity 4
Dear learner, you have been using the word “Special” in your document. You have been
advised to want to replace the word “Exceptional” with the word “Special”. How would
you replace it?

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Dear learner, Find and Replace refers to a feature that allows you to find and replace an existing word with
another word. This is useful when you have a huge amount of data and you need to replace many words at
once. To Find and Replace the words in a document you have to follow the following steps:
1. Click the HOME tab
2. Click Replace Command as shown below

3. After clicking Replace Command, you will get Find and Replace Dialog Box as shown below.

4. Type the Word “Special” in Find what text Box and the word “Exceptional” in Replace with text Box as
shown below

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5. Click Replace All button to replace all words within the whole document.

1.2.5 Copying and Pasting a Text

If you want to have a text that you have already typed and that text is needed to be typed in another location,
you may find easier to copy and paste a text you have already typed rather than starting typing it because it
saves time.

Activity 5
Dear learner, Explain step by step how to copy and paste text within a word document.

Dear learner, the term Copy and Paste a text refers to duplicating a text within document to another
position or take a copy of text to another document. To copy a text, you have to follow the following steps:
1. Highlight the text you want to copy
2. Right-click within the selection as shown below.

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3. Click Copy command.
4. Right-click where you want to paste or put copied text. The paste options will appear as shown below.

5. Click Paste option.

6. The text you have copied will appear where you have Right-clicked.

OR
1. Highlight the text you want to copy
2. Click HOME tab as shown below

3. Click Copy option.

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4. Select or click where you want to paste or put a text you have copied.
5. The HOME tab as shown below.

6. Click the selected Paste.

7. The text you have copied will appear where you have clicked or selected.

1.2.6 Cutting and Pasting a Text

Sometimes you may have typed a text at a wrong place in your document. Thus, if you do that mistake you
have to shift that text from the wrong place to the right place. To do that you have to cut and paste a text.
Activity 6
Dear learner, Explain step by step how to cut and paste text within a word document.

Dear learner, Cut and Paste a text refers to the action of moving a text from its current place and a new
place. To cut and paste a text, you have to follow the following steps:
1. Highlight the text you want to cut.
2. Right-click within the selection as shown below

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3. Click Cut command from the options.
4. Right-click where you want to paste or put a copied text. The paste options will appear as shown below.

5. Click the selected Paste option

6. The text you have cut will appear at the position you have Right-clicked.

OR

1. Highlight the text you want to copy

2. Click HOME tab as shown below

3. Click Cut option.

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4. Select or click where you want to paste or put a text.
5. The HOME tab as shown below

6. Click the selected Paste.

8. The text you have cut will appear at the position you have clicked or selected.

1.2.7 Saving a Document.

Activity 7
Dear learner, outline the steps which you required to pass through in order to save your
document in Microsoft Office Word 2013.

Dear learner, Saving a Document refers to a process of storing a document permanently into your computer.
When you type a document without saving you can lose it in case of power cutoff or computer failure.
When you are saving the document for the first time, you are actually creating a file. To save the file you
should follow the following steps:

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1. Select the FILE Tab or Save command ( ) on the Quick Access toolbar as shown below

2. If you Click FILE tab, and you are saving the file for the first time, select Save or Save As
in Backstage view as shown below

3. Click Browse and select the Location to save your document. You can save the document in
My Documents, Desktop or in any folder or external memory device hooked to your computer
such as Memory Card or Flash Disk. Suppose you are asked to save your document inside the
folder called ODL Documents which is located on the Desktop. So, you have to select the
Desktop and then select the folder named ODL Documents as shown below.

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4. Click Open button to select the folder where you will save your document. This will appear as
shown below.

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5. Type the File name; For example, Ms Word as shown below

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6. Click Save button.

Summary
Dear learner, this is the end of lesson two. In this lesson you have learned how to Correct
errors in Microsoft word 2013 document, Save Microsoft Word 2013 document, Find and
replace text in Microsoft word document.
You have also learned how to move text from within Microsoft Word 2013 document by
means of copy and paste a text, and cut and paste a text

Discussion

Discuss the advantages and Disadvantages of word processing program to our day to
day official duties

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Self-Assessment
Open MS word program ant type the following

Word Processing

Word processing helps teachers use preparation time more efficiently by letting them
modify materials instead of creating new ones. Writers can also make corrections to
word processing documents more quickly than they could on a typewriter or by hand.

Materials created with word processing software look more polished and professional
than handwritten or typed materials do. It is not surprising that students seem to like the
improved appearance that word processing gives to their work (Harris, 1985). This is
especially possible with the many templates that are part of the software suites today.
Instructions

a) Save your document as Word Processing in My Documents

b) Move the last paragraph so that it becomes the first paragraph and
save the changes
c) Correct the errors you have made in your document
d) Replace the word processing with processor
e) Save changes
f) Close a Document
g) Open an existing File and close again a document

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Reflections

Jane typed a document of two pages the first day and saved it, the second day she
added other four pages making a total of six pages but unexpectedly the computer
shut down due power cut off while she was typing. When she turned on a computer to
proceed with her job, she found the job has two pages. What caused the reduction of
the other four pages? Explain your answer.

Further Reading
1. Schwartz, S (2013). Microsoft Office 2013. Retrieved on December 04, 2021
from
https://ptgmedia.pearsoncmg.com/images/9780321897497/samplepages/0321
897498.pdf
2. Poole, B. (2013). Essential Microsoft Office 2013. Retrieved December 04,
2021, from http://www.pitt.edu/~edindex/Office2013Tutorials/2013Lesson1.pdf.
3. Handy MS office 2013 Tutorial. (n.d.) Retrieved December 04, 2021, from
https://ws.elance.com/file/04_Handy_MS_Office_2013_tutorial.pdf.
4. Joyce, C. (2013). Step by Step Microsoft Word 2013. Retrieved December 05,
2021, from https://dbgyan.files.wordpress.com/2013/02/0735669120_wor.pdf.
5. Bunzel, T. (2007). Microsoft Office Reference Guide. London, Great Britain:
InformIT.com.
6. Lambert, J (2015). Microsoft Word 2016 Step by Step. Retrieved on December
05, 2021 from https://library.nawroz.edu.krd/lib.php?file=2886.pdf

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 Lesson Three

1.3 Formatting Microsoft Word Documents

1.3.0 Introduction

Dear learner, welcome to Lesson Three. In lesson two of this unit you studied how to create a Word
Document. In this lesson you will study how to format Microsoft Word Documents.

Learning Outcomes

After studying this lesson, you should be able to:

a) Change Font Type of a Text
b) Change Font Size of a Text
c) Change Font Color of a Text
d) Change Font Style of a Text
e) Underline a Text
f) Apply Change Case to a Text
g) Apply Superscripts and Subscripts
h) Apply Bullets
i) Apply Numbering
j) Align a Text
k) Change Line Spacing
l) Indent a Text
m) Apply Page Numbers
n) Create Table of Contents
o) Use Mail Merge feature

1.3.1 Font Type or Font Face

Activity 1
Dear learner, type the text given below change the font type to Broadway.

“Computer Hardware” is a physical part of a computer which include the Mouse,

Keyboard, Monitor and Central Processing Unit.

Dear learner, to change the font type of a text, you have to follow the following steps:
1. Highlight the Text

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2. Select Home tab as shown below

3. Select the Font Type (i.e. Broadway)

1.3.2 Font Size

Activity 2

Dear learner, type the text given below and change the font size of the text to 16.

“Computer Hardware” is a physical part of a computer which include the Mouse,

Keyboard, Monitor and Central Processing Unit.

Dear learner, to change the Font Size of a text, you should follow the following steps:
1. Highlight the text
2. Select Home tab as shown below

3. Select the Font Size, (i.e. 16)

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1.3.3 Font Color

This justifies the color of each letter into your document, the default font color is black for many word
processing programs.
Activity 3
Dear learner, type the text given below and change the font color of the text Red.

“Computer Hardware” is a physical part of a computer which include the Mouse,

Keyboard, Monitor and Central Processing Unit.

Dear learner, you can quickly change the font color of a text in your document by clicking the down arrow in
Font Color box. Now, to change the Font color of a text, follow the following steps:
1. Highlight the text
2. Select Home tab as shown below

3. Select the Font color, (i.e. Red)

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1.3.4 Font Style
Activity 4

Dear learner, type the text shown below and change the font style of the text to Bold
Italic.

“Computer Hardware” is a physical part of a computer which include the Mouse,

Keyboard, Monitor and Central Processing Unit.
In Microsoft Word program, the common font styles are Regular, Bold (B), Italic (I) and Bold Italic. To change
the font style of a text in your document, you have to follow these steps:
1. Highlight the text
2. Select Home tab as shown below

3. Select the Font style, (i.e., Click B and I)

1.3.5 Underlining a Text

Activity 5
Dear learner, type the text shown below and underline the text shown below.

“Computer Hardware” is a physical part of a computer which include the Mouse,

Keyboard, Monitor and Central Processing Unit.

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Microsoft word provides you a feature that allows you to underline a text. It allows you to underline a text in
different styles and colors. To underline a text in your document, you have to follow the following steps:

1. Highlight the text

2. Select Home tab as shown below

3. Select the underline style and color.

1.3.6 Change Text Case

Activity 6
Dear learner, Type the names shown below in lowercase and change them to
Uppercase.
1. jack john
2. angel moses
3. james jacob

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Dear learner, Microsoft word provides you a feature that allows you to change words or text to uppercase,
lowercase, sentence case, toggle case and capitalizing each word. To change the given names to
uppercases, you have to follow the following steps:
1. Highlight the Names
2. Select HOME tab.
3. Click Change Case Command as shown below.

4. Select UPPERCASE.

1.3.7 Superscripts and Subscripts

Activity 7
Dear learner, type the text shown below and apply superscript and subscript on the
text shown in the text.
1. x2+y2 = 10
2. H2 (gas) + O2(gas) = H2O(Liquid)

Dear learner, Superscript is a text or number that is slightly positioned higher than the other text or
number while the Subscript is a text or number that is slightly positioned lower than the other text. To
apply Superscript and Subscript to a text, you have to follow the following steps:
1. Highlight the text or number
2. Select Home tab as shown below

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 3. Select X2 to apply Superscript and X2 to apply Subscript

1.3.8 Applying Bullets to a Text

Activity 8
Dear learner, type the text shown below and apply Bullets to the text.
 Central Processing unit (CPU)
 Monitor
 Keyboard
 Mouse

Dear learner, Bullets are used for marking a list of items by using symbols such as,  and. The items
can be names of people or anything, sentences and paragraphs. To apply Bullets to a Text, you have to
follow the following steps:
1. Highlight the text
2. Select HOME tab
3. Select the Bullets command as shown below

4. Select the Bullet style (i.e. )

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1.3.9 Applying Numbering to a text.
Activity 9
Dear learner, Type the given text and apply the numbering to the text.
i. Central Processing unit (CPU)
ii. Monitor
iii. Keyboard
iv. Mouse

Dear learner, Numbering uses Letters, Roman numbers and Numerical numbers to mark items in the list.
The items can be names of people or anything, sentences and paragraphs. To apply numbering to a Text,
you have to follow the following steps:
1. Highlight the text
2. Select HOME tab
3. Select the Numbering command as shown below

4. Select Numbering style Select the Numbering style (i.e. i, ii, iii).

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1.3.10 Aligning a Text
Activity 10
Dear learner, type the text shown below and align the title of the paragraph at the
center and justify the paragraph.
OUTPUT DEVICES
These are devices that give (displays) output (information) from a central processing
unit to the user. Output devices hardware allow a computer system to communicate
information to the user or another device. This information can be in the form of
sound, image or text.

Dear learner, Text alignment help you to change the arrangement of the text. A text can be aligned in
four ways including Align left, Center, Align Right and Justify. To align the text in a document, you have
to follow the following steps:

1. Highlight the text

2. Select HOME tab
3. Select an Alignment such as Align Left, Center, Align Right and Justify as shown below.

4. The text will be aligned depending on the type of an Alignment selected.

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1.3.11 Line Spacing
Activity 11
Dear learner, type the text shown below and change the line spacing of the text to 1.5
Line spacing.
OUTPUT DEVICES
These are devices that give (displays) output (information) from a central processing
unit to the user. Output devices hardware allow a computer system to communicate
information to the user or another device. This information can be in the form of sound,
image or text.

Dear learner, Line spacing refers to a space from one line to another line in a document. Sometime a
paragraph lines may appear to very close or far from one another in a document. When this situation
happens you may need to change the line spacing by increasing or decreasing it. To change the line
spacing you have to follow the following steps:

1. Highlight the whole paragraph

2. Select HOME tab
3. Click the Line spacing command as shown below

4. Select the Line Spacing, (i.e. 1.5)

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1.3.12 Indenting a Text

Activity 12

Dear learner, type the Postal address at the left side of the page and then send it to
right side of a page.
Morogoro
Vocational
College
P.O Box 671
Morogoro
Tanzania

Dear learner, indenting a text refers to moving a word, sentence or paragraph closer to the left margin
(Decrease Indent) or moving a word, sentence or paragraph away from the left margin (Increase Indent).
Therefore, the postal address can be typed and then sent to the right side of a page by applying Decrease
Indent and Increase Indent commands on the text.
So, you can indent a text by clicking Increase Indent command to push the text to the right (Moving the
paragraph or text farther away from the Left Margin to the Right Margin).
Or
You can also highlight the text and click Decrease Indent command to push the text to left (Moving the
paragraph closer to the Left Margin from Right Margin). To indent the given text, you have to follow the
following steps:

1. Highlight the text

2. Select HOME tab as shown below.

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3. Click Increase Indent command.
4. If you want to push back the text to Left side, you have to click Decrease Indent Command.

Video: Formatting a Text

Click the video link below which shows how text can be formatted after typing

https://youtu.be/tEesVX3Ly58

1.3.13 Page Numbering

Activity 13
Dear learner, Create a Microsoft Word Document with five (5) pages.
i. Insert page numbers in the document with the format 1,2, 3, 4 and 5
ii. Format the insert page numbers of the document to i, ii, iii iv and v
iii. Remove the Page Numbers

Dear learner, Page numbering is the process of applying a sequence of numbers, or Letters, or
Roman numerals to the pages of a book or other document. Page numbers refers to a sequence of
Numbers, or letters, or Roman numerals which are applied to the pages of a book or document. Page
Numbers can be applied either to the Footer (Bottom of page) or Header (Top of page) and aligned
at the Left, or Center, or Right.

Dear learner, to insert Page numbers in Microsoft Word Document, you should follow the following
steps:
1. Open Microsoft Word Document
2. Click INSERT tab
3. Click Page Number command as shown below

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4. Select the position of page number (i.e. Bottom of Page)
5. Select an alignment of Page Numbers (e.g. Plain Number 2)
6. Page numbers will appear in the pages of your document.

a) Formatting Page Numbers

Dear learner, Formatting Page Numbers refers to a process of changing page number formats. For
example, you can change the page numbers from Numbers to letters such as 1, 2, 3 to a, b, c. Now, to
change the Page Number Format in a document you have created follow the following steps:
1. Open Microsoft Word Document
2. Click INSERT tab
3. Click Page Number button as shown below

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4. Click Format Page Numbers option. You will see a Page number Format dialog Box as shown
below

5. Select Page Number Format

6. Click OK.

b) Removing Page Numbers

Removing Page Numbers means erasing or removing page numbers you have inserted from your
document.
To remove page numbers, follow the following steps:

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 1. Open your document
2. Click Insert tab as shown below.

3. Click the Page Number option

4. Click Remove Page Number option.

1.3.14 Table of Contents (TOC).

Activity 14
Dear learner, create document of five pages and create an automatic table of
contents (TOC) in the second page.

The table of contents is an organized listing of your document’s Chapters, Sections, Titles, Subtitles,
Tables and Figures, clearly labelled by their corresponding page numbers.

The Table of Contents is usually found at the beginning of a book or a document after the title pages.
The table of contents should list the chapters or titles or subtitles by name in their order of appearance
in the book or document, along with the page numbers on which they begin. To Create the Table of
contents, you have to follow the following steps.

Steps

1. Highlight the Titles (headings) and subtitles (subheadings) of the paragraphs in a document.

2. Click Home Tab

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3. Select the Levels such as Heading 1 or Heading 2 or Heading 3 as shown below

4. Select or click in the page that will contain the Table of Contents

5. Click Preferences tab

6. Click Table of Contents at the Top Left Corner as shown below.

7. Click Custom Table of Contents.

8. Click OK.

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a) Updating the Table of Contents.

Dear learner, you can update the table of contents when you add new contents in a document, change
the heading text, sequence or level. To Update the Table of contents, you have to follow the following
steps.

Steps

1. Click References tab

2. Click Update Table as shown below.

3. You will see Update Table of Contents dialog box as shown below.

4. To update the page numbers only without adding any new titles or subtitles to the table of
contents you have to select Update page numbers only. To update the page numbers and
adding new titles or subtitles to the table of contents you should select Update entire table.
5. Click OK.
6. The table of contents will be updated automatically.

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 b) Removing the Table of Contents.

To Remove the Table of contents, you have to follow the following steps.

1. Click References tab

2. Click Table of Contents command as shown below

3. Click Remove Table of Contents.

4. The Table of Contents will be removed.

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1.3.15 Mail Merge
Activity 15

Dear learner, using your experience and the skills that you have in Microsoft word, merge
the following two documents

Dear learner, Mail Merge is a feature in Microsoft Word that allows you to create multiple documents
at once, such as letters, saving you the time and effort of retyping the same letter over and over. It is
also used for creating Email Messages, Envelops, Labels and Directories.

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To merge the two documents provided above, you have to follow the following steps.

1. Create a List of Recipients (Data source) as shown below

2. Save the Recipients List. For example, you can save a list as My Recipients List
3. Create a Letter as shown in an example given below

4. Save a Letter. For example, you have to save your letter. For example, you can save it as
Graduation Letters.
5. Click Mailings Tab as shown below

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6. Click Start Mail Merge
7. Click Step- by-Step Mail Merge Wizard
8. Click Next: Starting document at the Bottom Right corner of Microsoft Word Window as
shown below

9. Click Next: Select recipients

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10. Click Browse at the Right

11. Select the File that contains the Recipients as shown below. Here, our file is called My
Recipients List is found on the Desktop. So, you have to browse the file on the Desktop as
shown below.

12. Select the File “My Recipients List”.

13. Click Open button to merge the two documents (i.e. Graduation Letters and the My
Recipients List).

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 14. You will see the Mail Merge Recipients Dialog Box which displays list of the Recipients as it
is shown below.

15. Click OK to merge the two Documents. You will link the Letter and Recipients.
16. Click Next: Write Your Letter at the Bottom Right corner of Microsoft Word Window as shown
below.

17. Click the place where the fields such as NAME, BOX, TOWN and COUNTRY which are in “My
Recipient List” are to be placed.

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18. Click More Items option at the Right Side of Microsoft Word Window as shown below

19. You will see the Insert Merge Field Dialog Box as shown below.

20. Click the Field (e.g. NAME) and then Click Insert Button. The NAME field will appear in the
letter. Do that to all fields. After inserting all the Fields, Close the Insert Merge Field Dialog
Box.

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 21. After inserting all the Fields, closing the Insert Merge Field Dialog Box and arranging the fields
properly. The fields will appear in your letter as shown below.

22. Click Next: Preview Your Letters at the Right Bottom of Ms Word Window as shown below.

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23. After Clicking Next: Preview Your Letters, the Recipients will be displayed on a letter as shown
below.

24. Click Next: Complete the Merge at the Right Bottom side of Ms Word Window as shown below

25. Close the Mail Merge Task Pane by Clicking (X) as shown below

26. Click File Tab and the Click Save. You have to do this in order to save the changes that you have
done to the document.

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27. You can navigate from one Record (Recipient) to another Record (Recipient) by using Navigation
Buttons. To have access on Navigation buttons you should Click Mailings Tab, then you will see the
Navigation Buttons as shown below.

28. Descriptions of Navigation Buttons

SN BUTTON DESCRIPTIONS
1. First Record: Click this button to go to First
Recipient.
2. Previous Record: Click this button to go to
Previous Recipient.
3. Next Record: Click this button to go to Next
Recipient.
4. Last Record: Click this button to go to Last
Recipient.

29. To Find a Recipient, Click Find Recipient and enter the Recipient search criteria. Click Find First
Button to search a recipient as shown below.

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30. To display a letter of each recipient, you have to click Finish & Merge and then select Edit individual
Documents. You will see Merge to New Document Dialog Box as shown below.

i. To display all the letters of recipients, Select All option and Click OK button.
ii. To display the current letter of a recipient, Select Current Record option and Click OK button.
iii. To display specific letters of recipients, select From __To _ Option and Click OK button

31. To edit the information of any recipient, open the data source that contains the recipients and make the
changes you want. Finally you have to save the changes.
32. To delete the Recipient, open the data source that contains the recipients and delete the recipient.
Finally you have to save the changes.
33. To add new Recipients, open the data source that contains the recipients and add the new recipients.
Finally you have to save the changes.
34. Finally close the document. If you are opening the Mail Merge Document, remember to click YES so
that you can be able to view the information stored in the data source (Database) in your letter.

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Summary
Dear learner, in this lesson you have learned how to change Font Type of a Text in Microsoft
Word Documents, Change Font Size of a Text in Microsoft Word Documents, Change Font
Color of a Text in Microsoft Word Documents and Change Font Style of a Text in Microsoft
Word Documents.
You have also learned how to underline a text, change text cases, apply Superscripts and
Subscripts and Apply Bullets and Numbering in Microsoft Word Documents
Apart from that you have learned how to align a Text (such as Align left, Center, Align Right
and Justify), Change Line Spacing and Indent a Text.
You can change the font type of a text by highlighting the text, clicking HOME tab and then
selecting the font type such as Times New Roman, Arial Narrow and so on. To change the font
size of a text you have to highlight the text, click HOME tab and then select the font size such
as 12, 14 and so on. You can also change the font color of a text by highlighting the text,
clicking HOME tab and then select the font color such as Blue, Green and so on.
To change the font style of a text you have to highlight the text, click HOME tab and then select
the font style such as Bold (B) and Italic (I). You can underline the text by highlighting the text,
clicking HOME tab and then selecting underline command (U).
You can change the text cases by highlighting the text, clicking HOME tab, then selecting
Change Case command and the selection either Sentence Case, Lowercase, Uppercase,
Capitalize Each Word or Toggle Case. You can also apply bullets and numbering by
highlighting the text, selecting HOME tab and then selecting the Bullet and Numbering styles
from the Bullets and Numbering commands.
To apply superscript and subscript, you have to highlight the number, text, letter or symbol,
Click HOME tab and then select Superscript (X2) or Subscript (X2). You can also align the text
by highlighting it, Clicking HOME tab and selecting Align Left, Center, Align Right or Justify
commands.
Line spacing is the vertical distance between the lines in a paragraph. To apply the line spacing
you have to highlight the text, select home tab and then select the line spacing options such
as 1.0, 1.15. 1.5, 2.0 and so on from Line spacing command.
Dear learner, you have also learned that indenting a text refers to moving a word, sentence or
paragraph closer to the left margin (Decrease Indent) or moving a word, sentence or paragraph
away from the left margin (Increase Indent).
Page numbering is the process of applying a sequence of numbers, or Letters, or Roman
numerals to the pages of a book or other document.
The Table of Contents is usually found at the beginning of a book or a document after the title
pages. The table of contents should list the chapters or titles or subtitles by name in their order
of appearance in the book or document, along with the page numbers on which they begin.
Therefore, A Table of Contents (TOC) is a list chapters or section titles or subtitles with their
commencing page numbers of a document.

Mail Merge is a feature in Microsoft Word that allows you to create multiple documents at once,
such as letters, saving you the time and effort of retyping the same letter over and over. It is
also used for creating Email Messages, Envelops, Labels and Directories.

56
Self-Assessment
Dear learner, type and format the text given below as per given instructions.

Line spacing refers to a space from one line to another line in a document. Sometime a
paragraph lines may appear to very close or far from one another in a document. When
this situation happens you may need to change the line spacing by increasing or
decreasing it.

a) Change Font Type of a text to Bookman Old Style

b) Change Font Size of a Text to 15
c) Change Font Color of a Text to Green
d) Changing Font Style of a Text to Italic
e) Change the alignment of a paragraph to Justified.
f) Change the line spacing of a paragraph to 1.5 Line Spacing

Reflections
Janeth typed a report of fifteen (15) pages. After submitting her report to her supervisor,
she was advised to replace the word “University” with the word “College”. What would
Janeth do to accomplish the task as soon as possible in one minute? Explain step by
step.

Further Readings
1. Schwartz, S (2013). Microsoft Office 2013. Retrieved on December 04, 2021
from
https://ptgmedia.pearsoncmg.com/images/9780321897497/samplepages/032
1897498.pdf
2. Poole, B. (2013). Essential Microsoft Office 2013. Retrieved December 04,
2021, from
http://www.pitt.edu/~edindex/Office2013Tutorials/2013Lesson1.pdf.
3. Handy MS office 2013 Tutorial. (n.d.) Retrieved December 04, 2021, from
https://ws.elance.com/file/04_Handy_MS_Office_2013_tutorial.pdf.
4. Joyce, C. (2013). Step by Step Microsoft Word 2013. Retrieved December 05,
2021, from https://dbgyan.files.wordpress.com/2013/02/0735669120_wor.pdf.
5. Bunzel, T. (2007). Microsoft Office Reference Guide. London, Great Britain:
InformIT.com.
6. Lambert, J (2015). Microsoft Word 2016 Step by Step. Retrieved on
December 05, 2021 from https://library.nawroz.edu.krd/lib.php?file=2886.pdf

57
 Lesson Four

1.4 Inserting Objects

1.4.0 Introduction

Dear learner, welcome to Lesson Four. In lesson three of this unit you studied how to format a text. In this
lesson you will study how to insert Objects into Microsoft Word Document.
Learning Outcomes
After studying this lesson you should be able to:
a) Insert Shapes
b) Insert WordArt
c) Insert Pictures
d) Insert Tables
e) Insert Charts

1.4.1 Inserting Shapes in Microsoft Word Document

In Microsoft Word there are many shapes of various styles such as text box, rectangle, oval, triangle, star,
line, arrow, cloud callout, pentagon and hexagon. These shapes are used in preparing different documents
and presentation, such as in facilitating teaching and learning in education training.

Activity 1
Dear learner, draw the shapes below and add a text

Dear learner, to draw shapes and add the text, you have to follow the following steps:
1. Click INSERT tab.
2. Click Shapes command.
3. Click a shape you want to draw such as Rectangle as shown below.

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4. Go to the position where you want to draw a shape
5. Press and hold the left mouse button and drag until you get a desired shape size then release
the mouse.
6. Right Click inside the shape and Select Add the text.
7. Type the text (Example; Welcome)

a) Formatting Shapes
Format shapes refer to modifying the shapes for the purpose of improving its appearance by filling
color or picture, changing the line color and size.

i. Fill Color
After drawing the shape you can fill it with color. This is done in order to improve the shape
appearance.
Activity 2
Dear leaner, outline the steps that you would pass through to fill a shape with
color. Try to draw any shape and fill it with any color.

Dear learner, to fill a shape with color you have to follow the following steps.
1. Click (select) the shape which you have already drawn.
2. Click FORMAT tab

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 3. Click the Shape Fill as shown below

4. Select the color. Example, if you click a green color, the shape will be filled with a green
color.

ii. Changing Shape Outline Color and Weight

Shape outline refers to outside borders or lines of a shape. You can change a line color and weight
of a shape depending on your needs.

Activity 3
Explain the steps of changing shape outline color and weight?

To change the shape outline color and weight, you have to follow the following below steps:
1. Click or select a shape
2. Click FORMAT tab
3. Click Shape Outline as shown below

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 4. Click a color and then select the weight of the outline.

iii. Adding text into shapes

A Text is added in a shape for a certain purpose. Sometimes you may use shapes to show the flow
of information or data indicating a certain invent. So, to do that you are required to add some text in
a shape.
Activity 4
Describe the steps of adding a text into a shape?

Dear learner, to add a text into a shape is very easy, you have follow the following steps:
1. Right-click on a shape that you have drawn as shown below.

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 2. Select Add Text option
3. Type the text.

b) Grouping Shapes
The term Group Shapes refers to process of linking two or more shapes together. You can group the
shapes when they are containing related information. For example when creating flow charts or
organization charts by using the same or different types of shapes you advised to group the shapes.
Also the linked (grouped) shapes can be separated or unlinked for a specific purpose. For example
you can unlink the shapes if you need to make some changes or correct errors after linking/grouping
the shapes. So, this refers to as Ungroup Shapes.

Activity 5
Dear learner, Explain how you can group and ungroup the shapes

To group the shapes, follow the following steps:

1. Click one of the shapes
2. Press and hold Ctrl key on the keyboard

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 3. Stay clicking other shapes while holding the Ctrl key on the keyboard in order to select or
highlight all the shapes
4. When you finish clicking all the shapes, release the Ctrl key.
5. Click FORMAT tab

6. Click Group command and select Group to Group the shapes

7. To ungroup the shapes, Click Group command and select Ungroup to ungroup the
shapes.

Video: Inserting shapes

Dear learner, open the video link below to learn how shapes can be
inserted in a Word document.

https://youtu.be/SV9Jr0OD-Bg

1.4.2 Inserting WordArt in a Microsoft Word Document.

Activity 6
Dear learner, Explain how you can insert Word Art in Microsoft Word Document and then
open Microsoft Word Program and insert a WordArt Text “Morogoro Vocational
Teachers Training College”.

Dear learner, WordArt is special text that can adopt different shapes and color styles and become more
attractive than normal text. To insert the WordArt, follow the following steps:
1. Open Microsoft Word Document.
2. Select INSERT tab as shown below

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3. Click WordArt command
4. Select WordArt style
5. Enter the WordArt text “Morogoro Vocational Teachers Training College” and Format it.

Formatting the WordArt text refers to changing the color, size and shape.

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1.4.3 Inserting Pictures in Microsoft Word Document.
Activity 7
Dear learner, open Microsoft Word Program and insert the Picture shown below. If you that
picture is not available in your computer, you may insert any picture of your choice.

Dear learner, when you are creating a document, you may need to include some pictures as a part of
your document. Sometimes pictures are included in a document so that to make the information to be
understood well by the readers. To insert a picture in Microsoft Word Document, you have to follow the
following steps:
1. Open Microsoft Office Word Document
2. Click INSERT tab
3. Click Pictures command as shown below

4. Browse the picture from a Computer locations such as desktop, My Document or any other
location as shown below

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 5. Select the picture you want to insert
6. Click Insert button
7. Format the Picture. For example, you may change the size and color of your picture.

1.4.4 Inserting a Table in Microsoft Word Document.

A table is a grid of cells arranged in rows and columns. You can use a table to arrange your data into rows
and columns. The column is a vertical section of a Table whereas a Row is a horizontal section of a Table.
A cell is an intersection between a column and a row, it is a basic unit that stores data in a Table.

Activity 8

Dear learner, open Microsoft Word and create a table shown below.

NAME GENDER AGE

MARIA JOHN FEMALE 20
ASHA JUMA FEMALE 15
JAMES MASHA MALE 22

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Dear learner, to insert a table in Microsoft Word Document, you have to follow the following steps

1. Open Microsoft Office Word Program

2. Click INSERT tab
3. Click Table command as shown below

4. Click Insert Table option. You will see Insert Table dialog box as shown below.

5. Insert the Number of columns (i.e. 3)

6. Insert the Number of rows (i.e. 4)
7. Click Ok. You can enter the data into your Table.

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a) Adding a New Column in a Table

Dear learner, to add a new column or columns in a table you have to follow these steps.

1. Select adjacent column or columns.

2. Click the Click LAYOUT Tab as shown below

3. Click either Insert Left or Insert Above command depending on the column you have selected and
where you want to insert a new column or columns.

b) Deleting a Column in a Table

Dear learner, to delete a column or columns in a table you have to follow these steps.

4. Select the column or columns.

5. Click the Click LAYOUT Tab
6. Click Delete Command as shown below.

7. Click Delete columns options.

8. The selected column or columns are deleted.

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c) Adding a New Row in a Table

Dear learner, to add a new row or rows in a table you have to follow the following steps.

1. Select adjacent row or Rows.

2. Click the Click LAYOUT Tab as shown below

3. Click either Insert Above or Insert Below command depending on the rows you have selected and
where you want to insert a new row or rows.

d) Deleting a Row in a Table

Dear learner, to delete a row or rows in a table you have to follow these steps.

1. Select the row or rows.

2. Click the Click LAYOUT Tab
3. Click Delete Command as shown below.

4. Click Delete Rows option.

5. The selected row or rows are deleted.

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e) Deleting a Table

Dear learner, to delete a table, you have to follow the following steps.

1. Select the Table.

2. Click the Click LAYOUT Tab
3. Click Delete Command as shown below.

4. Click Delete Table option.

5. The entire Table is deleted.

f) Merging Cells

Merging cells refers to joining two or more cells to form one cell. You can merge the cells when you want to
enter the title or subtitles into a table.

Dear learner, to merge cells in the table, you have to follow the following steps.

1. Select or highlight the cells.

2. Click the Click LAYOUT Tab as shown below

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3. Click Merge Cells command.

g) Changing Text Orientation in a Cell.

Text Orientation refers to the direction of a text in a cell. You can change the direction of a text if you have
a specific reason to do that.

Dear learner, to change the direction of a text in a cell, you have to follow the following steps.

1. Select or highlight the cells.

2. Right click in the selected cells as shown below

3. Click Text Direction option. Text orientation will appear on your screen as shown below

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4. Select the Text Orientation.
5. Click Ok.

1.4.5 Inserting Charts in Microsoft Word Document.

A chart is a graphical representation of data or information. Data can be represented by different types of
charts depending on the purpose and uses of the information. Some of the common types of charts are
Column Charts, Bar Charts, Line Charts and Pie Charts.

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Activity 9

Dear learner, open Microsoft Word and create a chart given below

Dear learner, when you are creating a document, you may need to include some pictures as a part of your
document. Sometimes pictures are included in a document so that to make the information to be understood
well by the readers. To insert a picture in Microsoft Word Document, you have to follow the following steps:

1. Open Microsoft Office Word Document

2. Click INSERT tab
3. Click Chart command as shown below

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4. Select the Chart Type such as Column Chart as shown below.

74
5. Click Ok. The chart and the Datasheet will be displayed on your screen as shown below.

6. Enter the data in the Chart by using the Datasheet by replacing the sample data with the real
data.
For example; the data can be the following which shows form 1 to form 4 examination results.
Categories
Category 1: Form 1
Category 2: Form 2
Category 3: Form 3
Category 4: Form 4

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 Series
Series 1: Pass
Series 2: Fail
Series 3: Absent
7. Enter the correct number of students and close the Datasheet.
8. Format the Chart. For example, you may change color of the chart area and plot area, change
outline color, change font size and font color. You can also enter the chart title, Axis Titles and
Data labels. After entering the data and replacing the sample numbers with correct numbers,
then the chart can appear as shown in an example given below.

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Summary
Dear learner, in this lesson you have studied how to insert Shapes, format Shapes, group
and ungroup Shapes, insert WordArt, format WordArt, insert Pictures, and insert Tables and
Charts into Microsoft Word Document.
To insert shapes in a word document you have to click INSERT tab, select Shapes
command and then you have to select the shape by clicking on it. To insert the shape in a
document, you have to drag and drop depending on the desirable size. After inserting the
shape you can format it by changing the line color, weight and filling color inside the shape.
To format the shape you have to click on the shape and select FORMAT tab. Then you
have to select Shape Fill command and select the color to be filled into the shape. You can
also select Shape Outline command and change the color of the line and its weight (size).
To group and ungroup the shapes you have to select all the shapes and click FORMAT tab
and then you have to click Group command. Then you have to select Group option to group
the shapes. To ungroup the shapes, you should select the shapes, click FORMAT tab, click
Group command and then click Ungroup option to ungroup the shapes.
To insert WordArt in a word document, you have to click INSERT tab, select WordArt
command, select WordArt style, type the text and format it as per your desires. To format
WordArt text, you have to select the text, click FORMAT tab and change the color and even
its shape.
To insert Pictures in a word document, you have to click INSERT tab, select Pictures
command and finally select a picture from any location in your computer. After inserting a
picture, you can format it as per your requirements. To format a picture, you have to select
the picture, click FORMAT tab and change its color, style and even its position as well as
its alignment and layout within a text in a document.
To insert a Table in a word document, you have to click INSERT tab, select Table command,
click Insert Table option and enter the number of columns and rows required. After creating
a table you can format it by adding new rows, deleting rows, adding new columns and
deleting columns. You can also merge the cells and change the text directions in the cells.
To insert a chart in a word document, you have to click INSERT tab, select Chart command,
enter the data in the datasheet and close the datasheet when you finish entering data. Then,
you can format the chart as per your needs.

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Self-Assessment
1. Insert the WordArt Text as shown below and format it as per given instructions
Text Fill: Yellow
Text Outline: Color-Blue and Weight-2¼Pts

2. Open Microsoft Word Program and insert any picture into your document.

3. Open Microsoft Word Program and insert a table shown below

MOROGORO VOCATIONAL TEACHERS’ TRAINING COLLEGE

NO NAME TITLE BASIC SALARY

1. SARAH JAMES TUTOR 750,000

2. ALLY MUSSA TUTOR 600,000

3. MOSES JUMBE DRIVER 550,000

TOTAL 1,900,000

78
Reflection

Dear learner, open Microsoft Word and create an Organization Chart shown below.

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Further Readings
1. Schwartz, S (2013). Microsoft Office 2013. Retrieved on December 04, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780321897497/samplepages/032189
7498.pdf
2. Poole, B. (2013). Essential Microsoft Office 2013. Retrieved December 04, 2021,
from http://www.pitt.edu/~edindex/Office2013Tutorials/2013Lesson1.pdf.
3. Handy MS office 2013 Tutorial. (n.d.) Retrieved December 04, 2021, from
https://ws.elance.com/file/04_Handy_MS_Office_2013_tutorial.pdf.
4. Joyce, C. (2013). Step by Step Microsoft Word 2013. Retrieved December 05,
2021, from https://dbgyan.files.wordpress.com/2013/02/0735669120_wor.pdf.
5. Bunzel, T. (2007). Microsoft Office Reference Guide. London, Great Britain:
InformIT.com.
6. Lambert, J (2015). Microsoft Word 2016 Step by Step. Retrieved on December 05,
2021 from https://library.nawroz.edu.krd/lib.php?file=2886.pdf

80
 Lesson Five

1.5 Printing Documents

1.5.0 Introduction

Dear learner, welcome to Lesson five. In lesson four of this unit you studied about inserting objects in
a Word document. In this lesson you will learn about Printing Documents.

Learning Outcomes

After studying this lesson you should be able to:

a) Preview a document;
b) Change Page Orientations
c) Print the Document.

1.5.1 Previewing Microsoft Word Document

Activity 1
Dear learner, what do you understand by the term previewing a document? Open
Microsoft Word, enter the text and preview it.

Dear learner, previewing a document refers to formatting a document for the printer and displaying
it on the display screen instead of printing it. Previewing a document allows you to see exactly how
the document will appear when printed.
Activity 2

1.5.2 Changing Page Orientations

Dear learner, Explain how you can change the Page Orientation in Microsoft
Word. Open Microsoft Word, change the Page Orientation.

Dear learner, Page orientation is the direction or layout in which a document is displayed or printed.
There are two types of page orientations. These include Portrait and Landscape orientations. Portrait

81
Orientation refers to the vertical layout of a Page or Paper and Landscape Orientation refers to the
horizontal layout of a Page or Paper.
There are three main ways of changing Page Orientations. You can use one the following tactics to
change the Page orientations.
The First Approach: To change Page orientation in Microsoft Word, you should follow the
following steps:
1. Open Microsoft Word Document
2. Click PAGE LAYOUT tab as shown below

3. Select Orientation command.

4. Select either Portrait or Landscape.

The Second Approach: To change Page orientation in Microsoft Word, you should follow the
following
Steps
1. Open Microsoft Word Document
2. Click PAGE LAYOUT tab
3. Click Margins Command
4. Select Custom Margins option
5. Select either Portrait or Landscape as shown below

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 6. Click OK button.

The Third Approach: To change Page orientation in Microsoft Word, you should follow the
following
Steps
1. Open Microsoft Word Document
2. Click FILE tab
3. Click Print Command. You will be having a dialog box as shown below

83
4. Select either Portrait or Landscape.

84
1.5.3 Printing Microsoft Word Document
Activity 3

Dear learner, explain how you can to Print Microsoft Word Document. Open a Word
document and try to print it.

Dear learner, you can be able to print a document if you have a printer connected to your computer.
A printer is a device that accepts text and graphic output from a computer and transfers the
information to paper, usually to standard size sheets of paper.

Therefore, Printing is the process of transferring data from a computer to a Printer and generating
a hard copy of the electronic data being printed.

However, before printing you should preview your document to see exactly how it will look like after
being printed. To print a document of two pages by following the following steps:

1. Open Microsoft Word Document.

2. Click FILE tab
3. Click Print Command. Here you will be able to preview the document before printing as shown
below

85
4. Choosing a Printer Name
Before printing your document you should choose the name of the printer that is connected to
your computer. For example, HP LaserJet P2050.
5. Specifying the Pages to Print
You have to specify the pages to be printed by choosing one among the following options.
 All pages: Prints all the pages of the opened document
 Print selection: Prints highlighted areas only
 Current page: Prints the current page you are previewing or that you have clicked or
selected.

86
  Custom pages: Lets you specify the pages you want to print by writing page numbers of
the pages to be printed into the box next to pages, for example you can decide to print page
15, 25 and 55.
6. Specify other settings such as Collated or Uncollated and Portrait or Landscape
7. Specify the Number of Copies to Print
Here you decide how many copies of each page should be printed. Example 1, 2, 3 or more
copies depending on your needs.
8. Print the Document
After doing all the above now you need to command the job to be sent to printer in order to be
printed on papers. This is done by Clicking the Print Command.

87
Summary
Dear learner, in this lesson you have studied about previewing a document,
changing Page Orientations and printing the document.
Previewing a document refers to formatting a document for the printer and
displaying it on the display screen instead of printing it. Previewing a document
allows you to see exactly how the document will appear when printed.
Page orientation is the direction or layout in which a document is displayed or
printed. There are two types of page orientations. These include Portrait and
Landscape orientations. Portrait Orientation refers to the vertical layout of a
Page or Paper and Landscape Orientation refers to the horizontal layout of a
Page or Paper. To change the Page orientation you have to Select Page
Layout tab and select orientation command. Then you have to select either
Portrait or Landscape orientation. You can also change the page orientation
by selecting FILE tab and then click Print command. Then you can select either
Portrait or Landscape orientation.
You can be able to print a document if you have a printer connected to your
computer. A printer is a device that accepts text and graphic output from a
computer and transfers the information to paper, usually to standard size
sheets of paper.
Therefore, Printing is the process of transferring data from a computer to a
Printer and generating a hard copy of the electronic data being printed.
However, before printing you should preview your document to see exactly
how it will look like after being printed. To print a document you have to select
FILE tab and then click Print command. Then you can select the Printer,
number of copies to be printed, page orientation, paper size and other settings.
Finally you have to click Print button in order to send data to the computer to
be printed.

88
Self-Assessment
What do you understand by the following terms?
a) Previewing a document
b) Printing a document
c) Page Orientations

Reflection
Suppose you have a document with 50 pages and you want to print at once some
pages (1, 7, 25, 30, 31, 32, 33 and 45). Explain step by step how are you going to print
those pages?

Further Reading
1. Schwartz, S (2013). Microsoft Office 2013. Retrieved on December 04, 2021
from
https://ptgmedia.pearsoncmg.com/images/9780321897497/samplepages/0321
897498.pdf
2. Poole, B. (2013). Essential Microsoft Office 2013. Retrieved December 04,
2021, from http://www.pitt.edu/~edindex/Office2013Tutorials/2013Lesson1.pdf.
3. Handy MS office 2013 Tutorial. (n.d.) Retrieved December 04, 2021, from
https://ws.elance.com/file/04_Handy_MS_Office_2013_tutorial.pdf.
4. Joyce, C. (2013). Step by Step Microsoft Word 2013. Retrieved December 05,
2021, from https://dbgyan.files.wordpress.com/2013/02/0735669120_wor.pdf.
5. Bunzel, T. (2007). Microsoft Office Reference Guide. London, Great Britain:
InformIT.com.
6. Lambert, J (2015). Microsoft Word 2016 Step by Step. Retrieved on December
05, 2021 from https://library.nawroz.edu.krd/lib.php?file=2886.pdf

89
 UNIT TWO

MICROSOFT OFFICE POWERPOINT

Introduction
Dear learner, welcome to Unit Two. In this unit you will study four lessons including the Basic
Concept of Microsoft PowerPoint, creating a presentation, customizing slides and previewing and
printing a presentation.

Lesson One

2.1 Basic Concepts of Microsoft PowerPoint

2.1.0 Introduction

Dear learner, welcome to lesson one. In this lesson you will learn the term presentation, types of
presentation, Microsoft PowerPoint, uses of Microsoft PowerPoint and other types of presentation
software.

Learning Outcomes

After studying this lesson, you should be able to

a) Define Presentation;
b) Explain the types of presentation;
c) Define a Microsoft PowerPoint;
d) Explain the Uses of Microsoft PowerPoint; and
e) Explain other types of Presentation Software.

2.1.1 Presentation

Activity 1

From your own understanding, what is a Presentation?

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Dear learner, A Presentation is the practice of showing and explaining the content of a topic to an
audience or learner. Presentation is also the means of communication which can be adapted to
various speaking situation, such as talking to a group, addressing a meeting or briefing a team.

2.1.2 Types of Presentation

There are five (5) types of presentations. These include: -

a) Informative Presentation

The purpose of an informative presentation is to stick to the facts or points and avoid complicated
information. Your presentation will probably be short.

b) Instructional Presentation

The purpose of an instructional presentation is to give specific directions or orders. Your presentation
will probably be a bit longer, because it has to cover your topic thoroughly.

c) Arousing Presentation

The purpose of an arousing presentation is to make people think about a certain problem or
situation.

d) Decision-making Presentation

The purpose of a decision-making presentation is to move your audience to take your suggested
action. A decision-making presentation presents ideas, suggestions, and arguments strongly enough
to persuade an audience to carry out your requests.

e) Persuasive Presentation

Your purpose in a persuasive presentation is to convince your listeners to accept your proposal.

2.1.3 Microsoft PowerPoint

Microsoft PowerPoint is a presentation software package. You can use Microsoft PowerPoint to
create and organize slides on a computer, to be printed on paper or acetate transparencies, projected
directly from the computer or shared via the Internet. You can use Microsoft PowerPoint to create

91
graphs and diagrams to which you may then add graphics and text. It also allows you to incorporate
animation, audio and video elements.

2.1.4 Uses of Microsoft PowerPoint

You can use Microsoft PowerPoint to create presentations, to make games, to prepare tutorials,
animations and posters. These can be used to facilitate teaching and learning process.

a) Presentations
A Presentation refers to the practice of showing and explaining the content of a topic to an audience
or learner Microsoft PowerPoint helps you to create any type of a presentation you want. You can
also use PowerPoint to make animated slides. PowerPoint also allows you to share your presentation
via a projector.

b) Tutorials
A tutorial refers to a method of transferring knowledge and may be used as a part of a learning
process. More interactive and specific than a book or a lecture; a tutorial seeks to teach by example
and supply the information to complete a certain task.

c) Games
A game refers to an electronic game or board game that involves human interaction with a user
interface to generate visual feedback on a video device. Microsoft PowerPoint is used for creating
educational games to enhance teaching and learning process in a classroom particularly for younger
learners.

d) Animation
Animation refers to the process by which you can see still pictures and words (texts) moving from one
position to another position. You can use PowerPoint to make very attractive and interesting
animations.

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 e) Posters
A poster refers to a public piece of paper conveying information through texts (words) and graphic
images (symbols or pictures). It is usually designed to be displayed vertically on a wall or window and
is large enough to be seen and read from a relatively short distance.

Thus, Microsoft PowerPoint is a presentation software that you can use to create Informative notices
and posters.

2.1.5 Types of Presentation Software

A presentation software is a software package used to display information in the form of a slide
show. A presentation software has three major functions:
An editor: Allows text to be inserted and formatted,
A method: For inserting and manipulating graphic images;
A slide-show system: For displaying the contents.

Therefore, apart from Microsoft PowerPoint, the following are the other types of presentation
software.

i CustomShow

CustomShow is an enterprise presentation software that is specifically geared toward sales and
marketing teams. It is equipped with extensive editing tools to nail down every visual detail, so users
can create a branded, professional look for their presentations.
It is also designed for creating slides that are easily customizable by adding extra media including
videos, brand assets, animations, and more. CustomShow presentations can be shared with multiple
people.
ii Prezi

Prezi offers a great alternative to the traditional presentation format that goes slide by slide. The
creative idea behind Prezi is that you can create an animated, non-sequential flow with topics and
subtopics that are hidden until you zoom in. Prezi lets you create frames that can zoom in and out
from one another. This movement is perfect for showing how ideas relate to each other. Prezi can
be shared and up to 10 people can work on it at once.

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iii Haiku Deck

Haiku Deck is designed to create image-based slides, unlike the primarily text-based slides of
PowerPoint. Haiku Deck does not support simultaneous editing, but presentations can be shared
with users to view and edit at different times. It has minimal features with an uncluttered sidebar, so
it’s easy for anyone, regardless of skill level, to learn how to use the platform.

iv Slide Dog

SlideDog allows you to gather all of your files into a single presentation. SlideDog allows you to
combine multiple types of media such as PowerPoints, Prezis, videos and web pages into a single
presentation. Assembling your media together, SlideDog allows you to create a varied and dynamic
presentation. SlideDog allows you to share your presentation with your audience in real time.
v Visme

Visme is one of the most complete presentation software available online. Making professional
presentations is easy and straightforward. Pretty much everything can be customized or moved
around. You can also use Visme to create other visual content, such as infographics, reports and
interactive charts. There are tons of customizable templates that come built-in with the software.
vi Google Slides

Google Slides is the presentation software available via your Google account. Therefore, you can
create presentations with Google Slides. The setup is very similar to PowerPoint and is free to use
for anyone with a Google account. Presentations can be shared with people and edited
simultaneously.
vii Keynote

Keynote is the native Apple presentation software which is one of the original PowerPoint
Alternatives. Anyone with an Apple ID can use the Keynote editor. It is the most similar to PowerPoint
and also Google Slides. Keynote allows you to collaborate on presentations with anyone, anywhere.
viii Ludus

Ludus is one of the best-looking presentation tools available online. The main attractions with Ludus
are the clean black screen to edit on and the amount of integrations that give importing capabilities
for all sorts of content.
ix Slidebean

Slidebean is an easy-to-use presentation software with interesting templates and customizable

content blocks. It uses artificial intelligence (AI) to help you put together the best possible slide
layouts and configurations.

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 x Zoho Show

Zoho Show is a presentation software that mimics Microsoft PowerPoint in the way it is set up, with
a menu up top for all the actions. However, Zoho's version is much nicer and polished. Zoho is a
complete Customer relationship management (CRM) software for businesses and it is used for teams
and office use.
CRM software is a tool that is designed to help your organization offer your customers a unique and
seamless experience, as well as build better relationships by providing a complete picture of all
customer interactions, keeping track of your sales, organizing and prioritizing your opportunities, and
facilitating collaboration between various teams.

Summary
In this lesson you have defined a Presentation as the practice of showing and explaining the
content of a topic to an audience or learner.
You have also studied five (5) types of presentations such as Informative Presentation,
Instructional Presentation, Arousing Presentation, Decision-making Presentation and
Persuasive Presentation.
You have also define Microsoft PowerPoint as a presentation software package that you can
use to create a presentation. You can use Microsoft PowerPoint to create and organize slides
on a computer, to be printed on paper or acetate transparencies, projected directly from the
computer or shared via the Internet.
You can also use Microsoft PowerPoint to create presentations, games, tutorials, animations
and posters.
You have also studied other types of presentation software such as Custom Show Clear
Slide, Prezi, Slide shark, Haiku Deck, Slide Dog, PowToon and Media Shout.

Self-Assessment

1. What is Presentation?

2. Explain the types of presentation

3. With examples, explain the types of presentation software

4. What is Microsoft PowerPoint?

5. Explain why Microsoft PowerPoint is useful in your daily activities

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Reflections

Apart from Microsoft PowerPoint, list other presentation software that you can use to create
a presentation.

Further Reading
1. Frandsen, T. L (2011). Microsoft Office PowerPoint. Retrieved on December
06, 2021 from https://library.ku.ac.ke/wp-
content/downloads/2011/08/Bookboon/Office-programs/microsoft-office-
powerpoint.pdf

2. Cox, J., & Lambert, J. (2013). Microsoft PowerPoint 2013 Step by Step. Retrieved
December 6, 2021, from
http://www.pdfiles.com/pdf/files/English/Software/Microsoft_PowerPoint_2013_Step_
By_Step.pdf.
3. Wells, J. (2009). Creating Accesible PowerPoint Presentation. Califonia, CA:
Accessible technology Initiative of the Califonia State University.

4. Melton, B et al. (2013). Microsoft Office Professional 2013 Step by Step. Retrieved
on December 06, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669413/samplepages/978073566
9413.pdf
5. Lowe, D. (2010). PowerPoint 2010 for Dummies. Indianapolis, India: Wiley
Publishing, Inc.

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 Lesson Two

2.2 Creating a Presentation

2.2.0 Introduction

Dear Learner, welcome to lesson two. In lesson one of this unit you learned the basic concept of
Microsoft PowerPoint. In this lesson you will learn how to open Microsoft PowerPoint 2013, Add
contents in the Slide, Save the presentation, Close the presentation, open an existing Presentation,
Add a New Slide, Delete a Slide, Change Slide Views and Present a Slide show.

Learning Outcomes
After studying this lesson, you should be able to:

a) Open Microsoft PowerPoint 2013;

b) Add contents in the Slide;
c) Add a New Slide;
d) Delete a Slide;
e) Change Slide Views; and
f) Present a Slide show.

2.2.1 Opening Microsoft PowerPoint 2013

To create any presentation using Microsoft PowerPoint, you have first to know how to open this
program.

Activity 1
With your own experience, open Microsoft PowerPoint program in your computer.
Compare your answer with the notes provided.

Dear learner, if you want to open Microsoft PowerPoint program, you have to follow

the following steps:

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 To open Microsoft PowerPoint you have to
follow the following steps.
1. Click Start button
2. Select All Programs
3. Click Microsoft Office 2013
4. Click PowerPoint 2013
5. Select Blank Presentation
template to create a presentation
from scratch.
6. Save your Presentation.

2.2.2 Adding contents in a slide

Any presentation you create by using Microsoft PowerPoint is made up of a number of slides

The term slide refers to a single page of a presentation that contains placeholders (text boxes) which
hold different types of contents, including text and images. Some placeholders have placeholder text,
which you can replace with your own text. Others have thumbnail icons that allow you to insert
pictures, charts, and videos.

Now, to add contents in a slide follow the following steps:

i) Select the Slide

ii) Click in the Placeholder (text box) and type the text or click an icon (thumbnail) to insert a table,
chart or picture. This is as shown in Figure below

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i. Adding and formatting text
Dear Learner, follow the following steps
to add and format a text.
1. Place the cursor where you want
you want to enter the text
2. Select the text, and then select
an option on
the Home tab: Font, Font
size, Bold, Italic and Underline
3. To create bulleted or numbered
lists, select the text, and then
select Bullets or Numbering

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ii. Adding a picture
Dear Learner, follow the following steps
to add a picture.
1. Select Insert tab
2. Select Picture command
3. Browse for the picture you want
and select Insert.

iii. Adding a shape

Dear Learner, follow the following steps to
add a shape.
1. Select Insert tab
2. Select Shapes command
3. Select the Shape you want
4. Drag and drop inside the slide to
draw a shape that you have
selected.

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iv. Adding a Table
Dear Learner, follow the following steps to add a
Table.
1. Select Insert tab
2. Select Table command
3. Select the Insert Table option
4. Enter the Number of Columns and Rows
5. Click Ok.

v. Adding a chart
Dear Learner, follow the following
steps to add a Chart.
1. Select Insert tab
2. Select Chart command
3. Select the Chart Type, such
as Column Chart
4. Click Ok and format the chart.

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 vi. Adding Video and Audio
Dear Learner, follow the following steps to add
a video or audio.
1. Select Insert tab
2. Select Video or Audio command
3. Browse for the Video or Audio from the
Internet (Online Video or Online Audio).
You can also browse a video or audio
from your Computer, select it and click
Insert.

2.2.3 Adding a New Slide.

You add new slides in your presentation for the purpose of modifying or adding new contents in
your presentation.

Dear Learner, follow the following steps to

add a new slide.
1. Select the slide you want your new slide
to follow.
2. Select Home tab
3. Click the Drop-Down Arrow on New
Slide command
4. Select Slide Layout; example Title and
Content
5. You have added a New Slide.

Note

You can add a new slide by simply right click on an adjacent slide

and then Click New Slide option.

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2.2.4 Deleting a slide

Delete a slide refers removing a slide and all its contents from a presentation. Therefore, if you want
to delete a slide from your presentation, follow the following steps:

i) Right click on the Slide as shown below

ii) Click Delete, now you have deleted the slide.

Note

You can delete a slide by simply selecting it and then pressing

the Delete Key or Backspace key on your keyboard.

2.2.5 Changing Slide Views.

PowerPoint presentation program includes several different slide views, which are all useful for
various tasks. The slide view commands are located in the bottom-right of the PowerPoint window.
The Slide Views in Microsoft PowerPoint refer to the views that you can use to edit, print, and deliver
your presentation.

There are four main slide views including Normal View, Slide Sorter View, Reading View and Play
Slide Show.

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Now, to view your presentation in different slide views, you have to follow the following steps:

i) Open your presentation

ii) Click View tab as shown below

iii) Select the Slide view. Example; Normal View, Outline View, Slide Sorter and Reading View.

Note

The Status Bar at the bottom of Microsoft PowerPoint Window shows the commands
that you can use to view your presentation in different views. These include Normal View,
Slide Sorter View, Reading View and Play Slide Show.

Now to change your presentation in different views using the Status bar you have to follow the following
steps
i) Open your presentation

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 ii) Select the Slide View on the status bar as shown in Figure below

a) Normal view: This is the default view, where you create and edit slides. You can also move
slides in the slide navigation pane on the left.
b) Slide sorter: In this view, you can see a thumbnail version of each slide. You can drag and
drop slides to reorder them quickly.
c) Reading view: This view fills the PowerPoint window with a preview of your presentation. It
includes easily accessible navigation buttons at the bottom-right.
d) Play slide show: This is the view that you use to present to an audience. This command will
begin the presentation from the current slide. You can also press F5 on your keyboard to
start from the beginning. A menu will appear when you hover the mouse in the bottom-left
corner. These commands allow you to navigate through the slides and access other features,
such as the pen and highlighter.

2.2.6 Slide Show Presentation

Once you finish creating your presentation, you have to learn how to present it to the audiences or
viewers. PowerPoint offers several tools and features to help make your presentation smooth,
engaging, and professional.

A Slide Show is a presentation of a series of slides on a projection screen or electronic display device,
typically in a prearranged sequence.

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Each slide is usually displayed for at least a few seconds, and sometimes for several minutes, before
it is replaced by the next slide. The changes may be automatic and at regular intervals or they may
be manually controlled by a presenter or the viewer.

Slide shows originally consisted of a series of individual slides projected onto a screen with a slide
projector.

Now, if you want to present a slide show you have to follow the following steps:

i) Open your Presentation

ii) Select Slide Show tab

iii) Click the From Beginning command to view your presentation from the first slide. You can
also select From Current Slide to view your presentation from the selected slide.

iv) Press ESC key to quit a presentation Slide Show.

Note

You can also View Presentation Slide Show from the first slide (From Beginning) by
pressing the F5 key on the keyboard.

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Summary
Dear learner, in this lesson you studied how to add a new slide in a presentation, to add a
new slide you should Select Home tab and Click the New Slide command.
You have also learned how to delete a slide in your presentation. To delete a slide, you
should Right click on the Slide and Click Delete Slide.
You have also learned about the Slide Views including Normal view, Slide sorter view,
reading view and Play slide show view.
You have also learned how to present you’re your presentation to the audiences. To do
that you should open your presentation, Select Slide Show tab and Click from Beginning
command. You can also present your slide show by Pressing F5 key on the keyboard and
end it by pressing ESC key on the keyboard.

Self-Assessment
Dear learner;
1. Create a Presentation which carries the following slides.
First slide – What is a Computer?
Second Slide – Types of Computers
Third Slide – Uses of Computers
Fourth Slide – Conclusion

2. Add a new Slide between the second and third slide. This slide should contain the
contents of Parts of a Computer.
i) Save your presentation as Computer Presentation
ii) Run your presentation Slide show.
iii) End the slide show.
iv) Quit the presentation.

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Reflections

Dear learner,

1. Open the presentation “Computer Presentation”.

2. Add a new slide after a slide that contains the Conclusion and enter the
contents “Computer Peripherals”.

3. Move the slide you have added so that it becomes the fifth slide.

4. Add a new slide before the third slide number.

5. Enter the contents “Computer hardware”.

6. Delete the Slide that contains “Computer hardware”.

7. Save the changes and close your presentation.

Further Readings

1. Frandsen, T. L (2011). Microsoft Office PowerPoint. Retrieved on December 06,

2021 from https://library.ku.ac.ke/wp-
content/downloads/2011/08/Bookboon/Office-programs/microsoft-office-
powerpoint.pdf
2. Cox, J., & Lambert, J. (2013). Microsoft PowerPoint 2013 Step by Step. Retrieved
December 6, 2021, from
http://www.pdfiles.com/pdf/files/English/Software/Microsoft_PowerPoint_2013_Ste
p_By_Step.pdf.
3. Wells, J. (2009). Creating Accesible PowerPoint Presentation. Califonia, CA:
Accessible technology Initiative of the Califonia State University.

4. Melton, B et al. (2013). Microsoft Office Professional 2013 Step by Step. Retrieved
on December 06, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669413/samplepages/9780735
669413.pdf
5. Lowe, D. (2010). PowerPoint 2010 for Dummies. Indianapolis, India: Wiley
Publishing, Inc.

108
 Lesson Three

2.3 Customizing Slides

2.3.0 Introduction

Dear learner, welcome to lesson Three. In lesson two of this unit you studied how to create a
presentation. In this lesson you will learn about Customizing slides, Change the slide layout, change
the slide background and apply a theme to a slide. Apart from those, you will also learn about
Animations, Slide Transitions and Microsoft PowerPoint Presentation Skills.

Learning Outcomes

After studying this lesson, you should be able to:

a) Explain Customizing a Slide;
b) Change Slide Layouts;
c) Format slide Background; and
d) Apply a Theme to a Slide.
e) Apply Animations
f) Apply Slide Transitions
g) Use Microsoft PowerPoint Presentation skills

2.3.1 Customizing a Slide

Sometimes you may create a presentation but that presentation seems not to attract you because of
the appearance of the slides. So, you have to customize the slides so that they can look very
attractive to the presenter and audience.

Activity 1

Dear learner, based on the knowledge you have on Microsoft PowerPoint, what do
you understand by the term Customizing slides?

The term customizing slides refers to the process of changing the slide size and orientation, slide
layout, slide background and adding a theme to a slide so that they can look very attractive and
presentable to the audiences.

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2.3.2 Changing Slide Layout

When you are creating a presentation, you need to select a slide layout that you can use depending
on the information you want to enter in the slide. For example, you may need to list using bullets or
numbers, you may need to enter a table or chart or picture. So, to do all these you have to select the
slide layout that will support the type of information to be entered in that particular slide.
Activity 2

Dear learner, based on the knowledge you have on Microsoft PowerPoint, what do
you understand by the term Slide Layout?

A Slide Layout is the arrangement of all the components that make up a slide in a presentation
using a program such as PowerPoint. The slide layout contains information such as text boxes, title
or graphics.
Now, if you want to select a Slide Layout, follow the following steps:
i) Open Microsoft PowerPoint Program
ii) Select a Slide
iii) Select the Home Tab as shown below

iv) Click the Layout command, then choose the desired layout such a Title Slide, Title and
Content, Two Content and more.

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2.3.3 Changing a PowerPoint Slide Background

Activity 3

Dear learner, based on the knowledge you have on Microsoft PowerPoint, what do
you understand by the term Slide Background?

PowerPoint backgrounds are images or design elements that you place on your slides behind
whatever text, charts, images, or other objects you are presenting.
In short, it is the presentation background that you use to build all of your slides. As such, they
backgrounds can have any number of different attributes including Solid colors, images, shapes,
graphics, and any combination thereof
PowerPoint backgrounds are often overlooked when designing PowerPoint presentations, but they
are an important element for creating an engaging slide presentation.
That’s because they bring your content to life by adding texture and depth, and they keep things
interesting which draws your attention in and keeps their attention. To change the slide background
you have to follow the following steps.
1. Open your presentation
2. Select the Slide
3. Click Design Tab as shown below

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 4. To change the background, Click Format Background command
5. In the Format Background dialog box, you can choose a Solid or Gradient as your background
as well as a Picture or Texture and Patterns. Note that if you close the dialog box, the changes
will happen only on the selected slides. To change all slides (including ones that aren’t made
yet), click on the Apply to All button.

Note

A PowerPoint background is the physical background (image, gradient or

color) for your slides.

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2.3.4 Applying a Theme to a Slide

Activity 4

Dear learner, based on the knowledge you have on Microsoft PowerPoint, what do you
understand by the term Theme?

A PowerPoint theme is the Fonts styles, Colors and Effect options available to you in your PowerPoint
template.
Themes are applied to the slides to enhance their appearances. Microsoft PowerPoint provides different
themes that can be applied to the slides.
The term Theme refers to a predefined combination of colors, fonts, and effects that can quickly change the
look and feel of your entire slide show. Different themes also use different slide layouts, which can change
the arrangement of your existing placeholders.
Dear learner, if you want to apply a theme to your slide, you have to follow the following steps:

i) Open Microsoft PowerPoint Program.

ii) Select the Slide or slides
iii) Select the Design tab on the Ribbon, then click the Drop-down arrow to see all available themes
as shown below

iv) Select the desired theme such as Facet, Integral, Ion, Organic and more

v) The theme will be applied to your entire presentation

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2.3.5 Applying Animations

Activity 5

Dear learner, based on the knowledge you have on Microsoft PowerPoint, what do you
understand by the term Animations?

Animations are visual effects for the text and objects in your PowerPoint presentation. Animations bring the
text and objects like images, tables, shapes and charts on or off your slide.

Microsoft calls these entrances and exits. An entrance is an animation that brings something onto the slide.
An exit moves an object off the slide. Use an animation to make an object enter or exit your slide (or even
move it between spots on a slide.)

To apply animation to your slide contents, you have to follow these steps:

i) Select a text or an object.

ii) Click the Animations tab as shown below

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 iii) In the Animation group, click the more drop-down arrow to view all available animations.
iv) Select the desired animation effect such as Wheel. You can also select More Entrance Effects
option and then select the desired animation for a selected text or object.

Note

Any animation effects that you have applied will show up when you play the slide show.

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2.3.6 Applying Slide Transitions

Activity 6

Dear learner, based on the knowledge you have on Microsoft PowerPoint, what do
you understand by the term Slide Transitions?

Slide Transitions are motion effects that occur when you move from one slide to the next during a
presentation. There are many transitions to choose from, each one of which allows you to control the speed
and even add sound.

Thus, while animations are the visual effects for objects on your slides, transitions are the animations that
occur when you change slides.

To Apply a Transition, follow these steps

i) Select the slide to apply Transition.

ii) Click the Transitions tab as shown below

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 iii) Click the drop-down arrow to display all the transitions.
iv) Select a transition that you want to apply to the selected slide. This will automatically preview the
transition as well.
Video: How to apply slide transition
Dear learner, open the link provided below to learn how to apply transitions
on the slides.
https://youtu.be/Ey1atEavZ-M

2.3.7 Microsoft PowerPoint Presentation skills.

Activity 7

Dear learner, What are presentation skills do you need for presenting a learning
session?

a) Effective presentation skills

Dear learner, after having the knowledge and applied skills in preparing an appealing presentation, the next
step is presenting your prepared presentation which carries the content of your session. In assuring your
presentation is delivered effectively, there is a great need of having amicable presentation skills.

Terminology

Presentation skills are the skills you need in delivering effective and engaging
presentations to a variety of audiences. These skills cover a variety of areas such as the
structure of your presentation, the design of your slides, the tone of your voice and the
body language you convey.

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b) Attributes of Effective presentation skills

Effective presentation skills are guided by the following attributes;

i. Demonstrate your passion and connect with your audience

Be relaxed and avoid being nervous during the presentation. Always being enthusiastic and honest
to your audience, will tend to drive your audience to respond on the presentation.

ii. Focus on your audience’s needs

As you prepare the presentation, you always need to bear in mind what the audience needs and
wants to know, not what you can tell them. While you’re giving the presentation, you also need to
remain focused on your audience’s response, and react to that.

iii. Keep it Simple and Concentrate on your Core Message

You should be able to communicate that key message very briefly. Some experts recommend a 30
seconds ‘elevator summary’, others that you can write it on the back of a business card, or say it in
no more than 15 words. Whichever rule you choose, the important thing is to keep your core message
focused and brief.

iv. Smile and Make Eye Contact with your Audience

If you smile and make eye contact, you are building rapport, which helps the audience to connect
with you and your subject. It also helps you to feel less nervous, because you are talking to
individuals, not to a great mass of unknown people.

v. Start strongly
The beginning of your presentation is crucial. You need to grab your audience’s attention and hold
it. They will give you a few minutes’ grace in which to entertain them, before they start to switch off
if you are dull. So do not waste that on explaining who you are. Start by entertaining them.

vi. Tell stories

Stories help us to pay attention, and also to remember things. If you can use stories in your
presentation, your audience is more likely to engage and to remember your points afterwards. It is a
good idea to start with a story, but there is a wider point too: you need your presentation to act like
a story.

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 vii. Apply the 10-20-30 Rule for Slideshows
The rule elaborates a presentation should

i. Contain no more than 10 slides;

ii. Last no more than 20 minutes; and
iii. Use a font size of no less than 30 point.

Link: Effective Presentation Skills

Dear learner, this link provides you with a website which has details on effective
presentation skills. https://www.skillsyouneed.com/present/presentation-tips.html

Video: Effective Presentation Skills

Dear learner, Watch the video below, which explains the applied concept of effective
presentation skills.

https://vimeo.com/44267609

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Summary
Dear learner, in this lesson, you have learned how to change Slide Layout. To change the slide
layout, you have to Select the Slide, Select the Home Tab, Click the Layout command and then
choose the desired layout.
You have also learned how to change the slide background by selecting the slide, clicking on the
Design Tab and selecting the Backgrounds from Format Background command. Apart from that
you have also learned how to apply a theme to a slide. To apply a theme to a slide you should
Select the Design tab on the Ribbon and then select the desired Theme form the theme styles.
Also, you learnt on how to apply animations to slide contents where you have to select the text or
object, click Animation tab and select the desired Animation. Not only that but also you learned
how to apply slide transition. To apply slide transition you have to select the slide, click Transition
tab and select the desired type of Transition.
Finally the lesson provided you with skills to deliver effective presentation. It is expected that from
this avenue you are able to walk around Microsoft PowerPoint program in delivery or facilitating
your learning lesson.

Self-Assessment.
Dear learner, respond to these questions following instructions provided in each question.
1. _____ is a presentation program. (Instruction: Select the most appropriate answer).
a. Microsoft PowerPoint
b. Microsoft Office word
c. U-torrent
d. Mozilla Firefox

2. The slide that is used to introduce a topic and set the tone for the presentation is called the
(Instruction: Select the most appropriate answer).
a. Title slide
b. Bullet slide
c. Graph slide
d. Table slide
3. Times new Roman, Cambria, Arial are the example of _____ (Instruction: Select the most
appropriate answer).
a. Font type
b. Font size
c. ClipArt
d. Themes

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 4. It is the techniques for adding interactive movement to objects in a presentation (Instruction:
Select the most appropriate answer).
a. Inserting animation
b. Inserting
c. Inserting transition
d. Design object

5. Create a presentation named Malaria Disease.

a) Change the first slide layout to Title Only. Enter the text MALARIA
b) Add a new slide. Change the slide layout to Title Slide.
i. Enter the text “Meaning of Malaria” in the first text box
ii. Enter the text “Malaria is a life-threatening blood disease caused by a parasite that is
transmitted to humans by the Anopheles mosquito. Malaria is a preventable and treatable
disease” in the second text box.
c) Add a new slide. Change the slide layout to Title and Contents. Enter the following text below
 Enter the text “Symptoms of Malaria” in the first text box.
 Enter the text given below in the second text box
i. Fever
ii. Chills.
iii. Headache.
iv. iv. Sweats.
v. Fatigue.
vi. Vomiting.
d) Add a new slide. Change the slide layout to Title Only. Enter the text THANKS FOR LISTENING
e) Apply Light Blue Background to all slides
f) Apply a “Facet” Theme to all slides
g) Apply Animation of your choice
h) From the presentation you have created practice the following:
i. Run presentation slide show
ii. End the slide show
iii. Close your presentation

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Reflections

You are about to facilitate your learning session, then you remember that your PowerPoint
presentation is not encompasses with multimedia components. Based on what you’ve learnt
earlier respond on the following;
a. What do you think are the significance of adding multimedia components in your
presentation?
b. What will you do to incorporate multimedia components in your PowerPoint
presentation?

Further Readings

1. Frandsen, T. L (2011). Microsoft Office PowerPoint. Retrieved on December 06,

2021 from https://library.ku.ac.ke/wp-content/downloads/2011/08/Bookboon/Office-
programs/microsoft-office-powerpoint.pdf
2. Cox, J., & Lambert, J. (2013). Microsoft PowerPoint 2013 Step by Step. Retrieved
December 6, 2021, from
http://www.pdfiles.com/pdf/files/English/Software/Microsoft_PowerPoint_2013_Step_
By_Step.pdf.
3. Wells, J. (2009). Creating Accesible PowerPoint Presentation. Califonia, CA:
Accessible technology Initiative of the Califonia State University.

4. Melton, B et al. (2013). Microsoft Office Professional 2013 Step by Step. Retrieved
on December 06, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669413/samplepages/97807356
69413.pdf
5. Lowe, D. (2010). PowerPoint 2010 for Dummies. Indianapolis, India: Wiley
Publishing, Inc.
6. Craig, R. J., &Amernic, J. H. (2006). PowerPoint presentation technology and the
dynamics of teaching. Innovative higher education, 31(3), 147-160.
7. Alkash, K. A. M., & Al-Dersi, Z. E. M. (2017). Advantages of using PowerPoint
presentation in EFL classroom & the status of its use in Sebha University. Tersedia
http://eltsjournal. org/upload/2014-05-13
8. Fauzi, I., & Hanifah, D. (2018). Developing Students' Speaking Ability Through
Powerpoint Presentation. In ASEAN/Asian Academic Society International
Conference Proceeding Series (pp. 172-178).
9. Carstens, A. (2019). Advice on the use of gestures in presentation skills manuals:
alignment between theory, research and instruction. Image & Text, (33), 1-34.

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 Lesson Four

2.4 Previewing and Printing a Presentation

2.4.0 Introduction

Dear learner, welcome to lesson four. In lesson three of this unit you studied how to customize slides.
In this lesson you will learn how to preview a presentation, identify the print layouts and print your
presentation. The importance of previewing a presentation before printing is that you can see the
output of what you have done and you will be able to correct any mistakes in the presentation. It helps
you have a more organized printed presentation.

Learning Outcomes

After studying this lesson, you should be able to:

a) Preview your Presentation;
b) Identify Print Layouts; and
c) Print Microsoft PowerPoint Presentation Slides.

2.4.1 Previewing your Presentation

It is very important to preview your presentation in order to see the final output before printing
whether it is correct and it is what you are expecting to produce.

Activity 1

Dear learner;

1. What do you understand by the term Previewing?

2. What are the steps that you will pass through if you want to preview your presentation?
Open any presentation that you have created and try to preview it.

The Term Previewing refers to formatting a document for the printer, but then displaying it on the display
screen instead of printing it. Previewing allows you to see exactly how the document will appear when
printed.

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 Now, if you want to preview your presentation, you have to follow the following steps:

i) Open your presentation

ii) Click File tab

iii) Click Print and select the Print layouts

2.4.2 Identifying Print Layouts

Activity 2

Dear learner, based on your knowledge and skills you have in Microsoft PowerPoint,
identify the Print Layouts which are found in Microsoft PowerPoint.

PowerPoint includes several different layouts when printing a presentation. The layout you choose will
mostly depend on why you are printing the slide show.

The term print layouts refers to a view that shows you how your presentation slides will look if you print it
on papers.
There are four different print layouts. These are:
i) Full-page slides: This prints a full page for each slide in your presentation. This layout would be most
useful if you needed to review or edit a printed copy of your presentation.
ii) Notes: This prints each slide, along with any speaker notes for the slide. If you've included a lot of notes
for each slide, you could keep a printed copy of the notes with you while presenting.

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iii) Outline: This prints an overall outline of the slide show. You could use this layout to review the
organization of your slide show and prepare to deliver your presentation.
iv) Handouts: This prints thumbnail versions of each slide, with optional space for notes. This layout is
especially useful if you want to give your audience a physical copy of the presentation. The optional space
allows them to take notes on each slide.

2.4.3 Printing Microsoft PowerPoint Presentation Slides

After finishing preparing your presentation you may need to print it out. To print your presentation, you need
to have a printer that is connected to a computer.

Activity 3

Dear learner,

1. What do you understand by the term Printing?

2. What are the steps that you will pass through if you what to print your
presentation?

The term Printing refers to an activity or business of producing writings or images on a paper or other
material with a computer using a printer.

Now, if you want to print your presentation, you have to follow the following steps

i) Open your Presentation.

ii) Select the File tab, backstage view will appear.
iii) Select Print.

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 iv) The Print pane will appear as shown below

v) Choose the desired Printer and Print range.

vi) Choose the desired Print layout and color settings.
vii) Enter the number of copies.
viii) When you are done modifying the settings, click Print.

ix) Microsoft PowerPoint Presentation Slides will be printed

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Video: How to print Microsoft PowerPoint slides
Dear learner, open the link provided below to learn how to print Microsoft
PowerPoint slides
https://youtu.be/fzuHplbKD9A

Summary
In this lesson you have learned how to preview your presentation. To preview your
presentation Clicking File tab and Click Print and select the print layouts.
In this lesson you have also identified various types of print layouts including Full-page
slides, Notes slide view, Outline slide view and Handouts slide view.
You have also learned how to print your Presentation. To print your presentation, you
should select the File tab, Select Print, Choose the desired printer, Choose the desired
print layout and color settings.
Enter the number of copies and when you are done modifying the settings, click Print.

Self-Assessment

Dear learner,
1. Describe all the steps that you will pass through if you want to print a Presentation
2. Now, if you have got a printer, try to print your presentation that you have
prepared before.
3. Can you print multiple slides on one page in PowerPoint? If the answer is Yes,
How?

Reflections

Dear learner,
1. What do you understand by term Previewing?
2. Define the term Print Layouts
3. What do you understand by term Printing?

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Further Readings

1. Frandsen, T. L (2011). Microsoft Office PowerPoint. Retrieved on December 06,

2021 from https://library.ku.ac.ke/wp-
content/downloads/2011/08/Bookboon/Office-programs/microsoft-office-
powerpoint.pdf
2. Cox, J., & Lambert, J. (2013). Microsoft PowerPoint 2013 Step by Step.
Retrieved December 6, 2021, from
http://www.pdfiles.com/pdf/files/English/Software/Microsoft_PowerPoint_2013_St
ep_By_Step.pdf.
3. Wells, J. (2009). Creating Accesible PowerPoint Presentation. Califonia, CA:
Accessible technology Initiative of the Califonia State University.

4. Melton, B et al. (2013). Microsoft Office Professional 2013 Step by Step.

Retrieved on December 06, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669413/samplepages/978073
5669413.pdf
5. Lowe, D. (2010). PowerPoint 2010 for Dummies. Indianapolis, India: Wiley
Publishing, Inc.

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 UNIT THREE

MICROSOFT OFFICE EXCEL PROGRAM

Introduction
Dear learner, welcome to unit three. This unit is about Microsoft Office Excel Application Program that is used
for capturing and maintaining education and training records. In this unit you will learn the Basic concepts of
Microsoft Excel program, Formulas used in manipulation of data, Visualization of data and Printing
Workbooks.

Lesson One

3.1 Basic concepts of Microsoft Excel Program

3.1.0 Introduction

Dear learner, welcome to Lesson One. In this lesson you will study the Basic Concepts of Microsoft Office
Excel.
Learning Outcomes
After studying this lesson you should be able to
a) Explain the term Microsoft Office Excel
b) Explain the types of Spreadsheet software
c) Explain the Uses of Microsoft Excel
d) Open Microsoft Office Excel
e) Save Microsoft Excel File
f) Identify the features of Microsoft Excel
g) Explain a Types of Data
h) Explain a Methods used for Editing data in a Cell

3.1.1 Microsoft Office Excel

Activity 1
Dear learner, what is Microsoft Office Excel?

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Microsoft Excel is a Spreadsheet software program that is used for Storing, Organizing, analyzing and
manipulating data.

A spreadsheet is an electronic sheet that stores data in rows and columns so that they can be manipulated
and used in calculations.

Microsoft Excel comes into different versions with different features. The following is a list of some Microsoft
Excel versions starting from the oldest to up-to-date version.

a) Microsoft Excel 2003

b) Microsoft Excel 2007
c) Microsoft Excel 2010
d) Microsoft Excel 2013
e) Microsoft Excel 2016
f) Microsoft Excel 2019

Note it!

Microsoft Excel 2.0, 3.0, 4.0, 95, 97, 2000 and 2002 versions were phased out and
therefore they are out of use. The other remaining versions of Microsoft Excel are still in
use.

3.1.2 Types of Spreadsheet Software

Activity 2
Dear learner, Based on your knowledge, explain the types of Spreadsheet
software.

Apart from Microsoft Excel, there are many types of spreadsheet software that are produced by different
companies. Below are some of the types of spreadsheet software.
i) Microsoft Excel (Web, Windows, Mac, Android, iOS): It is the best spreadsheet software for powerful
data crunching and large data sets
ii) Google Sheets (Web, iOS, Android): It is the best spreadsheet software for collaboration

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iii) LibreOffice Calc (Windows, Mac, Linux, Android): It is the best spreadsheet software for a free, native
solution
iv) Smartsheet (Web, Android, iOS): It is the best spreadsheet software for project management and other
non-spreadsheet tasks
v) Quip (Windows, Mac, Android, iOS): It is the best spreadsheet software for integrating spreadsheets into
shared documents
vi) Zoho Sheet (Web, Android, iOS): It is the best spreadsheet software for a free, feature-rich option
vii) EtherCalc (Web): It is the best spreadsheet software for creating a collaborative spreadsheet without an
account
viii) Airtable (Web, Android, iOS): It is the best spreadsheet software for database management.

3.1.3 Uses of Microsoft Excel

Activity 3
Dear learner, explain the uses of Microsoft Excel in your daily activities.

Dear learner, you can use Microsoft Excel program to perform the following activities.
i) It is used for processing students’ results
ii) It is used for sorting data in Ascending and Descending order.
iii) It is used for graphing data (Data visualization)
iv) It is used for filtering data
v) It is used for recording or storing different kinds of data such as financial or statistical data.
vi) It used for analyzing data in order to get the logical meaningful data.
vii) It is used for creating invoices.
viii) It is used for creating payrolls.
ix) It is used for creating attendance
x) It is used to calculate profit and loss in business.

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3.1.4 Opening Microsoft Excel
Activity 4
Dear learner, explain the steps that you would pass through to open Microsoft Office
Excel. Now, open Microsoft Excel on your computer.

To open Microsoft Excel for the first time you should follow the following steps.

1. Click Start Button

2. Click All Programs
3. Click Microsoft Office 2013
4. Click Excel 2013
5. Select Blank Workbook as shown below

6. After selecting (Clicking) Blank Workbook, You will see Microsoft Excel Window as shown below

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7. Finally, you can save the Workbook and enter the data in the worksheet.

3.1.5 Saving a Workbook.

Activity 5
Dear learner, explain how to save Microsoft Excel Workbook. Now, open Microsoft
Excel Program and save the Workbook.

A workbook is an Excel file that contains one or more worksheets. It contains the worksheets such as
Sheet 1, Sheet 2 and Sheet 3.

The default file name for Microsoft Excel is Book1. If you want to save your file with a new name you have
to follow these steps.

1. Click File tab

2. Click Save or Save As

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 3. Select the Location (Folder) in which the file will be saved.

For example, you can select the Desktop and save your workbook in it. You can also click Browse and
select another location such as My Documents or a folder that you have created or any Removable Device
that you have connected to your computer such as Flash Disk.

Now, if you select the Desktop, you will see the Save As Dialog Box as shown below.

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4. Type the name of the File (Workbook Name). Example, Students Results

5. Click Save button on the Save As Dialog Box.

6. Now, You have already saved your workbook.

3.1.6 Features of Microsoft Excel

Microsoft Excel 2013 consists of various features which are used to perform different functions. The following
are some of the common features of Microsoft Excel.
Activity 6
Dear learner,
i. Open Microsoft Excel Program
ii. Identify the common features of Microsoft Excel

Dear learner, Microsoft Excel has many features which help you to accomplish various tasks. Here are
some of the few more important common features of Microsoft Excel.

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a) Worksheet.

An Excel worksheet is a single spreadsheet that contains cells organized by rows and columns.

i) Worksheet Tabs

The worksheet tabs represent the worksheet names such Sheet 1, Sheet 2 and Sheet 3. You can rename
them to the meaningful names.

ii) Renaming Worksheets

We always rename the worksheets so that to have meaningful names of the worksheets.

You can change the name of the worksheet by following the following steps.

1. Right Click on the Worksheet Tab such a Sheet 1 as shown below.

2. Click Rename.

3. Delete the Current Name (Sheet 1) by pressing Backspace Key on the Keyboard.

4. Type a new name. Example, Standard VII Results as shown below.

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5. Press Enter Key on the Keyboard or click anywhere in the worksheet.

6. Now, you have already renamed the Worksheet.

Or

You can also rename the worksheet by following these steps.

Steps

1. Click on the Worksheet Tab. Example, Sheet 1.

2. Select Home Tab
3. Click the Drop Down Arrow on the Format Command as shown below

4. Click Rename Sheet

5. Delete the Current Name (Sheet 1) by pressing Backspace Key on the Keyboard.

6. Type a new name. Example, Standard VII Results

7. Press Enter Key on the Keyboard or click anywhere in a worksheet.

iii) Adding New Worksheets

You can add new worksheets when they are needed. To add a new worksheet you have to follow these
steps.

Steps

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1. Right Click on the Worksheet Tab. Example, Right Click on Sheet 1 as shown below

2. Click Insert.

3. You will see the Insert Dialog Box as shown below

4. Select General Tab

5. Select Worksheet.

6. Click OK.

7. You will see a new Worksheet named Sheet 2. You can rename it to a meaningful name.

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Or

You can also add a new worksheet by following these steps.

Steps

1. Select the Worksheet Tab. Example, Sheet 1

2. Select Home Tab
3. Click the Drop Down Arrow on the Insert Command as shown below

4. Click Insert Sheet.

5. You will see a new Worksheet named Sheet 2. You can rename it to a meaningful name.

iv) Deleting Worksheets.

If you have unwanted worksheets in your workbook, you can delete them by following the following steps.

Steps

1. Right Click on the Worksheet Tab. Example, Right Click on Sheet 2 as shown below.

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2. Click Delete.

3. Now, you have already deleted Sheet 2.

Or

You can also delete unwanted worksheets from the workbook by following these steps

Steps

1. Click on the Worksheet Tab. Example, Sheet 2

2. Select Home Tab
3. Click the Drop Down Arrow on the Delete Command as shown below

4. Click Delete Sheet.

5. Now, you have already deleted Sheet 2.

v) Arranging Worksheets

You may need to arrange the worksheets in your workbook by moving them from one position to another
position. To do that you have to follow these steps.

Steps

1. Right Click on the Worksheet Tab that you want to move from its current position to a new
position. Example, Right Click on Sheet 1 as shown below

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2. Click Move or Copy

3. You will see the Move or Copy Dialog Box as shown below

4. Select the Position by clicking it. Example, Before Sheet 1 or Sheet 2 or Move to End

5. Click OK.

6. Now, you have moved Sheet 1 from its current position to a new position.

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Or

You can also move a worksheet from one position to another position by following these steps.

1. Click on the Worksheet Tab that you want to move. Example, Sheet 1
2. Select Home Tab
3. Click the Drop Down arrow on the Format command as shown below

4. Click Move or Copy Sheet

5. You will see the Move or Copy Dialog Box on your screen as shown below

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6. Select the Position by clicking it. Example, Before Sheet 1 or Sheet 2 or Move to End

7. Click OK.

8. Now, you have moved Sheet 1 from its current position to a new position.

vi) Creating a Copy of an Existing Worksheet.

Sometime you may need to create a copy of an existing worksheet. So, to do that you have to follow these
steps.

Steps

1. Right Click on the Worksheet Tab. Example, Right Click on Sheet 1 as shown below

2. Click Move or Copy

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 3. You will see the Move or Copy Dialog Box as shown below.

4. Select the Position by click it. Example, Before Sheet 1 or Sheet 2 or Move to End
5. Select Create a Copy by putting a Tick in the Checkbox by clicking in it.
6. Click OK.
7. Now, you have already created a copy of Sheet 1 and a copy will be named as Sheet 1(2) in order
to differentiate it from Sheet 1.
8. You can rename Sheet 1(2) to a meaningful name.

Or

You can also create a copy an existing Worksheet by following the following steps.

Steps

1. Click on the Worksheet Tab. Example, Sheet 1

2. Click Home Tab

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 3. Click the Drop Down arrow on the Format command as shown below

4. Click Move or Copy sheet

5. You will see the Move or Copy Dialog Box on your screen as shown below

6. Select the Position by click it. Example, Before Sheet 1 or Sheet 2 or Move to End

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7. Select Create a Copy by putting a Tick in the Checkbox by clicking in it.

8. Click OK.

9. Now, You have already created a copy of Sheet 1 and a copy will be named as Sheet 1(2) in order to
differentiate it from Sheet 1.

10. You can rename Sheet 1(2) to a meaningful name.

b) Column

A Column is a Vertical section in a worksheet. A Column is a series of cells vertically organized in the entire
worksheet. A column contains the same types of data. The Columns are indicated or designated by letters
such as A, B, C, D, E and F. The maximum limit of columns in Microsoft Excel 2003 is 256 whereas the
maximum limit of columns in Microsoft Excel 2007, 2010, 2013, 2016 and 2019 is 16,384.

i) A Column Header

The Column Header is row that is used to identify each column in the worksheet. The Column Header is
also known as the Column Heading. It contains the letters such as A, B, C, D, E, F and G.

ii) Adding New Columns

The number of new columns that are added to a worksheet depends on the number of columns which you
have selected (highlighted). That means the number of columns added to a worksheet is equal to the number
of columns which you have highlighted (selected).

For example, suppose you want to add a new column between Column A and Column B. So, to do that you
have to follow the following steps.

Steps

1. Highlight Column B by clicking on Letter B on the Column header as shown below

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2. Click Home Tab

3. Click on the Drop Down Arrow on the Insert Command as shown below

4. Click Insert Sheet Columns.

5. You have already added a new column in a Worksheet. The New Column appears at the left side of the
selected column.

Or

You can also add a new column between Column A and Column B by following these steps.

Steps

1. Right click on Column B. You must position a cursor on letter B and then right click on it as shown
below

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2. Click Insert

3. You have added new Column in a Worksheet. The New Column appears at the left side of the selected
column.

iii) Deleting Columns

Sometimes you may need to delete some of the columns from the worksheet once you realize that they are
no longer required.

For instance, suppose you want to delete Column B from a worksheet. So, to do that you have to follow
the following steps.

Steps

1. Highlight Column B by clicking on Letter B on the Column header as shown below

2. Click Home Tab

3. Click on the Drop Down Arrow on the Delete Command as shown below

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4. Click Delete Sheet Columns.

5. You have already deleted Column B from the worksheet.

Or

You can also delete Column B from the worksheet by following these steps.

Steps

1. Right click on Column B. You must position a cursor on letter B and then right click on it as shown
below.

2. Click Delete.

3. You have already deleted Column B from the Worksheet.

c) A Row

A Row is a Horizontal section in a Worksheet. Row is a series of cells horizontally organized in the entire
worksheet. A row contains different types of data. The rows are indicated or designated by numbers such as
1, 2, 3, 4, 5 and 6. The maximum number of rows in Microsoft Excel 2003 is 65,536 whereas the maximum
number of rows in Microsoft Excel 2007, 2010, 2013, 2016 and 2019 is 1,048,576.

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a) Row Header

The Row Header is the column that is used to identify each row in the worksheet. The Row header is also
known as Row Heading. It contains the numbers such as 1, 2, 3, 4, 5 and 6.

b) Adding New Rows

The number of new rows that are added to a worksheet depends on the number of rows which you have
selected (highlighted). That means the number of rows added to a worksheet is equal to the number of
rows which you have highlighted (selected).

For example, suppose you want to add a new row between Row 1 and Row 2. So, to do that you have to
follow the following steps.

Steps

1. Highlight Row 2 by clicking on Number 2 on the Row header as shown below.

2. Click Home Tab.

3. Click on the Drop Down Arrow on the Insert Command as shown below

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4. Click Insert Sheet Rows.

5. You have already added a new Row in a Worksheet. The new row will appear above the selected row.

Or

You can also add a new Row between Row 1 and Row 2 by following these steps.

Steps

1. Right click on Row 2. You must position a cursor on Number 2 and then right click on it as shown
below.

2. Click Insert

3. You have already added new Row in a worksheet. The new row will appear above the selected row.

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c) Deleting Rows

Sometimes you may need to delete some of the rows from the worksheet once you realize that they are no
longer required. For instance, suppose you want to delete row 2 from a worksheet. So, to do that you have
to follow the following steps.

Steps

1. Highlight Row 2 by clicking on Number 2 on the Row header as shown below.

2. Click Home Tab

3. Click on the Drop Down Arrow on the Delete Command as shown below

4. Click Delete Sheet Rows.

5. You have already deleted Row 2 from the worksheet.

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 Or

You can also delete Row 2 from the worksheet by following these steps.

Steps

1. Right click on Row 2. You must position a cursor on Number 2 and then right click on it.

2. Click Delete

3. You have already deleted Row 2 from the worksheet.

d) A Formula Bar

A formula Bar is a section that displays the data of an active cell. You can use a formula Bar to edit data of
an active cell.

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e) Name Box

Name Box is the box that displays the name of cell that is currently selected in the spreadsheet or worksheet.
The Name Box is located at the top left corner of a worksheet. A selected cell is called an Active Cell.

f) A Cell Address

The Cell Address is the name of a cell that is a combination of a Column Letter and a Row Number.
Examples of cell addresses are A1, B1, D5 and K20.

g) A Cell

A cell is an intersection between a column and a row. It is a basic unit that stores data in a worksheet such
as numbers, text and formulas.

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h) Merge Cells

Merge Cells refers to an action of joining many cells to form one cell. We normally merge the cell when we
want to write the titles and subtitles in the worksheet. You can merge the worksheet cells by using three
methods as discussed below.

i) By using Merge & Center Command

Merge and Center command joins the selected cells in a worksheet and aligns the contents at the center of
the cell. To use this command you have to follow the following steps.

1. Select or highlight the Cells as shown below

2. Click Home tab

3. Click the Merge & Center.

4. The Cells have been merged to form one cell as shown below.

5. Now you can enter the data into the cell. The data will be aligned at the center of the cell.

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ii) By Right Clicking in the cells

By using this method, you are able to merge the cells in a worksheet cell by following these steps

1. Highlight the cells

2. Right click in the selected cells as shown below

3. Click Format cells. You will see a Format Cell Dialog Box as shown below.

4. Click Alignment tab.

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5. Select Merge Cells by clicking in a checkbox to put a tick.

6. Click OK.

7. The cells are merged and if the data is entered in the cell, is aligned at the left of a cell.

iii) By Using Format Command

By using this method, you are able to merge the cells in a worksheet cell by following these steps

1. Highlight the cells as shown below

2. Click Home Tab

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3. Click Drop Down Arrow on the Format Command as shown below

4. Click Format cells. You will see a Format Cell Dialog Box as shown below.

5. Click Alignment tab

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6. Select Merge Cells.

7. Click OK.

8. The cells are merged and if the data is entered in the cell, is aligned at the left of a cell.

i) Wrap Text

It refers to an action of starting a new line within a cell. A long text cannot go out of a cell. You can use the
following methods to wrap a text in a worksheet cell.

i) By Right Clicking in the cell or cells

By using this method, you can be able to wrap a text in a worksheet cell by following these steps

1. Highlight the cells (for one cell, just click in it) as shown below

2. Right click in the selected cells as shown below

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3. Click Format cells.

4. Click Alignment tab

5. Select Wrap Text by clicking in the checkbox to put a tick as shown below

160
6. Click OK

7. The text will appear as shown below in a cell

8. Save the changes.

ii) By using Wrap Text Command

By using this method, you will be able to wrap a text in a worksheet cell by following these steps.

1. Select the Cell or Cells as shown below

2. Click Home Tab

3. Select Wrap Text command as shown below

4. The text will appear in the cell as shown below

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5. Save the changes.

iii) By Using Format Command

By using this method, you can be able to wrap a text in a worksheet cell by following these steps

1. Highlight the cells as shown below

1. Click Home Tab

2. Click Drop Down Arrow on the Format Command

3. Click Format cells

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4. Click Alignment tab

5. Select Wrap Text by clicking in the checkbox to put a tick as shown below

6. Click OK.

7. The text will appear as shown below in a cell

8. Save the changes.

iv) By using Alt Key and Enter Key

By using this method, you can be able to wrap a text in a worksheet cell by following these steps

1. Select the Cell that contains the text and double click it.
2. Position the Insertion Point between the two words. Make sure that the Insertion Point is blinking.
3. Press and hold Alt Key on the keyboard.
4. Press Enter Key at once while holding Alt Key on the keyboard
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 5. After Pressing Enter key release all the keys.

j) Text Orientation

Text orientation refers to the direction of the text in a cell. Not only the text direction but also the directions
of numbers in a cell. Therefore Text Orientation is also known as Text Direction. You can use the following
ways to change a text orientation in the Worksheet Cell.

i) By Right Clicking in the cell or cells

By using this method, you can be able to change text direction in a worksheet cell by following these steps

1. Highlight the cells (for the case one cell, just click in it) as shown below

2. Right click within the selection or a cell as shown

3. Click Format cells. You will see the Format cell dialog box as shown below

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4. Click Alignment tab

5. Set the angle of the direction of a text. For example 45 Degrees or 90 Degrees, or 0 Degrees.

6. Click OK.

7. For Angle 45 Degrees, the text direction in the cells will appear as shown below

8. Save the changes.

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ii) By Using Format Command

By using this method, you can be able to change text direction in a worksheet cell by following these steps

1. Highlight the cells (for the case one cell, just click in it) as shown below

2. Click Home Tab

3. Click Drop Down Arrow on the Format Command as shown below

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4. Click Format cells. You will see the Format cell dialog box as shown below

5. Click Alignment tab

6. Set the angle of the direction of a text. For example 45 Degrees, 90 Degrees, 0 Degrees.

7. Click OK.

8. For Angle 45 Degrees, the text direction in the cells will appear as shown below

9. Save the Changes.

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k) Sorting Data

Sorting Data refers to the process of arranging data in a specific order. In Ms Excel you can arrange data in
either Ascending or Descending order.

i) Ascending order (Sort A to Z)

i. Ascending order is the process of arranging numbers from the lowest (smallest) value to the
highest (Largest) value.

Example: The figure below shows the Basic Salary of Employees arranged in Ascending order.

ii. Ascending order is the process of arranging text such as names in Alphabetical order.

Example: The figure below shows the names of Employees arranged in Ascending order.

ii) Descending order (Sort Z to A)

i. Descending order is the process of arranging numbers from the highest (Largest) value to the lowest
(Smallest) value.

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Example: The figure below shows the Basic Salary of Employees arranged in Descending order.

ii. Descending order is the process of arranging text such as names in reverse alphabetical order.

Example: The figure below shows the names of Employees arranged in Descending order.

iii) How to sort the Data

You can use the Filter and Sort commands to sort data in Microsoft Excel. The following are the examples
of how to sort data by using filter and Sort commands.

Example 1: From the data given below, Sort the names of employees in alphabetical order by Using Filter
Command.

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So, if you want to sort the data in Microsoft Excel by using filter command you have to follow the following
steps.

1. Select the data in the Column you wish to sort as shown below

2. Click Data Tab

3. Click Filter

4. Select the Down Arrow in the column as shown below

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5. Select Ascending (Sort A to Z). The Sort Dialog Box will be displayed as shown below

6. Click Sort on the Dialog Box.

7. The names of the employees will be sorted in Ascending Order as shown below

8. Save the Changes.

Example 2: From the data given below, arrange the Basic Salaries of the given employees in Descending
order by Using Sort Command.

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Therefore, if you want to sort the data in Microsoft Excel by using Sort command you have to follow the
following steps.

1. Select all the data in all Columns as shown below

2. Click Data Tab.

3. Click Sort.

4. You will see the Sort Dialog Box as shown below.

5. Click the down arrow in the Sort Dialog Box and select the Column Name that you want to Sort in Sort
By. Example, Basic Salary.

6. Click the down arrow in the Sort Dialog Box and select the Order. Example, Largest to Smallest.

7. Click OK

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8. The values in the Basic Salary column will be arranged from the largest value to the smallest value as
shown below.

9. Save the changes.

l) Filtering Data

Filtering refers to the process of selecting required data. Filtering in Excel lets you temporarily hide
unwanted data.

To learn how to filter data, consider an example given below. In this example you are required to select all
employees who are teachers. So, the following are the steps that you can use to filter data in Microsoft Excel
by hiding unwanted data and displaying only the required data.

Steps

1. Select the data in the Column you wish to filter as shown below

2. Click Data Tab

3. Click Filter

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4. Select the Down Arrow in the Title column as shown below.

5. Select Teachers by putting a tick in the checkbox.

6. Click OK.

7. The selected data will be displayed as shown below

8. Save the changes.

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m) Applying Cell Borders

Borders are applied to the worksheet cell for the purpose of separating one cell from another cell when you
print the information on papers. You can use the follow ways to apply borders to the cells on the worksheet.

i) By Using Format Command.

You can use Format command to apply the borders to the cells by following these steps.

Steps

1. Select the cells on which you want to apply the borders as shown below

2. Click Home Tab

3. Click the drop down arrow on the Format command as shown below

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4. Click Format Cells. You will see a Format Cells Dialog Box as shown below.

5. Click the Border tab.

6. Select the Line Style you want to apply to the selected cells.

7. Select the color of line you want to apply to the selected cells.

8. Select Outline option by clicking on it to apply the outside borders

9. Select Inside option by clicking on it to apply the inside borders

10. Click OK.

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ii) By Right Clicking on the selected cells.

You can also apply borders to the selected cells by Right Clicking the selected cells. To apply borders to
the cells by using this method you must follow these steps.

Steps

1. Select the cells you want to format as shown below

2. Right Click in the selected cells as shown below

3. Click Format Cells. You will see a Format Cells Dialog Box as shown below.

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4. Click the Border tab.

5. Select the Line Style you want to apply to the selected cells.

6. Select the color of line you want to apply to the selected cells.

7. Select Outline option by clicking on it to apply the outside borders

8. Select Inside option by clicking on it to apply the inside borders

9. Click OK.

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3.1.7 Data Types
Activity 4
Dear learner, Explain the term the term “Data Types” as applied in Microsoft Excel.

Data types refer to the types of data that can be entered in the Worksheet cell. In Excel we have three main
types of Data. These include:-

1. Numbers (Values): These are generally raw numbers or dates.

Example: 1990, 60 and 22/8/1990

2. Text (Labels): These are descriptive pieces of information, such as names, months, or other
identifying statistics, and they usually include alphabetic characters.

Example: Tanzania, Mulasila, Neema, January and Tilapia

3. Formulas: These are instructions or expressions for Microsoft Office Excel to perform calculations.

Example: = A1 + B1 + C1 + D1

OR

=SUM (A1:D1)

3.1.8 Methods used for Editing Data in a Worksheet Cell

Activity 8
Dear learner, explain the methods which you can use to edit data in a Worksheet
Cell.

There are three ways that you can use to edit data in a worksheet cell.

a) Using Formula Bar

If you want to edit the data in a cell by using the Formula Bar you must follow these steps.

Steps

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 1. Click the Cell that contains the data you want to edit.
2. Click in The Formula Bar.
3. Edit the Data.

b) Using F2 Key

If you want to edit the data in a cell by using the F2 Key you must follow these steps.

Steps

1. Click the Cell that contains the data you want to edit.
2. Press F2 key on the Keyboard.
3. Edit the data.

c) Double Clicking the Cell

If you want to edit the data in a cell by Double Clicking in a Cell you must follow these steps.

Steps

1. Double Click the Cell that contains the data you want to edit.
2. Edit the data

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Summary
Dear learner, in this lesson you have learned meaning of Microsoft Office Excel.
Microsoft Excel is a Spreadsheet software program that is used for Storing,
organizing, formatting, calculating and analyzing data. A spreadsheet is an
electronic sheet that stores data in rows and columns so that they can be
manipulated and used in calculations.

You have also learned how to open Microsoft Office Excel and how to saving a
Microsoft Excel Workbook.

To open Microsoft Excel you have to click Start button, then you have to select All
Programs, click Microsoft Excel 2013, select Excel 2013 and then click Black
Workbook template. Then you can save a workbook by selecting FILE tab,
clicking Save or Save As, Selecting the location such as Desktop or My
Documents, Typing the File name and then clicking Save Button.

You have also learned about Worksheets. A worksheet is made up of columns,

rows and cells. To add worksheets, you have to Right click on the worksheet tab
and click Insert, select Worksheet and click Ok. To rename the worksheet, Right
click on the worksheet tab, Click Rename option, type a new name and Press
Enter Key on the Keyboard. You can also delete the Worksheet by right clicking
on the Worksheet tab and Clicking Delete option.

A column is a vertical section on a worksheet which is represented by letters. To

add a column you should Right click on an adjacent Column and Click Insert. The
column is always added at the left side of the selected column. To delete the
column you have Right click on Column and Click Delete option.

A rows is the horizontal section which is represented by numbers. To add a row

you should Right click on an adjacent row and Click Insert. The row is always
added above of the selected row. To delete the row you have Right click on a row
and Click Delete option.

You have also learned about Formula Bar which displays the contents of an active
cell, Name Box which displays the cell address of an active cell and Cell Address
which refers to the name of the cell. Not only that but also you have studied Types
of Data which include numbers, labels and formulas. You have also learned how
to enter Data in a Cell and Methods used for editing data in a Cell which include
Formula Bar, F2 Key and Double clicking the cell. Also, you learned about
Merging cells, wrapping text and Text Orientations.

Furthermore, you have learned how to sort data, filter data, and apply Cell
Borders. Finally, you learned about the uses of Microsoft Excel such as storing
data, sorting data, filtering data and creating charts.

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Self-Assessment
Dear learner, explain you can:-
1. Rename a Worksheet
2. Create a copy of a Worksheet

Reflection
Dear learner, explain you can:-
1. Add a new Column in a Worksheet
2. Delete a Column in a Worksheet

Further Readings
1. Melton, B et al. (2013). Microsoft Office Professional 2013 Step by
Step. Retrieved on December 06, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669413/samplep
ages/9780735669413.pdf
2. Neagu, A (2013). Microsoft Excel Training Level 1. Retrieved on
December 06, 2021 from
https://www.mta.ca/uploadedFiles/Community/Administrative_depart
ments/Human_Resources/Training_and_professional_development/
Classroom/Excel%20Training%20-%20Level%201.pdf
3. Poole, B, et al (2002). Introduction to the Excel Spreadsheet.
Retrieved on December 07, 2021 from
http://www.pitt.edu/~edindex/OfficeXPTutorials/Lesson4XP.pdf
4. Adebisi, J (2013). Microsoft Excel. Retrieved on December 07, 2021
from
file:///C:/Users/VETA/AppData/Local/Temp/MICROSOFTEXCELMA
NUAL.pdf
5. Treacy, M (2015). Microsoft Excel Tips & Tricks. Retrieved on
December 07, 2021 from
https://www.queensu.ca/artsci/sites/default/files/excel_tipstricks_e-
bookv1.1.pdf

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 Lesson Two

3.2 Microsoft Excel Formulas

3.2.0 Introduction
Dear learner, welcome to lesson two. In the lesson one you learned about the Concepts of Microsoft Excel.
In this lesson you will learn about Microsoft Excel Formulas.
Learning Outcomes

Dear learner, after studying this lesson, you should be able to:
a) Use Mathematical Operators in manipulating data
b) Use Microsoft Excel Functions in Manipulating data

3.2.1 Using Mathematical Operators in manipulating data

Activity 1

Dear learner, explain the mathematical operators which are used in Microsoft excel in
manipulating data.

Mathematical Operators are also known as Arithmetic operators. The four basic mathematical operators
which you can use in data manipulations or calculations are Addition (+), Subtraction (-), Multiplication (*)
and Division (/).

Note

When you are writing the formulas using these operators should begin with an Equal Sign
(=) due to the fact that each formula written in Microsoft Excel should start with an equal
sign (=).

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a) Plus sign (+): It is used for Addition.

Example: You provided Test 1 which consisted of three questions named Q1, Q2 and Q3 to your
students. To calculate the total marks scored by each student you have to use Addition (+) as shown in
an example given below.

b) Minus sign (-): It is used for Subtraction. You provided a Test 2 to the students and during results
processing you noticed that there were examination irregularities and that you were supposed to
deduct 10 marks as a penalty from the raw marks scored by a student to get the final score. To
perform this you have to use Subtraction (-) as shown in an example given below.

c) Asterisk (*): It is used for Multiplication. You provided a 10 questions Test 3 of which each question
carries 10 marks. To process this kind of assessment, to find the total marks scored by each student,
study an example shown below.

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d) Forward Slash (/): It is used for Division. You have provided three tests (Test 1, Test 2 and Test
3) to your students. To calculate the average marks scored by each student in the three tests, you
have to use Addition (+) and Division (/) as shown in an example given below.

Video link: Mathematical Operators

Dear learner, open the link provided below to learn more on how to use
Mathematical operators in Microsoft Excel.

https://youtu.be/nEvGjU8NFos

185
3.2.2 Microsoft Excel Basic Functions

Activity 2: Microsoft Excel Basic Functions used in interpreting assessment results

Dear learner, You have a class of one hundred (100) students who have attempted three subjects
including Physics, Chemistry and Mathematics. Then you are required to process the results by
calculating the Total Marks, Average Marks, Grade, Position, Total Number of subjects, the
Highest Marks and Lowest Marks scored by each student.

Using Microsoft Excel Functions, describe the appropriate functions which you have to use to
process the results.

Functions are ready-made formulas built into the spreadsheet to perform a series of operations on the
specified range of values.

a) Elements of a Function

The function consists of three main Parts or elements including Equal sign, Function Name and Argument.

 The Equal sign (=): It indicates the starting of the function. Each formula must begin with an equal
sign.

 The Function name: It indicates the operation to be performed. Examples; SUM, AVERAGE and
PRODUCT.

 The Argument: It indicates the values to be acted upon by the Function. That means, Arguments
contain the information you want to calculate. Examples; The numbers stored in the cells A1, B1 and
C1.

b) Examples of Microsoft Excel Basic Functions

Microsoft Office Excel has many Functions (Ready-made formulas) which are used to perform different
calculations depending on the data provided. Therefore, these are some of the Basic Functions of Microsoft
Excel that you have to use in processing the results.
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i) SUM Function
It adds all the numbers in a range of cells. Therefore, you will apply the SUM function to find the Total
Marks scored by each student. To apply this function, study an example shown below.

ii) AVERAGE Function

The Average Function returns the average (arithmetic mean) of its argument. Therefore, you have
to use the AVERAGE function to find the Average Marks scored by each student. To use this
function, study an example shown below.

iii) IF Function

The IF function checks the logical condition of a statement and returns one value if it is TRUE and
a different value if it is FALSE. Therefore, you have to use the IF function to grade the Average
Marks to get the grade scored by each student.

To use IF function in calculating the grades you have to prepare a data range as shown in an
example below.

i) 80 to 100 = A

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 ii) 70 to 79 = B

iii) 60 to 69 = C

iv) 50 to 59 = D

v) 0 to 49 = F

Therefore, to use this function, study an example shown below.

Therefore, the formulas to calculate the grade for the above example can be written as shown below.

Function 1: =IF (E2>=80, “A”, IF (E2>=70, “B”, IF (E2>=60, “C”, IF (E2>=50, “D”, IF (E2>=0, “F”)))))

Or

Function 2: =IF (E2>=80, “A”, IF (E2>=70, “B”, IF (E2>=60, “C”, IF (E2>=50, “D”, IF (E2<50, “F”)))))

Or

Function 3: =IF (E2>=80, “A”, IF (E2>=70, “B”, IF (E2>=60, “C”, IF (E2>=50, “D”, “F”))))

Thus, you can use any formula provided above to grade the average marks for the provided data.

188
 Video link: Using IF Function to Calculate Students Grade.

Dear learner, open the link provided below to learn more on how to use IF Function
in interpreting and processing assessment results

https://youtu.be/TXMINmB2zlw

iv) RANK Function

Rank function returns a rank of a number in a list of numbers. Depending on the function that you
are using, some rows might receive the same value as other rows. Therefore, you have to use the
RANK function to get the position of each student. To use the RANK function, study an example
shown below.

Video link 3: Using RANK Function to rank students results

Dear learner, open the link provided below to learn more on how to use RANK
Functions in interpreting and processing assessment results

https://youtu.be/Qqkjkt3VBPs

189
v) COUNT Function
It counts the number of cells in the range that contain numbers. Therefore, you have to use the
COUNT function to get the total number of subjects performed by each student. To use the COUNT
function, study an example shown below.

vi) MAX Function

It returns the largest (maximum) value in a set of values. Therefore, you have to use the MAX function
to get the highest mark scored by each student. To use the MAX function, study an example shown
below.

vii) MIN Function

It returns the smallest (minimum) value in a set of values. Therefore, you have to use the MIN function
to get the lowest mark scored by each student. To use the MIN function, study an example shown
below.

190
viii) COUNTIF Function
Excel COUNTIF function is used for counting cells which contain numbers within a specified range
that meet a certain criterion, or condition such as Equal to (=), Greater than (>), Greater than or equal
to (>=), Less than (<) and Less than or equal to (<=). To use the COUNTIF function, study an
example shown below which shows the formula to calculate the number of cells which contain the
marks greater than or equal to 50.

ix) COUNTA Function

The COUNTA function is used to count the cells which contain several types of data values. This
includes text, numbers, date/time values and error values. It returns a numeric value. To use the
COUNTA function, study an example shown below which shows the formula to calculate the number
of cells which contain values.

191
x) SUMIF Function
You use the SUMIF function to sum the values in a range that meet criteria that you specify. For
example, suppose that in a row that contains the marks, you want to sum only the marks that are
less than 50. The formula to be used will be written as shown below.

xi) SQRT Function

SQRT Function provides the square root of a positive number. An example below shows how to find
a square root of a number by using SQRT function.

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xii) TODAY Function
TODAY Function returns the current date. An example below shows how to display the current date
by using TODAY function.

xiii) NOW Function

NOW Function returns the current date and time. An example below shows how to display the current
date and time by using NOW function.

Hence, those are some of Microsoft Excel Basic functions which you can apply to perform different
types of calculations based on the data provided.

193
Video link: Microsoft Excel Basic Functions

Dear learner, open the link provided below to learn more on how to use
Microsoft Excel Basic Functions in interpreting and processing
assessment results

https://youtu.be/S0T3PHlhesY

Summary
Dear learner, in this lesson you have learned about the formulas which are used
in manipulating data. The formula you have learned include Mathematical
operators and Microsoft Excel Functions.

The Mathematical Operators which you have learned include Addition,

subtraction, multiplication and division.

Dear learner, you have also learned about Microsoft Excel Functions. Some of
the functions which you have learned include SUM Function, AVERAGE
Function, MIN Function, MAX Function, IF Function, COUNT Function, RANK
Function, COUNTIF Function, COUNTA Function, SUMIF Function, SQRT
Function, TODAY Function and NOW Function.

194
Self-assessment

Dear learner, you have the following assessment results recorded on a paper.

i. Enter the above scores in Microsoft Excel program

ii. Use the formula to calculate the Total Marks.
iii. Use the formula to calculate the Average Marks.
iv. Using a grading system given below, find the grade score for each student.

v. Use a formula to find the position of each student

vi. Sort the Student Names in ascending order.
vii. Apply a single line border to all the cells which contain data.
viii. Format the average Marks to two (2) decimal places.
ix. Use the formula to indicate the Remarks as Pass for students whose average
Scores are greater than or equal to 50 and Fail for those with Average Scores less
than 50.

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Reflection
Dear learner, explain the following Microsoft Excel functions
1. SUM Function
2. AVERAGE Function
3. IF Function
4. RANK Function

Further Readings
1. McFedries, P (2016). Excel® 2016 Formulas and Functions. Retrieved on
December 07, 2021 from
https://book.akij.net/eBooks/2018/April/5ae5906655cec/Excel_2016_Formula
s_and_Functions.pdf
2. McFedries, P (2019). Microsoft Excel 2019 Formulas and Functions.
Retrieved on December 07, 2021 from
https://ptgmedia.pearsoncmg.com/images/9781509306190/samplepages/978
1509306190_Sample.pdf
3. Learning, Y (2020). Excel Formulas & Functions in PDF List. Retrieved on
December 07, 2021 from https://yodalearning.com/tutorials/excel-formulas-
pdf/
4. Melton, B et al. (2013). Microsoft Office Professional 2013 Step by Step.
Retrieved on December 07, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669413/samplepages/978
0735669413.pdf
5. Poole, B, et al (2002). Introduction to the Excel Spreadsheet. Retrieved on
December 07, 2021 from
http://www.pitt.edu/~edindex/OfficeXPTutorials/Lesson4XP.pdf
6. Adebisi, J (2013). Microsoft Excel. Retrieved on December 07, 2021 from
file:///C:/Users/VETA/AppData/Local/Temp/MICROSOFTEXCELMANUAL.pdf
7. Treacy, M (2015). Microsoft Excel Tips & Tricks. Retrieved on December 08,
2021 from https://www.queensu.ca/artsci/sites/default/files/excel_tipstricks_e-
bookv1.1.pdf

196
 Lesson Three

3.3 Visualization of Data by using Charts

3.3.0 Introduction

Dear learner, welcome to lesson three. In the lesson two you learned about Microsoft Excel Formulas. In this
lesson you will learn about Visualization of data using charts.
Learning Outcomes

Dear learner, after studying this lesson, you should be able to:
a) Identify the types of charts used in Visualization of data
b) Use the charts to visualize data

3.3.1 Identifying the types of charts used in visualization of data

Activity 1

Based on your prior understanding, describe the common types of charts which
you can use to visualize data in Microsoft Excel

Compare your answers with the notice provided below.

Dear learner, you can visualize data by using Microsoft Excel features. The common Microsoft Excel features
for visualization of data are charts.

A Chart is a Graphical Representation of data or information. There are many types of charts that are used
for data representation. The common types of charts that you can use in presenting data are Column chart,
Bar chart, line chart and Pie chart.

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a) Column Chart

A column chart is a data visualization where each category is represented by a rectangle, with the height
of the rectangle being proportional to the values being plotted. Column charts are also known as vertical
bar charts. Column charts are used to compare values across categories by using vertical bars.

Figure: Column Chart

b) Bar Chart

A bar chart or bar graph is a chart or graph that presents categorical data with rectangular bars with
heights or lengths proportional to the values that they represent. Bar charts are also known as horizontal
bar charts.

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Figure: Bar Chart

c) Line Chart

A line chart or line plot or line graph or curve chart is a type of chart which displays information as a series
of data points called 'markers' connected by straight line segments. It is a basic type of chart common in
many fields.

Figure: Line Chart

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3.3.2 Using Charts in visualization data

Activity 2

Dear learner, you learned about Microsoft Excel features in visualizing

assessment data. Now use the Column chart to visualize assessment data
provided below.

Compare your answers with the notice provided below.

Dear learner, in Microsoft Excel, you can prepare visualization assessment data by using different types of
charts including Column, Bar and Line Charts. But you have been asked to prepare visualization assessment
data by using a column chart. To create a column chart for visualizing assessment data, you have to follow
the following steps

Steps

1. Open Microsoft Excel

2. Enter the data

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3. Highlight the Data shown below

4. Select Insert Tab as shown below

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5. Select a Chart or Recommended Charts command. You will see an Insert chart dialog box as
shown below.

6. Click on All Charts tab to View more charts as shown below

7. Select the Chart type. Example, select the Clustered Column Chart as shown in step 6.

202
8. Click the OK button. The Column chart will be created as shown below

9. You have to format the chart so that it looks as per your requirements. For example, you can format
the chart Title, data labels, and axis titles (X and Y Axis) as shown below.

203
Summary

Dear learner, In this lesson, you have learned about the types of charts used in
visualizing data. In this lesson you have learned about the Bar chart, line chart and
Column chart.

Self-assessment

Dear learner, using Microsoft excel features, visualize the following data using column
chart and line chart.

STUDENT NAME TERMINAL ANNUAL

EXAMINATION EXAMINATION
JOHARI ALLY 72 88
AMANI JAMES 80 75
MARY JOHN 90 84
HAMISI JUMBE 75 92
PENDO MKUDE 80 65

Reflection

Dear learner, in this lesson you learned about Microsoft Excel features in
visualizing data. What is the importance of this lesson in assessment of student
results?

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Further Readings

1. Ireson, B et al (2021). Excel Charts. Retrieved on December 07, 2021 from

https://www.tcworkshop.com/data/Downloads/TCW_Courseware/Excel/Excel
Charts2019.pdf
2. Tutorials Point (I) Pvt. Ltd. (2018). Excel Charts. Retrieved on December 08,
2021 from
https://www.tutorialspoint.com/excel_charts/excel_charts_tutorial.pdf
3. Beth, M et al (2013). Microsoft Office Home and Student. Canada, USA:
Microsoft press
4. Frandsen, T. (2010). Microsoft Excel. London, Great Britain: Torben Lage
Frandsen & Ventus Publishing ApS.

205
 Lesson Four

3.4 Printing Microsoft Office Excel Worksheets

3.4.0 Introduction
Dear learner, welcome to Lesson Four. In this lesson you will study about Printing Microsoft Office Excel
Worksheets.
Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Define the term “Previewing a Worksheet”.
b) Apply page numbers on the Worksheet
c) Print the Worksheet.

3.4.1 Meaning of Previewing a Worksheet.

Activity 1
Dear learner, what do you understand by the term “Previewing a Worksheet”?

Previewing a worksheet refers to viewing how the printed worksheet will look like after being printed. The
worksheet is previewed before printing in order to see if all the contents to be printed are within the printable
area of the page. Therefore, previewing a worksheet allows you to make necessary changes on the document
before printing in order to get an intended output.

3.4.2 Applying Page Numbers on a Worksheet.

Activity 2
Dear learner, what do you understand by the term “Page Numbers”? How can
you apply the page numbers on a worksheet?

Page numbers refers to the sequence of numbers applied to the pages of Microsoft Office Excel Worksheet.
In Microsoft excel, you can view the page numbers when you preview a worksheet. To apply page numbers
on the pages of a worksheet you have to follow the following steps.

1. Open the Workbook.

2. Select the Worksheet.
206
3. Click FILE Tab.
4. Click Print. You will see the Print dialog box as shown below.

207
5. Click Page Setup. You will see the Page Setup Dialog Box as shown below

6. Select Header/Footer Tab

208
7. Click either Custom Header button or Custom Footer button. In this case select Custom Footer
because we normally insert Page numbers at the bottom of the page. You will see Custom Header
Dialog Box as shown below

8. Select the section (e.g. Center Section)

9. Click Insert Page Number button
10. Click OK button.

3.4.3 Printing a Worksheet.

Activity 3
Dear learner, what do you understand by the term “Printing a
Worksheet”? How can you print a Worksheet?

Printing is the process of producing information on papers by using printers. You can quickly and easily
Preview and print a Microsoft office Excel Worksheet by following the following steps.

1. Open the Workbook

2. Select the Worksheet which you want to print.

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 3. Click FILE Tab
4. Select Print command. You will see the Print Dialog Box as shown below

5. Select the Printer Name (e.g. HP LaserJet P2055d)

6. Enter the number of copies to be printed for each page
7. Select what pages are to be printed (e.g. Print Active sheets, Print Entire Workbook and Print Selection

210
8. Select either Collated or Uncollated option. But if you are printing many copies, you are recommended
to select Collated.
9. Select the Page orientation depending on depending on the nature of your work. That means you can
either select Portrait Orientation or Landscape Orientation.
10. Select the Paper size (e.g. Letter, A4)
11. Select whether you want the pages to be printed either one side only (Print One Sided) or both sides
(Print On Both Sides)
12. You can make other settings depending on the work you are printing.
13. Click Print button to print the Worksheet.

211
Summary
Dear learner, in this lesson you have studied about Previewing a Worksheet,
Applying page numbers on the Worksheet and Printing the Worksheet.

Previewing a worksheet refers to viewing how the printed worksheet will look
like after being printed. The worksheet is previewed before printing in order to
see if all the details are inside the printable area on the page. Therefore,
previewing a worksheet allows you to make necessary changes on the
document before printing in order to get an intended output.

Page numbers which refers to the sequence of numbers applied to the pages of
Microsoft Office Excel Worksheet. In Microsoft excel, you can view the page
numbers when you preview a worksheet. Thereafter you learned how to apply
page numbers on the pages of a worksheet. To apply page numbers you click
File tab and then you click Print command. Thereafter, you Click Page Setup,
select Header/Footer tab and select Custom Footer or Custom Header
depending on the position where you want the page numbers to appear. Then
you have to select the alignment of the page number by selecting Left section
or Center section or Right section. Finally you have to select Insert Page
Number Button and Click OK button.

Printing which refers to as the process of producing information on papers by

using printers. To print a worksheet you have to click File tab and then click Print
command. Thereafter you have to select the name of the Printer to be used in
printing, select the number of copies you want to print and select other options
such as Print Active Worksheets, Print Entire Workbook and Print selection. You
have also to select the page orientation which is either Portrait Orientation or
Landscape Orientation. Finally you can make other necessary settings and click
Print button.

Self-Assessment
Dear learner, what do you understand by the following terms?
a) Previewing a Worksheet
b) Printing a Worksheet

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Reflections
Dear learner, Explain how to apply page numbers in Microsoft Excel
Worksheets.

Further Readings
1. Neagu, A (2013). Microsoft Excel Training Level 1. Retrieved on
December 08, 2021 from
https://www.mta.ca/uploadedFiles/Community/Administrative_departmen
ts/Human_Resources/Training_and_professional_development/Classroo
m/Excel%20Training%20-%20Level%201.pdf

2. Poole, B, et al (2002). Introduction to the Excel Spreadsheet. Retrieved

on December 08, 2021 from
http://www.pitt.edu/~edindex/OfficeXPTutorials/Lesson4XP.pdf

3. Adebisi, J (2013). Microsoft Excel. Retrieved on December 08, 2021

from
file:///C:/Users/VETA/AppData/Local/Temp/MICROSOFTEXCELMANUA
L.pdf
4. Treacy, M (2015). Microsoft Excel Tips & Tricks. Retrieved on December
08, 2021 from
https://www.queensu.ca/artsci/sites/default/files/excel_tipstricks_e-
bookv1.1.pdf

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 UNIT FOUR

INTERNET TECHNOLOGY

Introduction

Dear learner, Welcome to Unit Four. In this unit you will study four lessons which are The Basic Concepts of
Internet, Accessing the Internet, Communicating through Electronic Mail and Web Search Engines. This unit
will provide you with a basic understanding of Internet and Email.

Lesson One

4.1 The Basic Concepts of Internet

4.1.0 Introduction
Dear learner, welcome to Lesson One. In this lesson you will explain the term internet, identify internet
devices, and classify internet connections, set up internet devices and uses of internet.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Define Internet;
b) Identify Internet devices;
c) Classify Internet connections;
d) Set up Internet devices; and
e) Explain the uses of Internet

4.1.1 The meaning of Internet

Activity 1
Dear learner, What do you understand by the term Internet?

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The Internet (or internet) is the global system of interconnected computer networks that uses the Internet
protocol suite (TCP/IP) to communicate between networks and devices. It allows computer networks around
the world run by companies, governments, universities and other organizations to communicate (talk to one
another). The result of this is a mass of Cables, Computers, Data Centres, Routers, Servers, Repeaters,
Satellites and Wi-Fi towers that allows digital information to travel around the world.
a) What is TCP?
The Transmission Control Protocol (TCP) is a communications standard that enables application programs
and computing devices to exchange messages over a network. It is designed to send packets across the
internet and ensure the successful delivery of data and messages over networks.
b) What is IP?
The Internet Protocol (IP) is the method for sending data from one device to another across the internet.
Every device has an IP address that uniquely identifies it and enables it to communicate with and exchange
data with other devices connected to the internet.
c) What is TCP/IP?
Transmission Control Protocol/Internet Protocol (TCP/IP) is a suite of communication protocols used to
interconnect network devices on the internet and allow them to communicate over long distance networks.
TCP/IP can also be used as a communications protocol in a private computer network including an intranet
or extranet.
Therefore, TCP/IP software is built into all major operating systems such as UNIX, Windows, and the Mac
Operating Systems. TCP/IP is the foundation of the Internet.

4.1.2 Internet devices

Activity 2

Dear learner, based on your knowledge on using internet technology, discuss the
internet devices and their functions.

An Internet device is component which is connected to another component to enable internet connection and
accessibility.

An Internet connection consists of a variety of hardware and software components. The following are some
of the various components that you need to create a computer network and connect it to the Internet.

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a) Computer
A Computer is an electronic device that takes raw data as input from the user and processes it under the
control of set of instructions (called programs), gives the result (output), and saves it for the future use.
Thus, a computer with a network card and web browsers installed in it allows you to access internet.
b) Network Hub
A Hub connects two or more computers together. Hubs are effectively multi-port repeaters and operate
at the physical layer (level one). They do not examine the network traffic. They are being replaced today
by the switches. Smallest is usually 4 port.
c) Network Bridge
A Bridge connects two network segments together and is a selective repeater. It examines the MAC
address of the traffic it sees and learns which network segments contain the various MAC address.
It uses this information to decide whether or not to repeat the traffic on a network segment. A Bridge
works at level 2 (data link Level) and transmits broadcasts. Bridges are also being replaced by switches
d) Network Switch
A Switch Connects two or more computers together and used today in preference to a hub or bridge.
Like a bridge a switch learns about MAC address connected to each port and only send data on that port
that is addressed to those MAC addresses. A switch is effectively a bridge with more ports. Using
switches usually speeds up a network but it depends on the network configuration.
There are various types of switches including unmanaged, managed and smart switches.
i. Basic Unmanaged Switch
A Basic Unmanaged Switch requires zero configuration. You just insert it into the network.
ii. Managed switch
A managed switch gives you full control of the switch and usually out of the box behaves like an
unmanaged switch. You can however control the switch and configure the Ports. These types are not
normally used on home networks due to the complexity and there being little need.
iii. Smart switch
A smart switch is somewhere in between a managed and unmanaged and is found on home networks
requiring VLANs.
e) Power over Ethernet (POE) Switch
Many modern switches provide POE ports. This allows you to power devices like cameras directly from
the switch without the need of an external power supply on the camera.

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f) Wireless Access Point
A wireless access point connects wireless devices to an Ethernet network, and to each other. It effectively
does the same job as a hub/switch but for wireless devices. Many Access points can be powered using
POE (Power over Ethernet) which means that they can be placed in positions where there is no mains
connection making them very flexible.
g) Wi-Fi Range Extender/Repeater
Place in range of the existing Wireless network, and it will take the signal from the network and
rebroadcast it, thus increasing the range of the network. Modern ones plug directly into a mains socket
and require no other connections.
h) Mi-Fi -Broadband Wi-Fi Hub
A Mi-Fi Hub is a relatively new device, and it can be used for connecting multiple devices to the Internet
over the mobile network (3g and 4G).
Your devices connect to the hub using Wi-Fi and the Hub connects to the mobile network using 3G/4G
i) Homeplug Adaptor
These are Ethernet cards that plug directly into a mains socket, and use the mains wiring to carry the
Ethernet signal instead of using UTP cable. They come in pairs and you need a minimum of 2 adapters.
They plug into the mains and have an Ethernet socket that you can use to connect to a computer, switch
or router.
You can also get ones that function as Wireless Access points which are used for extending a networks
to overcome range limitations of Wi-Fi. These look like a normal homeplug adapters but have a wireless
access point built in.
j) UTP (Unshielded Twisted Pair) Cables
Common cable for connecting Ethernet devices together. Ranges from CAT5 to CAT6. Older Installations
use CAT5 and newer ones CAT6, which is designed for higher speeds.
k) Ethernet Crossover Cable
Ethernet Crossover Cable is used to connect two computers together without requiring a hub/switch.
Crossover cables are most commonly used to connect two hosts directly. Examples would be connecting
a computer directly to another computer, connecting a switch directly to another switch, or connecting a
router to a router.
l) Ethernet Straight-Through cables
Ethernet Straight-Through wired cables are most commonly used to connect a host to a client. The
Straight-Through wired cable is used to connect computers, printers, and other network client devices to
the router switch or hub (the host device in this instance).

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m) DSL Modem
This converts digital signals into analogue signals that are suitable for sending over a telephone line. It
is usually built into the Internet/broadband router and not normally purchased as a separate component.
n) DSL/Broadband Filter
Used to filter out DSL signals from telephone signals so that you can access the internet and use the
telephone simultaneously.
o) Firewall and NAT Router
A firewall functions like a router except that it blocks traffic from the external network according to user
configured rules. A firewall protects your home/small business network computers and devices from
intruders on the Internet.
It effectively acts like a one way digital gate blocking access to your network from devices on the Internet,
but at the same time allowing devices on your network to connect to devices on the Internet.
Small networks use a firewall/NAT router combination in which a single device acts as a NAT router and
firewall. NAT effectively isolates your home network from the Internet.
p) Computer Firewalls
This firewall is less secure than the one built into your router/hub but it is normal to leave it enabled on
your computers. When you install applications such as Skype you will find that they change the firewall
settings.
q) Internet Connection Sharing (ICS)
Internet connection sharing allows you to share an Internet connection with other computers on a
Local/home Network.
It requires that one computer be designated as the sharing computer (the computer with the Internet
connection).
This computer functions effectively as a NAT Router, and must be left switched on for the other
computers to access the Internet. This configuration is not normally used anymore.

4.1.3 Internet Connections

This is the way users or computers are connected to the internet using different Medias and devices capable
of supporting internet connection.

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Activity 3
Dear learner, from your own understanding, what are the types of internet connections
do you know?

In order to connect to the Internet, you must have access to an Internet service provider (ISP), which acts
the middleman between you and the Internet. Most ISPs offer broadband Internet access via a cable, DSL,
or fiber connection.
When you connect to the Internet using a public Wi-Fi signal, the Wi-Fi router is still connected to an ISP that
provides Internet access. Even cellular data towers must connect to an Internet Service Provider to provide
connected devices with access to the Internet.
Therefore, there are many ways a personal electronic device can connect to the internet. They all use
different hardware and each has a range of connection speeds. As technology changes, faster internet
connections are needed to handle those changes. The following are some of the different types of internet
connections.
a) Dial-Up
Dial-up access is cheap but slow. A modem (internal or external) connects to the Internet after the computer
dials a phone number. This analog signal is converted to digital via the modem and sent over a land-line
serviced by a public telephone network. Telephone lines are variable in quality and the connection can be
poor at times. The lines regularly experience interference and this affects the speed, anywhere from 28K to
56K. Since a computer or other device shares the same line as the telephone, they cannot be active at the
same time.
b) Digital Subscriber Line (DSL)
It is an internet connection that is always “on”. This uses 2 lines so your phone is not tied up when your
computer is connected. There is also no need to dial a phone number to connect. DSL uses a router to
transport data and the range of connection speed, depending on the service offered, is between 128K to 8
Mbps.
c) Cable
Cable provides an internet connection through a cable modem and operates over cable TV lines. There are
different speeds depending on if you are uploading data transmissions or downloading. Since the coax cable
provides a much greater bandwidth over dial-up or DSL telephone lines, you can get faster access. Cable
speeds range from 512K to 20 Mbps.
d) Wireless.
Wireless, or Wi-Fi, as the name suggests, does not use telephone lines or cables to connect to the internet.
Instead, it uses radio frequency. Wireless is also an always on connection and it can be accessed from just
about anywhere. Speeds of wireless vary and the range is between 5 Mbps to 20 Mbps.
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e) Satellite
Satellite accesses the internet via a satellite in Earth’s orbit. The enormous distance that a signal travels from
earth to satellite and back again, provides a delayed connection compared to cable and DSL. Satellite
connection speeds are around 512K to 2.0 Mbps.

f) Cellular
Cellular technology provides wireless Internet access through cell phones. The speeds vary depending on
the provider, but the most common are 3G and 4G speeds. A 3G is a term that describes a third generation
cellular network obtaining mobile speeds of around 2.0 Mbps. 4G is the fourth generation of cellular wireless
standards. The goal of 4G is to achieve peak mobile speeds of 100 Mbps but the reality is about 21 Mbps
currently.
g) Integrated Services Digital Network (ISDN)
Integrated Services Digital Network (ISDN) allows users to send data, voice and video content over digital
telephone lines or standard telephone wires. The installation of an ISDN adapter is required at both ends of
the transmission, on the part of the user as well as the Internet access provider.
There are two different types or lines of ISDN internet service. The first is a Basic Rate ISDN Line. It is called
a Basic Rate Interface (BRI), this line has two data, or bearer, channels that operate at 64 kbit/sec. Two or
more ISDN-BRI lines can be combined as well, yielding speeds of 256 kbit/sec. Combining these lines is
common for video conferencing use or for transmitting data at higher speeds.
The second type of ISDN line is called a Primary Rate Line, or Primary Rate Interface (PRI). This line has 23
bearer channels and has a total speed of 1,544 kbit/sec. It is used mostly for telephone communication rather
than data transmission, particularly within companies that have large, private telephone exchange systems
operating inside their business.
h) Fiber Optics
Fiber optics is the technology used to transmit information as pulses of light through strands of fiber made of
glass or plastic over long distances.
Fiber optic technology converts electrical signals carrying data to light and sends the light through transparent
glass fibers about the diameter of a human hair. Fiber transmits data at speeds far exceeding current DSL
or cable modem speeds, typically by tens or even hundreds of Mbps.
The actual speed you experience varies depending on a variety of factors, such as how close to your
computer the service provider brings the fiber and how the service provider configures the service, including
the amount of bandwidth used. The same fiber providing your broadband can also simultaneously deliver
voice (VoIP) and video services, including video-on-demand.

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4.1.4 Setting up Internet Devices

Activity 4

Dear learner, suppose you have a Modem, Router, two (2) Ethernet Cables and
Computer. Explain how you will setup these devices in order to have internet
connections and accessibility.

Setting up Internet devices refers the systematic process of connecting the internet devices in order to
have internet connection and accessibility. To setup the internet devices, you should follow the following
procedures.

1. Make sure that you have internet connection from your Internet Service Provider (ISP)

2. Connect the Router to the Modem using Ethernet cable and then connect the Computer to
a router using Ethernet cable. This is as shown below

Figure 99: Setting up Internet Devices.

3. Supply power to the Modem and switch it on.

4. Supply power to the Router and switch it on.

5. Supply power to the Computer and switch it on.

6. Test your internet connection.

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4.1.5 Uses of Internet

Activity 5

Dear learner, What are the uses of Internet?

The Internet is a global networking system that can be used on most devices nowadays and has become an
essential part of our lives. In today's technological era, most of the companies are getting their operations
done over the Internet. There are various uses of the Internet by which companies and individuals are making
their daily tasks more productive and more comfortable. The following are the major uses of the Internet that
play a vital role in daily life.

a) Education
Most of the devices nowadays are connected through the Internet. The Internet has the availability of broad
educational content on any topic with different types. You can study the relevant topic just by spending a
couple of minutes over the Internet. Internet Search engines help people quickly find the relevant study
material in multiple formats (such as images, videos, documents, etc.). This helps eliminate the need to go
to the library to read several books to find the desired information.
Besides, the Internet has also enabled students to participate in their classes through video conferencing,
where students can connect with their teachers or professionals anywhere in the world.
b) Research
The Internet is playing a significant role in the field of research. Before the use of the Internet, it was quite
hard to look for information about anything. People had to go through hundreds of books for references to
find the desired information. However, the Internet has made it a lot easier, and anyone can find the required
information at some clicks only. In research, people can study about the success and failed research and
work further for the improvements. Uses of the Internet in research have incredibly beneficial for the
researchers.
c) Electronic Mail
Email or electronic mail is one of the first significant uses of the Internet. The email has enabled faster
communication between people on the Internet. Using email, people can quickly share information, data files,
such as images, audio, video, and other types of files. The use of email has significantly reduced paper use,
which was the primary source of communication in the olden days. Anyone can have a free email address
and can easily communicate with others. This has also reduced the load on the physical mail system,
although it is still in use.

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d) File Transfer
The Internet has made file transfer between systems or devices easier. With File Transfer Protocol (FTP),
data can be securely exchanged over the Internet. FTP is mainly beneficial when large files need to be
transferred because email allows sharing files with limited size. FTP is the best way to exchange information
between two stakeholders. This method is still quite popular and in use.
e) Job Search
Getting a job is a lot easier than before. Any person can view relevant job information using the Internet.
Earlier, people had to go through each company individually to know if a position was vacant or not. However,
the Internet has enabled people to find employment sitting at home to suit their interests. Many websites
provide details about job availability. Once people submit their resumes, these websites keep informing about
vacancies through email. Besides, each well-known company has its website, where the company posts
about the vacancy opening. So, just sitting at home, people can search, apply for jobs and even give their
interviews and see or know their results.
f) Social Networking
Social networking sites have connected people around the world. Social networking is an essential part of
the Internet. With the help of the Internet, people have got the ability to form social groups where they can
share information, thoughts and ideas about anything. The social networking platform is the largest source
of content, covering everything from informative content to entertainment. The best thing is that people do
not have to pay anything to use these services. This helps businesses develop their community and promote
their products.
g) Collaboration
Due to the Internet, communication has become easier and better. You can easily connect with anyone on
the Internet, either texting, calling or video calling. It has created new cooperation opportunities for the people.
There are several online chat software and websites that help people create group discussions or meetings.
It helps businesses to have a hassle-free discussion. Therefore, people do not always need to travel long
distances to attend meetings. This helps people avoid unnecessary travel and save time for productive use.
Besides, there are many cloud-based software and websites that offer people to work on the same project
simultaneously at the same time. People from different places can easily connect and support their specialties
using the Internet.
h) Online Booking & Orders
The Internet has made it a lot easier for people to book tickets for buses, trains, flights (domestic and
international) directly using their devices from anywhere. Now no one needs to wait in long queues for their
turn to book tickets at the ticket counter.
Besides, people can order a wide variety of products at home using the Internet and devices. Products or
items can be ordered at home and received directly at the door.

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i) E-Commerce
The Internet is not just limited to ordering things; it can also be used to sell products. Many e-commerce
websites allow businesses and individuals to sell their products. Products are purchased by these e-
commerce companies, stored in their warehouses, packaged in their brand packaging, and distributed by
themselves. E-commerce companies charge some commission to distribute goods to customers. Also, they
offer great discounts and offers to customers. The best thing is that customers do not have to go to physical
stores.
Besides, sellers can also create their website and list their products there. They can refer to all information
about the product, answer customer questions and provide online payment options to their customers. All
these things are possible on the Internet.

j) Cashless Transactions
Most countries are promoting cashless transactions and digital payments. This helps people not carry much
cash. People can pay their bills through debit or credit cards using Point of Sale (POS) Devices. These
devices are connected to the payment gateway on the Internet. Besides, People can also use their
smartphone and the Internet for processing transactions on Unified Payment Interface (UPI). It does not even
require them to carry their cards. The UPI payment method is continuously evolving and is expected to cover
most transactions in the near future.
k) Online Banking & Trading
The way of banking has changed after the introduction of the Internet. The Internet has made banking online
where people can manage their bank accounts while sitting at home or traveling abroad. Nowadays, most of
the features of banking are right in people's hands. With the help of online banking, people can securely
transfer the money from one account to another, change their ATM pins, apply for the physical or virtual credit
cards, update credit card limits, enable or disable international transactions and track their transactions. Also,
they can even raise an online complaint or contact to bank's support staff.
Apart from this, the Internet has made it a lot easier for people to trade in the Stock market from anywhere.
People can easily buy, sell, or manage stocks online.
l) Entertainment
The Internet is the most effective means of entertainment. There are various options available on the Internet,
which people can try, such as watching movies, playing online games and listening to songs. The Internet
has also made it easy for people to download entertainment items to their local storage. Using the Internet,
people can also share their videos, songs, pictures online with others. Also, nowadays, people can watch
live TV or sports on the Internet.
m) Navigation
The navigation mechanism is one of the most beneficial uses of the Internet. Once a user put the location in
the online maps (such as Google maps), it provides all the details about that location. Users can even find
the best route to visit that particular location. The map also provides the distance between the locations. The
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best thing about navigation is that it provides the shortest possible route with less traffic. One can also search
for any specific place like the nearest hotel, restaurants, banks, Colleges, Universities and Automated Teller
Machine (ATM). Apart from this, a person can share a live location with others using the Internet and the
navigation technique.
n) Advertising
Because most people use the Internet, it is the best means of promoting something or advertising. There are
options for paid promotion as well as free promotion. There are many advertising platforms on the Internet
that help promote studies, products and businesses online on related websites using banners, videos and
email. However, you can also use social media platforms to create online groups or communities and
advertise freely.
o) Real-time updates
The Internet is helping people to keep up with what is happening around the world. Many news and
information websites provide real-time updates on various categories, such as politics, history, news,
geology, leisure, sports, technology and marketing. You can easily select the category of interest and stay
connected with updates. The presence of e-newspapers and magazines is updating people and helping to
cut paper usage.

Summary
Dear learner, in this lesson you have studied about the meaning of the Internet,
Internet devices, Internet connections, setting up Internet devices and uses of
Internet.
The Internet (or internet) is the global system of interconnected computer networks
that uses the Internet protocol suite (TCP/IP) to communicate between networks and
devices. It allows computer networks around the world run by companies,
governments, universities and other organizations to communicate (talk to one
another). The result of this is a mass of cables, computers, data centres, routers,
servers, repeaters, satellites and Wi-Fi towers that allows digital information to travel
around the world.
The Transmission Control Protocol (TCP) is a communications standard that
enables application programs and computing devices to exchange messages over
a network. It is designed to send packets across the internet and ensure the
successful delivery of data and messages over networks.

225
The Internet Protocol (IP) is the method for sending data from one device to another
across the internet. Every device has an IP address that uniquely identifies it and
enables it to communicate with and exchange data with other devices connected to
the internet.
Therefore, Transmission Control Protocol/Internet Protocol (TCP/IP) is a suite of
communication protocols used to interconnect network devices on the internet and
allow them to communicate over long distance networks. TCP/IP can also be used
as a communications protocol in a private computer network including an intranet or
extranet. Hence, TCP/IP software is built into all major operating systems such as
Unix, Windows, and the Mac Operating Systems. TCP/IP is the foundation of the
Internet.
An Internet device is component which is connected to another component to enable
internet connection and accessibility. An Internet connection consists of a variety of
hardware and software components. The very important components that you need
in order to create a computer network and connect it to the Internet are such as
Computer, Network Hub, Network Bridge, Network Switch, UTP (Unshielded Twisted
Pair) Cables, Ethernet Crossover Cable, Ethernet Straight-Through cables and DSL
Modem.
The other components which enable internet connection and accessibility include
Power over Ethernet (POE) Switch, Wireless Access Point, Wi-Fi Range
Extender/Repeater, Mi-Fi -Broadband Wi-Fi Hub, Homeplug Adaptor,
DSL/Broadband Filter, Firewall and NAT Router, Computer Firewalls and Internet
Connection Sharing (ICS).
In order to connect to the Internet, you must have access to an Internet service
provider (ISP), which acts the middleman between you and the Internet. Most ISPs
offer broadband Internet access via a cable, DSL, or fiber connection.
When you connect to the Internet using a public Wi-Fi signal, the Wi-Fi router is still
connected to an ISP that provides Internet access. Even cellular data towers must
connect to an Internet Service Provider to provide connected devices with access to
the Internet.

226
 Therefore, there are many ways a personal electronic device can connect to the
internet. They all use different hardware and each has a range of connection
speeds. Some of the different types of internet connections include Dial-Up, Digital
Subscriber Line (DSL), Cable, Wireless, Satellite, Cellular, Integrated Services
Digital Network (ISDN) and Fiber Optics
Setting up Internet devices refers the systematic process of connecting the internet
devices in order to have internet connection and accessibility. The very important
devices involved during setting up internet devices are such as a computer, UTP
Cables, Router and Modem. The computer is connected to the router and the
router is connected to the modem by using cables.

The Internet is a global networking system that can be used on most devices
nowadays and has become an essential part of our lives. In today's technological
era, most of the companies are getting their operations done over the Internet. There
are various uses of the Internet by which companies and individuals are making their
daily tasks more productive and more comfortable. The Internet that play a vital role
in daily life in various areas including Education, Research, Electronic Mail, File
Transfer, Job Search, Social Networking, Collaboration, Online Booking & Orders,
E-Commerce, Cashless Transactions, Online Banking & Trading, Entertainment,
Navigation, Advertising and Real-time updates.

Self-Assessment
Dear learner;
1. Define the term internet.
2. Discuss the functions of the following internet devices
a) Modem
b) Router
c) Repeater
d) Bridge
e) Switch

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Reflection
Dear learner, describe the types of internet connections which you know.

Further Readings
1. Mbonu, B (2002). Teach yourself Internet and the World Wide Web, Becky
Products Limited, Ikeja-Lagos, Nigeria.
2. WebWise Team (2012). What is the internet? Retrieved on December 09, 2021
from http://www.bbc.co.uk/webwise/guides/what-is-the-internet.
3. Michaudm, C (2000). Introduction to the Internet and Email. Retrieved on
December 09, 2021 from
http://www.centreforliteracy.qc.ca/Resources/catalog/fulltext/introduc/IntroTo.pdf.
4. Green, J. (2001). Starting Internet Business at Home. London, Great Britain.
5. Chukwu, J and Chinedum, E (2012). Step-by-step approach to basic internet
and email operations for beginners. Retrieved on December 09, 2021 from
file:///C:/Users/VETA/AppData/Local/Temp/2943-4977-1-PB.pdf

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 Lesson Two

4.2 Accessing the Internet

4.2.1 Introduction
Dear learner, welcome to Lesson Two. In lesson one of this unit you studied how to connect computers to
the internet .In this lesson you will study to access internet.

Learning Outcomes
Dear learner, after studying this lesson you should be able to:
a) Define a Web Browsers;
b) Explain the types of Web Browsers
c) Define Websites
d) Define a Webpage
e) Define Uniform Resource Locator
f) Browse websites.

4.2.1 Web Browsers

Activity 1
Dear learner, what do you understand by the term Web Browser?

A web browser (commonly referred to as a browser) is a software application for accessing information on
the World Wide Web or internet. When a user requests a web page from a particular website, the web browser
retrieves the necessary content from a web server and then displays the page on the user's device.

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4.2.2 Web Browsers

Activity 2
Dear learner, briefly explain the types of Web Browsers which you normally use to access
internet.

There are many types of web browsers. The following are the common types of web browsers which people
normally use the access the internet.
a) Internet Explorer

Internet Explorer (IE) is a product from software giant Microsoft. This is the most commonly
used browser in the universe. This was introduced in 1995 along with Windows 95.
b) Mozilla Firefox

Firefox is a new browser derived from Mozilla. It was released in 2004 and has grown to be
the second most popular browser on the Internet.
c) Opera

Opera is smaller and faster than most other browsers, yet it is full- featured. Fast, user-
friendly, with keyboard interface, multiple windows, zoom functions, and more.
d) Google Chrome

This web browser is developed by Google and its beta version was first released on
September 2, 2008 for Microsoft Windows.
e) Safari
Safari is a web browser developed by Apple Inc. and included in Mac OS X. It was first released
as a public beta in January 2003. Safari has very good support for latest technologies like
XHTML and CSS2.

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4.2.3 Websites
Activity 3
Dear learner, what do you understand by the term website?

A website (also written as web site) is a collection of web pages and related content that is identified by a
common domain name and published on at least one web server. All publicly accessible websites collectively
constitute the World Wide Web. There are also private websites that can only be accessed on a private
network, such as a company's internal website for its employees.
Websites are typically dedicated to a particular topic or purpose, such as news, education, commerce,
entertainment, or social networking. Users can access websites on a range of devices, including desktops,
laptops, tablets, and smartphones. The software application used on these devices is called a web browser.

4.2.4 Web page

Activity 4
Dear learner, what do you understand by the term web page?

A web page (or webpage) is a document that contains a specific collection of information provided by a
website and displayed to a user in a web browser. A website typically consists of many web pages linked
together in a coherent fashion. The name "web page" is a metaphor of paper pages bound together into a
book.
A web page can be accessed by entering a URL address into a browser's address bar. A web page may
contain text, graphics, video, audio and hyperlinks to other web pages and files. A web page is often used to
provide information to viewers, including pictures or videos to help illustrate important topics.

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4.2.5 Uniform Resource Locator (URL)
Activity 5
Dear learner, what do you understand by the term Uniform Resource Locator (URL)?

Uniform Resource Locator (URL) is a reference (an address) to a resource on the Internet. The following
are few examples of Uniform Resource Locator (URL).
a) https://www.veta.go.tz/
b) https://www.mvttc.ac.tz/
c) https://www.nacte.go.tz/
d) https://www.yahoo.com/
e) https://www.google.com
f) https://www.instagram.com/
A URL has two main components named protocol identifier and the resource name which are separated by
a colon and two forward slashes.
a) Protocol identifier: For the URL http://morogoro.com, the protocol identifier is http.
The protocol identifier indicates the name of the protocol to be used to fetch the resource. The morogoro
uses the Hypertext Transfer Protocol (HTTP), which is typically used to serve up hypertext documents.
HTTP is just one of many different protocols used to access different types of resources on the net. Other
protocols include File Transfer Protocol (FTP), Gopher, File, and News.
b) Resource name: For the URL http:// morogoro.com, the resource name is morogoro.com.
The resource name is the complete address to the resource. The format of the resource name depends
entirely on the protocol used, but for many protocols, including HTTP, the resource name contains one
or more of the following components:
i. Host Name
The name of the machine on which the resource lives.
ii. Filename
The pathname to the file on the machine.
iii. Port Number
The port number to which to connect (typically optional).

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 iv. Reference
A reference to a named anchor within a resource that usually identifies a specific location within a
file (typically optional).
For many protocols, the host name and the filename are required, while the port number and reference are
optional. For example, the resource name for an HTTP URL must specify a server on the network (Host
Name) and the path to the document on that machine (Filename); it also can specify a port number and a
reference.

4.2.6 Browsing Websites

Activity 6

Dear learner, explain how to browse a Website.

Browsing websites means opening or accessing websites available on the internet in order to view its
contents like news, notes, photos, audio, videos and other useful information. If your computer is properly
connected to the internet you can browse any website. To browse any website you have to follow the following
steps.

1. Make sure that your computer is connected to the internet

2. Open a Web browser on your computer such as Mozilla Firefox. The web browser will open as shown
below

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3. Type the website address such as www.mvttc.ac.tz in the address bar as shown below

4. Press enter key on the keyboard.

5. The website will open as shown below

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6. After opening the website, you can navigate from one page to another page depending on the
information you need on the website.

Summary
Dear learner, in this lesson you have studied about the meaning of a Web Browser,
types of Web Browsers, Websites, Webpage, Uniform Resource Locator and
Browsing websites.
A web browser (commonly referred to as a browser) is a software application for
accessing information on the World Wide Web or internet. When a user requests a
web page from a particular website, the web browser retrieves the necessary content
from a web server and then displays the page on the user's device.
There are many types of web browsers. The common types of web browsers which
people normally use the access the internet are Internet Explorer, Mozilla Firefox,
Opera, Google Chrome and Safari
A website (also written as web site) is a collection of web pages and related content
that is identified by a common domain name and published on at least one web
server. All publicly accessible websites collectively constitute the World Wide Web.
There are also private websites that can only be accessed on a private network, such
as a company's internal website for its employees.
Websites are typically dedicated to a particular topic or purpose, such as news,
education, commerce, entertainment, or social networking. Users can access
websites on a range of devices, including desktops, laptops, tablets, and

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 smartphones. The software application used on these devices is called a web
browser.
A web page (or webpage) is a document that contains a specific collection of
information provided by a website and displayed to a user in a web browser. A
website typically consists of many web pages linked together in a coherent fashion.
The name "web page" is a metaphor of paper pages bound together into a book.
A web page can be accessed by entering a URL address into a browser's address
bar. A web page may contain text, graphics, video, audio and hyperlinks to other web
pages and files. A web page is often used to provide information to viewers, including
pictures or videos to help illustrate important topics.
Uniform Resource Locator (URL) is a reference (an address) to a resource on the
Internet. Examples of Uniform Resource Locator (URL) are such as
https://www.veta.go.tz/, https://www.mvttc.ac.tz/, https://www.nacte.go.tz/,
https://www.yahoo.com/, https://www.google.com and https://www.instagram.com/.
Hence, a URL has two main components named protocol identifier and the resource
name which are separated by a colon and two forward slashes. These are Protocol
identifier and Resource name.
Browsing websites means opening or accessing websites available on the internet in
order to view its contents like news, notes, photos, audio, videos and other useful
information. If your computer is properly connected to the internet you can browse
website.

Self-Assessment
Dear learner, discuss any three types of Web browsers which you normally use to
access the web.

Reflections
Dear learner, What do you understand by the following terms?
a) .Website
b) Webpage
c) Uniform Resource Locator

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Further Readings

1. Mbonu, B (2002). Teach yourself Internet and the World Wide Web, Becky
Products Limited, Ikeja-Lagos, Nigeria.
2. WebWise Team (2012). What is the internet? Retrieved on December 09,
2021 from http://www.bbc.co.uk/webwise/guides/what-is-the-internet.
3. Michaudm, C (2000). Introduction to the Internet and Email. Retrieved on
December 09, 2021, 2021 from
http://www.centreforliteracy.qc.ca/Resources/catalog/fulltext/introduc/IntroTo.
pdf.
4. Green, J. (2001). Starting Internet Business at Home. London, Great Britain.
5. Chukwu, J and Chinedum, E (2012). Step-by-step approach to basic internet
and email operations for beginners. Retrieved on December 09, 2021, 2021
from file:///C:/Users/VETA/AppData/Local/Temp/2943-4977-1-PB.pdf

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 Lesson Three

4.3 Communicating through Electronic Mail

4.3.0 Introduction

Dear learner, welcome to Lesson Three. In lesson two of this unit you studied how to access internet.
In this lesson you will learn how to communicate through Electronic Mail.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Define an Electronic Mail;
b) Describe an Email Account
c) Create an Email Account
d) Manage an E-mail account.

4.3.1 Electronic Mail

Activity 1
Dear learner, from your understanding, what do you understand by the term E-
mail?

An Electronic Mail (Email) is an electronic message that is sent/received through the network
(internet) whereas Email is the process of sending an electronic message from the sender to the
recipient through an internet or network.

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4.3.2 An Email Account

Activity 2
Dear learner, what do you understand by the term Email Account?

Dear learner, An Email Account is also referred to as an Email Address. An email address is a unique
identifier for an email account. It is used to both send and receive email messages over the Internet.
Similar to physical mail, an email message requires an address for both the sender and recipient in
order to be sent successfully. The following are the examples of email accounts.
i. gamba1922@gmail.com
ii. benson.gamba@veta.go.tz
iii. gamba1922@yahoo.com
Moreover, there are five parts for an email address which include the username, at (@) symbol,
domain name, a dot, and the domain.
i. Username: This part is usually the name of the person to whom the mail is sent. For
example, in the email address gamba1922@gmail.com, "gamba1922" is the username.
ii. At (@) Symbol: This separates the username and domain name. The symbol @ was
invented by Ray Thomilson in 1971.
iii. Domain Name: This refers to the mail server, the place where your email is stored. For
example, in the email address gamba1922@gmail.com, "gmail" is the Domain name.
iv. A Dot (.): This separates part of the address.
v. The Domain: The Domain tells what type of web page you are using; such as .com, .org
and .edu. For example, in the email address gamba1922@gmail.com, the Domain is .com.
Note
However, an email address is always said to have three main parts including
Username, At (@) symbol and Domain Name.

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4.3.3 Creating an Email Account

Activity 3
Dear learner, explain step by step how to create a Gmail Account.

You can only send and receive emails when you have an Email Address or Email Account. Thus, in
order to Create a Gmail Account you have to follow the following steps:-
1. Open the Web browser such as Mozilla Firefox or Google Chrome on your computer.
2. Type the URL of Gmail website in the address bar as shown below

3. Press Enter Key on the Keyboard. The page shown below will be displayed on your screen.

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4. Click Create Account. You will see two options as shown below.

5. Click “For myself”. You will be able to see a registration form as shown below.

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6. Fill the Registration Form as shown in an example below.

7. Click Next. After clicking Next button, you will see the page which you have to fill your personal
information as shown in an example below.

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8. Click Next. After clicking next you will be able to see a page as shown below.

9. Click I agree. After clicking I agree, then your email address will be created and displayed as
shown below.

10. Hence, you have successfully created an Email address with the name
michezomachozi@gmail.com.

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4.3.4 Managing an Email Account

Activity 4
Dear learner, Suppose you have an Email Account such as a Gmail Account.
Explain how you would manage it.

After creating your Email Account, you should be able to work with it very effectively and efficiently.
The very important things which you should be able to with your Email Account are such as signing
in, signing out, sending email messages, attaching and sending files, reading email messages,
Downloading attachments, replying senders, Deleting Email messages, Adding Contacts, Editing
contacts, Deleting contacts, Changing Email address password and Deleting an Email Address.

4.3.4.1 Signing in into Gmail Account.

Activity 5
Dear learner, Explain how you can sign in into your Gmail Account.

To Sign in to Gmail Account, you have to follow the following steps.

1. Open the Web browser such as Google Chrome

2. Enter the Website URL such as www.gmail.com
3. Press Enter Key on the Keyboard.

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 4. The sign in page will be displayed. Enter your Email Address as shown in an example below

5. Click Next
6. Enter the Password as shown below

7. Click Next
8. Your Account has opened and you are now into your Account.

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 4.3.4.2 Signing out of your Gmail Account.

Activity 6

Dear learner, Explain how you can sign out of your Gmail Account.

To Sign Out of your Account, you have to follow the following steps.
1. Click on Your Account Profile icon at the top right corner as shown below.

2. Click Sign Out

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4.3.4.3 Composing and sending an Email Message

Activity 7
Dear learner, Explain how you can compose and send a message using your Gmail
Account.

To Send an Email Message you have to follow the following steps.

1. Sign in into your Email Account.
2. Click Compose at the top left corner as shown below.

3. After clicking “Compose”, then the window shown below will be displayed on your screen.

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4. Type the Email Address the recipient (gamba1922@yahoo.com), type the subject (e.g.
Graduation 2021) of the message and finally type the message as shown below.

5. When you finish, Click Send button to send the message.

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 4.3.4.4 Attaching and sending files

Activity 8
Dear learner, Explain how you can attach and send files using your Gmail
Account.

Dear learner, to attach and send Files through an Email Address you have to follow the following
steps.
1. Sign in into your Email Account.
2. Click Compose at the top left corner and enter the Email Address of a recipient, subject and
Message as shown in an example below

3. Click Attach Files icon.

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4. You will be able to select a file to be attached from your computer as shown below. For example, if
your file is located on the Desktop, you have select Desktop and then select the file you want to
attach.

5. Click Open button

6. The File will be attached as shown below

7. Click Send button to send the message and an attachment.

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 4.3.4.5 Reading Email Messages and Downloading Email Attachments

Activity 9

Dear learner, Explain how you can read and download Email messages and attachments
respectively.

To read email messages and download attachments, you follow the following steps.
1. Sign in into your Email Account.

2. Select Inbox. The messages will be displayed as shown below

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3. Click the on the sender’s name (e.g. Benson Chibwi) to view the message and an attachment as shown
in an example below

4. Now, you are able to read the message and download an attachment.

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4.3.4.6 Deleting Email Messages

Activity 10
Dear learner, Explain how you can delete email messages.

Email messages can be stored in the Inbox, Sent, Draft, Spam and Trash locations. Therefore, email
messages can be deleted from those locations. For example, to delete an email message from the
Inbox you have to follow the following steps:-

1. Sign in into your Email Account.

2. Select Inbox.
3. Select the message as shown below

4. Click Delete. The message is sent to the Trash.

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5. Open the Trash and select the message as shown below

6. Click Delete forever to delete the Message.

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4.3.4.7 Creating Contacts

Activity 11
Dear learner, Explain how you can add contacts of other people to your Email
Account.

If you have an Email Account, you can add the Email Addresses of other people in your Account for
easy communication. You can search recipients by using their names instead of their email
addresses. To add contacts in your account, you have to follow these steps.
1. Sign in into your Email Account.
2. Select Google apps as shown below

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3. Click Contacts. If it is the first time, the following message will appear as shown below

4. Click Got it button.

5. Click Create Contact as shown below

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 6. Enter the First name, Last name and Email Address as shown below. You can also enter other
information such as Company name, Job title and Phone number.

7. Click Save to save the contact.

4.3.4.8 Changing the Password of an Email Account

Activity 12
Dear learner, Explain how you can change the Password of your Email
Account.

To change Password, you have to follow the following steps

1. Sign In to your account

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2. Click Settings as shown below

3. Click See all settings

4. Click Accounts and import.

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5. Click Change Password and enter the current password as shown below

6. Click Next button and enter the New Password as shown below

7. Click Change password button.

8. The Password has changed.

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Summary
Dear learner, in this lesson you have studied about the meaning of Electronic
Mail, Email Account, Creating an Email Account and Managing an E-mail
account.
An Electronic Mail (Email) is an electronic message that is sent/received
through the network (internet) whereas Email is the process of sending an
electronic message from the sender to the recipient through an internet or
network.
Email Address is also referred to as an Email Address. An email address is a
unique identifier for an email account. It is used to both send and receive email
messages over the Internet. Similar to physical mail, an email message
requires an address for both the sender and recipient in order to be sent
successfully. An example of email account is gamba1922@gmail.com
Moreover, there are five parts for an email address which include the
username, at (@) symbol, domain name, a dot, and the domain. However, an
email address is always said to have three main parts including Username, At
(@) symbol and Domain Name.
You can create an Email Account in any website which if you have an access
to do so. There are free websites which allow people to create the accounts.
These websites are such as Yahoo.com and Gmail.com. If you want to create
an account you have to open the website and the follow the procedures of
creating an Email account.
After creating your Email Account, you should be able to work with it very
effectively and efficiently. The very important things which you should be able
to with your Email Account are such as signing in, signing out, sending email
messages, attaching and sending files, reading email messages, Downloading
attachments, replying senders, Deleting Email messages, Adding Contacts,
Editing contacts, Deleting contacts, Changing Email address password and
Deleting an Email Address.

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Self-Assessment
Dear learner, Describe the elements of an Email Address.

Reflections
Dear learner, How does CC differ from Bcc in email perspectives?
.

Further Readings
1. Mbonu, B (2002). Teach yourself Internet and the World Wide Web, Becky
Products Limited, Ikeja-Lagos, Nigeria.
2. WebWise Team (2012). What is the internet? Retrieved on December 09,
2021, 2021 from http://www.bbc.co.uk/webwise/guides/what-is-the-internet.
3. Michaudm, C (2000). Introduction to the Internet and Email. Retrieved on
December 09, 2021, 2021 from
http://www.centreforliteracy.qc.ca/Resources/catalog/fulltext/introduc/IntroTo.p
df.
4. Green, J. ( 2001). Starting Internet Business at Home. London, Great Britain.
5. Chukwu, J and Chinedum, E (2012). Step-by-step approach to basic internet
and email operations for beginners. Retrieved on December 09, 2021, 2021
from file:///C:/Users/VETA/AppData/Local/Temp/2943-4977-1-PB.pdf
.

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 Lesson Four

4.4 Web Search Engines

4.4.0 Introduction

Dear learner, welcome to Lesson Four. In lesson three of this unit you studied using Electronic Mail to
Communicate. In this lesson you will study about Web Search Engines.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Define A Web Search Engine;
b) Discuss the Examples of Web Search Engines
c) Search information using Web Search Engines

4.4.1 A Web Search Engines

Activity 1

Dear learner, what do you understand by the term Web Search Engine?

A Web search engine is a specialized computer server that searches for information on the Web. The
search results of a user query are often returned as a list (sometimes called hits). The hits may consist
of web pages, images, and other types of files. Some search engines also search and return data
available in public databases or open directories.

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 4.4.2 Examples of Web Search Engines

Activity 2

Dear learner, discuss the examples of Web Search Engines that you know.

Search Engines are now part of our daily life. People are now becoming more and more dependent on search
engines to get the answers for their everyday queries. There are so many Web Search engines in the world,
the following are some of them.
a) Google.com
Google Search Engine is the best search engine in the world and it is also one of most popular products
from Google. Google Search Engine provides different services including text, image, audio and video.
Google also provides free emails to the end-users. The tech giant is always evolving and looking to
improve the search engine algorithm to provide best results to the end-user.
b) Chacha.com
Chacha.com is a human-guided search engine and was founded in 2006. You can ask anything in its
search box and you will be answered in real-time. It also provides mobile search and marketing services.
You can also install its mobile apps on iPhone, iPad and Android.
c) Bing.com
Bing is Microsoft’s answer to Google and it was launched in 2009. Bing is the default search engine in
Microsoft’s web browser. Microsoft’s search engine provides different services including image, web and
video search along with maps.
d) Ask.com
Founded in 1995, Ask.com, previously known as Ask Jeeves. Their key concept was to have search
results based on a simple question + answer web format. It is a question & answer community where
you can get the answers for your question and it integrates a large amount of archive data to answer
your question. Because of this dependency on archived and active user contributions the results will not
be as current as those you get in Google, Bing and Yahoo.
e) Yahoo.com
Yahoo Search Engine provides different services including emails, text, image, audio and video. Yahoo
also provides free emails to the end-users.

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f) Lycos.com
Lycos has a good reputation in search engine industry. Its key areas served are email, web hosting,
social networking, and entertainment websites.
g) Baidu.com
Baidu is the most used search engine in China and was founded in Jan, 2000 by Chinese Entrepreneur,
Eric Xu. This web search is made to deliver results for website, audio files and images. It provides some
other services including maps, news and cloud storage.
h) DuckDuckGo.com
DuckDuckGo is a popular search engine known for protecting the privacy of the users. Unlike Ask.com
they are quite open about who they use to generate search results; they’ve partnered with Yahoo, Bing
and Yummly. It was founded back in 2008 by Gabriel Weinberg in California.
i) Excite.com
Excite is not widely known web search engine. It is an online service portal that provides internet services
like email, search engine, news, instant messaging and weather updates. This also provides us with the
latest trends, topics and search for phrases.
j) Wolframalpha.com
Wolfram Alpha is a computational knowledge search engine which does not give list of documents or
web pages as search results. Results are based on facts & data about that query.

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 4.4.3 Searching information using Web Search Engines

Activity 3

Dear learner, explain how you to information using Web search engine such as Google.

Dear learner, when you want to search any information on the internet by using Web search engines, you
have to follow the following steps.
1. Open the web browser and type the address of the search engine you want to use. For example, You
want to use Google, type www.google.com in the address bar as shown below:

2. When the Web search engine opens, type what you want to search into the Search Box as shown below.

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3. Press Enter Key on the Keyboard to view the answers about your question. You can also open the links
to view more information.

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Summary
Dear learner, in this lesson you have studied you learned about the meaning
of Web Search Engine, Examples of Web Search Engines and Searching
information by using Web Search Engines.
A Web search engine is a specialized computer server that searches for
information on the Web. The search results of a user query are often returned
as a list (sometimes called hits). The hits may consist of web pages, images,
and other types of files. Some search engines also search and return data
available in public databases or open directories.
Search Engines are now part of our daily life. People are now becoming more
and more dependent on search engines to get the answers for their everyday
queries. There are so many Web Search engines in the world, some of them
are such as Google.com, Chacha.com, Bing, Ask.com, Yahoo, Lycos, Baidu,
DuckDuckGo, Excite, Wolfram Alpha, Wolfram Alpha
Hence, whenever you want to search any information on the internet by using
Web search engines, you have to open the Web Search Engine by typing its
Address (URL) in the Web Browser Address Bar. When the Web Search
Engine opens, type what you want to search in the Search Box and then press
ENTER Key on the Keyboard to search.

Self-Assessment
Discuss any five (5) types of Web Search Engines.

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Reflections
Discuss the importance of web search engines in your daily activities.

Further Readings
1. Davies, D (2021). Meet the 7 Most Popular Search Engines in the World.
Retrieved on December 09, 2021, 2021 from
https://www.searchenginejournal.com/seo-101/meet-search-
engines/#close

2. Price, C (2020). 17 Great Search Engines You Can Use Instead of

Google. Retrieved on December 09, 2021, 2021 from
https://www.searchenginejournal.com/alternative-search-
engines/271409/#close

3. Dwyer, D (2016). Top 12 Best Search Engines in the World. Retrieved on

December 09, 2021, 2021 from
https://www.inspire.scot/blog/2016/11/11/top-12-best-search-engines-in-
the-world238

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 UNIT FIVE

MICROSOFT ACCESS

Introduction

Dear learner, Welcome to Unit Five. In this unit you will study six lessons which are The Basic Concepts of
Microsoft Access, Managing data with Tables, Managing data with Forms, Managing data with Queries,
Managing Data with Reports, Creating Macros and Table Relationships. In this unit you will also learn the
advantages and disadvantages of Microsoft Access. This unit will provide you with a basic knowledge and
skills of managing data by using Microsoft Access.

Lesson One

5.1 The Basic Concepts of Microsoft Access

5.1.0 Introduction

Dear learner, welcome to Lesson One. In this lesson you will learn about the basic concepts of Microsoft
Access which will provide you with the basic knowledge about Microsoft Access.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Define the term Microsoft Access
b) Classify Database Management System
c) Describe Database Management Software
d) Explain the Basic terms used in Microsoft Access
e) Describe the Microsoft Access Database Objects

5.1.1 Microsoft Access

Activity 1
Dear learner, what do you understand by the term Microsoft Access?

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Microsoft Access is a Database Management Software offered by Microsoft. It uses the Microsoft Jet
Database Engine and comes as a part of the Microsoft Office suite of application.
Microsoft Access offers the functionality of a database and the programming capabilities to create easy to
navigate screens (forms). It helps you analyze large amounts of information, and manage data efficiently.

Therefore, Microsoft Access is Database Management Software that is used for creating Databases that
allows users to store, organize, analyze and manage information for reference, reporting, and analysis.

Note it!
A database is a collection of information that is organized so that it can easily be
accessed, managed, and updated. For example, A College can use a Database to store
information about the students or teachers.

5.1.2 Database Management System (DBMS)

Activity 2
Dear learner, explain the term Database Management System?

Database management systems are designed to manage databases. A database management system
(DBMS) is a software system that uses a standard method to store and organize data. The data can be
added, updated, deleted, or traversed using various standard algorithms and queries.
Note it!
Database management system (DBMS) is an application that interacts with the user,
other applications, and the database itself to capture and analyze data.

A database management system is designed to allow the definition, creation, querying,

update, and administration of databases.

5.1.2.1 Types of Database Management System

Activity 3
Dear learner, based on your knowledge on Databases, discuss the types of Database
Management System which you know.

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There are several types of database management systems. Here is a list of five common database
management systems:-
1. Hierarchical databases
2. Network databases
3. Relational databases
4. Object-oriented databases
5. NoSQL databases

1. Hierarchical Databases
In a hierarchical database management system (hierarchical DBMSs) model, data is stored in a parent-
children relationship node. In a hierarchical database, besides actual data, records also contain information
about their groups of parent/child relationships.
In a hierarchical database model, data is organized into a tree-like structure. The data is stored in the form
of a collection of fields where each field contains only one value. The records are linked to each other via
links into a parent-children relationship. In a hierarchical database model, each child record has only one
parent. A parent can have multiple children. To retrieve a field’s data, you need to traverse through each tree
until the record is found.
While the hierarchical structure is simple, it is inflexible due to the parent-child one-to-many relationship.
Hierarchical databases are widely used to build high-performance and availability applications usually in the
banking and telecommunications industries.
The IBM Information Management System (IMS) and Windows Registry are two popular examples of
hierarchical databases. An example of a Hierarchical Database Model is as shown below.

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Advantage
A hierarchical database can be accessed and updated rapidly. As shown in the figure above, its model
structure is like a tree and the relationships between records are defined in advance. This feature is a double-
edged sword.

Disadvantage
This type of database structure is that each child in the tree may have only one parent. Relationships or
linkages between children are not permitted, even if they make sense from a logical standpoint. Hierarchical
databases are like this in their design. Adding a new field or record requires that the entire database be
redefined.

2. Network Databases
Network database management systems (Network DBMSs) use a network structure to create a relationship
between entities. Network databases are mainly used on large digital computers. Network databases
are hierarchical databases, but unlike hierarchical databases where one node can have a single parent only,
a network node can have a relationship with multiple entities. A network database looks more like a cobweb
or interconnected network of records.
In network databases, children are called members and parents are called occupiers. The difference
between each child or member is that it can have more than one parent. An example of a Network
Database Model is as shown below.

The approval of the network data model is similar to a hierarchical data model. Data in a network database
is organized in many-to-many relationships. Some of the popular network databases are the Integrated Data
Store (IDS), IDMS (Integrated Database Management System), Raima Database Manager, TurboIMAGE,
and Univac DMS-1100.

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3. Relational Databases
A Relational Database is a type of database that stores and provides access to data points that are related
to one another. Relational databases are based on the relational model, an intuitive, straightforward way of
representing data in tables. In a relational database, each row in the table is a record with a unique ID called
the key. The columns of the table hold attributes of the data, and each record usually has a value for each
attribute, making it easy to establish the relationships among data points.

In a relational database management system (RDBMS), the relationship between data is relational and data
is stored in tabular form of columns and rows. Each column of a table represents an attribute and each row
in a table represents a record. Each field in a table represents a data value.
Structured Query Language (SQL) is the language used to query RDBMS, including inserting, updating,
deleting, and searching records. Relational databases work on each table that has a key field that uniquely
indicates each row. These key fields can be used to connect one table of data to another. An example of a
Relational Database Model is as shown below.

Relational databases are the most popular and widely used databases. Some of the popular DDBMS are
Oracle, SQL Server, MySQL, SQLite, and IBM DB2.

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Advantages of relational database
The relational database has two major advantages:
i) Relational databases can be used with little or no training.
ii) Database entries can be modified without specifying the entire body.

4. Object-Oriented Database
The type of database that uses the object-based data model approach for storing data in the database
system. The data is represented and stored as objects which are similar to the objects used in the object-
oriented programming language.
An object-oriented database (OODBMS) or object database management system (ODBMS) is a database
that is based on object-oriented programming (OOP). The data is represented and stored in the form of
objects. OODBMS are also called object databases or object-oriented database management systems.
Object database management systems (ODBMSs) are based on objects in object-oriented programing
(OOP). In OOP, an entity is represented as an object and objects are stored in memory. Objects have
members such as fields, properties, and methods. Objects also have a life cycle that includes the creation of
an object, use of an object, and deletion of an object. OOP has key characteristics, encapsulation,
inheritance, and polymorphism. An example of an object-oriented Model is as shown below.

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Some OODBMs were designed to work with OOP languages such as Delphi, Ruby, C++, Java, and Python.
Some popular OODBMs are TORNADO, Gemstone, ObjectStore, GBase, VBase, InterSystems Cache,
Versant Object Database, ODABA, ZODB, Poet. JADE, and Informix.

Disadvantages of Object-oriented databases

i) Object-oriented databases are more expensive to develop.
ii) Most organizations are unwilling to abandon and convert from those databases.
Benefits of Object-oriented databases

The benefits of object-oriented databases are compelling. The ability to mix and match reusable objects
provides the incredible multimedia capability.

5. NoSQL Databases

NoSQL databases are databases that do not use SQL as their primary data access language. Graph
database, network database, object database, and document databases are common NoSQL databases.

NoSQL database does not have predefined schemas, which makes NoSQL databases a perfect candidate
for rapidly changing development environments. NoSQL allows developers to make changes on the fly
without affecting applications. An example of NoSQL Database Model is as shown below.

NoSQL databases can be categorized into the following five major categories, Column, Document, Graph,
Key-value, and Object databases. Here is a list of 10 popular NoSQL databases:
i) Cosmos DB
ii) ArangoDB
iii) Couchbase Server

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 iv) CouchDB
v) Amazon DocumentDB
vi) MongoDB, CouchBase
vii) Elasticsearch
viii) Informix
ix) SAP HANA
x) Neo4j

5.1.2.2 Characteristics of Database Management System

Activity 4
Dear learner, briefly explain the characteristics of Database Management System.

A Database Management System (DBMS) is software designed to store, retrieve, define, and manage data
in a database. Here are the characteristics and properties of Database Management System:-
1. Real World Entity
DBMS these days is very realistic and real-world entities are used to design its architecture. Also, behavior
and attributes are used by DBMS. To simplify it you can take an example of an organization database where
employee is an entity and his employee ID is an attribute.
2. Self-Describing Nature
Before DBMS, a traditional file management system was used for storing information and data. There was
no concept of definition in traditional file management system like we have in DBMS. A DBMS should be of
Self- Describing nature as it not only contains the database itself but also the metadata. A metadata (data
about data) defines and describes not only the extent, type, structure, and format of all data but also
relationship between data. This data represents itself that what actions should be taken on it.
3. Support ACID Properties
Any DBMS is able to support ACID (Accuracy, Completeness, Isolation, and Durability) properties. It is made
sure in every DBMS that the real purpose of data should not be lost while performing transactions like delete,
insert, and update. Let us take an example; if an employee’s name is updated then it should make sure that
there is no duplicate data and no mismatch of employee information.
The ACID model of database design is an important concept of database theory. It sets four goals that a
database management system must achieve including atomicity, consistency, isolation, and durability. A
relational database that fails to meet any of these four goals cannot be considered reliable. Conversely, a
database that possesses these characteristics is considered ACID-compliant. Each of the four ACID
attributes follows well-defined standards:

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  Atomicity states that database modifications must follow an all-or-nothing rule. Each transaction is
said to be atomic. If one part of the transaction fails, the entire transaction fails. It is critical that the
database management system maintains the atomic nature of transactions in spite of any DBMS,
operating system, or hardware failure.
 Consistency states that only valid data will be written to the database. If a transaction is executed
that violates the database's consistency rules, the entire transaction is rolled back, and the database
is restored to a state consistent with those rules. On the other hand, if a transaction successfully
executes, it takes the database from one state that is consistent with the rules to another state that
is also consistent with the rules.
 Isolation requires that multiple transactions occurring at the same time not impact each other's
execution. For example, if Joe issues a transaction against a database at the same time that Mary
issues a different transaction, both transactions should operate on the database in an isolated
manner. The database should either perform Joe's transaction before executing Mary's or vice-versa.
This prevents Joe's transaction from reading intermediate data produced as a side effect of part of
Mary's transaction that will not eventually be committed to the database. The isolation property does
not ensure which transaction executes first, only that transactions will not interfere with each other.
 Durability ensures that any transaction committed to the database is not lost. Durability is ensured
by using database backups and transaction logs that facilitate the restoration of committed
transactions despite any subsequent software or hardware failures.

4. Concurrent Use of Database

There are many chances that many users will be accessing the data at the same time. They may require
altering the database system concurrently. At that time, DBMS supports them to concurrently use database
without any problem. With the help of concurrency, economy of the system can be increased. For Example,
employees of the railway reservation system can book and access tickets for passengers concurrently. Every
employee can see on his own interface that how many seats are available or bogie is fully booked.

5. Insulation between Data and Program

Program-data independence provides a big relief to database users. In traditional file management system,
structure of data files was defined in the application programs so the user had to change all the programs
that are using that particular data file.
But in DBMS, structure of data files is not stored in the program but it is stored in system catalogue. With the
help of this, internal improvement of data efficiency or any changes in the data do not have any effect on
application software.

6. Transactions
Transactions are bunch of actions that are done to bring database from one consistent state to new consistent
state. Traditional file-based system did not have this feature. Transaction is always atomic which means it
can never be further divided. It can only be completed or uncompleted.
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For example, a person wants to credit money from his account to another person’s account. Then transaction
will be complete if he sends money and another guy receives his money. Anything other than this can lead
to an inconsistent transaction.
7. Data Persistence
Persistence means if the data is not removed explicitly then all the data will be maintained in DBMS. If any
system failure happens then life span of data stored in the DBMS will be decided by the users directly or
indirectly. Any data stored in the DBMS can never be lost. If system failure happens in between any
transaction then it will be rolled back or fully completed, but data will never be at risk.

8. Backup and Recovery

There are many chances of failure of the whole database. At that time no one will be able to get the database
back and for sure company will be in a big loss. The only solution is to take backup of database and whenever
it is needed, it can be stored back. A database must have this characteristic to enable more effectiveness.
9. Data Integrity
This is one of the most important characteristics of database management system. Integrity ensures the
quality and reliability of database system. It protects unauthorized access to the database and makes it more
secure. It brings only consistent and accurate data into the database.

10. Multiple Views

Users can have multiple views of database depending on their department and interest. DBMS support
multiple views of database to the users. For example, a user of the teaching department will have different
view and user of hostel department will have different. This feature helps users to have somewhat security
because users of other departments cannot access their files.

11. Stores Any Kind of Data

A database management system should be able to store any kind of data. It should not be restricted to
employee name, salary, and address. Any kind of data that exists in the real world can be stored in DBMS
because we need to work with all kinds of data that is present around us.

12. Security
DBMS provides security to the data stored in it because all users have different rights to access database.
Some of the users can access the whole database while other can access a small part of database. For
example, a computer network lecturer can only access files that are related to computer subjects but Head
of the departments can access files of all subjects that are related to their department.

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13. Represents Complex Relationship between Data
Data stored in a database is connected with each other and a relationship is made in between data. DBMS
should be able to represent the complex relationship between data to make efficient and accurate use of
data.
14. Query Language
Queries are used to retrieve and manipulate data but DBMS is armed by a strong query language that makes
it more effective and efficient. Users have the power to retrieve any kind of data they want from the database
by applying different sets of queries. The file-Based system has not this luxury of the query language.
15. Cost
The cost of the DBMS is high as compared to the other software and technology available in the market. But
if you consider the long run then DBMS is way far better because its maintenance cost will be almost nothing.

5.1.3 Types of Database Management Software

Activity 5
Dear learner, based on your knowledge on Databases, discuss the types of Database
Management Software which you know.

A Database Management Software (DBMS) is used for storing, manipulating, and managing data in a
database environment. It enables users to design a personalized database to meet their analytics and
reporting needs. Database design also supports creating, implementing, and maintaining an organization-
wide data management system.
Generally, Most DBMS packages allow users to perform operations like database creation, storing data and
updating data through SQL queries.
Here are some of the best database management software (DBMS) that you can use to create a database
for your business.
1. Microsoft Access
Microsoft Access works solely on Windows OS. It is a great tool to create custom databases in numerous
formats as per your business needs.

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Advantages
i) Custom templates of Microsoft Access are ideal for adding web databases and
simultaneously tracking, reporting, or sharing with other users
ii) Users get to have full access to Office Suite Packages such as Word, Excel, and Outlook.
Disadvantages
License extension to integrate third-party tools can take time.
2. MySQL
MySQL is a high-speed data processing and data productivity tool with comprehensive features. The tool is
designed to increase the security and scalability of your databases. A reliably cost-effective tool offers
technical support and counteracts potential risks. Furthermore, high-volume business sites can deploy
business-oriented complex MySQL applications.

Advantages
i) The newest 8.0 version has better data recovery options
ii) Easy to learn the foundational features without a programming background
iii) The open-source nature grant users complete freedom to customize data
iv) Well-suited for small businesses and entrepreneurs because of the low-cost structure
v) Compatible with up-to-date industry's DBMS practices
vi) Instant integration with Apache web engines
vii) The data development process is adjustable for small and heavy applications.
Disadvantages
i) Queries get stuck even after a refresh or restart
ii) There is overdependence on third-party add-ons
iii) Data operations in Linux OS can get complicated.

3. Microsoft SQL Server

Microsoft's SQL Server is one of the most effective DBMS in existence. The free tag of the tool certainly
attracts a large user base. Its custom-built graphical integration of best database designs has saved users'
valuable time for years. Similarly, the diagrams that you can make with the help of this tool can be easily
added to a new or existing project library.
Object Explorer feature helps end-users to view the creation of the tables. Template Explorer, on the other
hand, is a bundle of script objects that can be used to identify numerous names in the database system. In
addition, the SQL Server creates specific containers that allow users to combine views and scripts of a linked
object or group.

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Advantages
i) Easy to set up a new database server from scratch
ii) Creates various designs, tables, and view data without syntax
iii) Can handle complicated queries and integrate with other programs
iv) Creates advanced queries through Developer Network feature
Disadvantages
i) The lightweight package lacks user-friendliness in its user-interface.
ii) The execution of long queries often takes longer than the calculated time.
iii) Data maintenance becomes an issue with a selective schema.
iv) Desperately needs a new firewall protection system.

4. Improvado
Improvado plays a vital role in aggregating data for small and large corporations. It also has a robust reporting
mechanism and an intuitive dashboard. In fact, Improvado's data visualization and import compatibility can
bring all your marketing efforts into a single place.
Apart from its timesaving structural design, this tool cuts down the added cost of hiring developers. You don't
necessarily have to be an SQL expert to understand the rudimentary functionality of Improvado. Furthermore,
this DBMS allows users to get instant APIs connection and access automated data pipelines.
Advantages
i) Flexibility to duplicate and migrate data instantaneously
ii) Side-by-side metrics comparison to make quick business decisions
iii) Integration of data amidst live connection on a dedicated database server
iv) Continuous support from informative and mature engineering staff
v) Well thought-out and clear database documentation
vi) Access to regular updates and statuses on multiple projects
vii) Clean navigational control
viii) Accurate and insightful analytical data
ix) Allowance of backup and recovery option to users
Disadvantages
The data often reverses the newest entries amidst analytical comparison.

5. Postgre SQL
The open-source DBMS solution gets attention because of the invigorating indexing and configuration
options. Postgre SQL is ideal if your daily business activities require you to import or export data.

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As of now, Postgre SQL supports Python and JSON programming languages. Although it is a relational
database solution, users are free to create NoSQL databases. Besides, the open-source community has
created a wide array of plug-ins to boost the functionality of the software.
Advantages
i) Storage and management of data in higher volumes
ii) Relatively secured data processing than others
iii) Straightforward installation process on Linux and Windows operating system (OS)
iv) Availability of resourceful material such as tutorials to learn the tool
v) Ideal for companies that frequently deal in large volumes of data
Disadvantages
i) Native interface limits the manipulation of data.
ii) The advanced nature of the tool slows down the insertion of small databases.
iii) The installation and configuration of the software can be time-consuming.
6. Amazon RDS
Amazon RDS (Relational Database Service) is one of the best DBMS tools. It has a dedicated secured
connection, and it automatically backs up your data through an inbuilt feature. Furthermore, it can resize your
entire database activities.
Advantages
i) Users can process the heavy workloads in a single database.
ii) You have to pay for the used resources.
iii) It can get you access to MySQL, Oracle, or Microsoft SQL databases.
iv) Point-in-recovery attracts programmers who want flexibility and scalable storage options.

Disadvantages
i) It has limited auto-scale options.
ii) Unavailability of access to physical server to check server logs.

7. Oracle RDBMS
The latest version of the Oracle RDBMS tool encompasses larger databases, takes less space, is more
secure, and quickly processes data. It is, in fact, one of the most effective object-relational DBMS tools.
You can run Oracle RDBMS on a PC or a high-powered supercomputer. The active designs, for instance,
trigger a dedicated referential system within the software
Advantages
i) You can create partitions to have better administrative control over your data
ii) Smooth transactional process and data security

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Disadvantages
i) The price range of the tool is discouraging for small businesses
ii) Client applications are often plugged-in automatically

8. Razor SQL
RazorSQL is one of the most popularized database management and query tools. It allows users to check
schemas, tables, unidentified keys, structure indexes, and columns. You can create, update, or delete entire
SQL statements as per your business needs. The software has flexible import options to incorporate excel
spreadsheets, extended files, and fixed-width data files.
As of now, RazorSQL supports more than twenty (20) programming languages. Concurrently, it can compare
the results of table data and queries through multiple databases. In addition, the software doesn't require
added manual configuration, making it easier to check a multitude of databases.
Advantages
i) Automated selection and copy mechanism for different types of data types
ii) Users can create custom templates or use built-in templates for projects.
Disadvantages
i) Installation and configuration are time-consuming
ii) Only programmers can use the command line to make advanced comparisons.

9. FileMaker
FileMaker has great SQL connectivity and information sharing options. The best aspect of the FileMaker is
custom made templates that can help users manage data reports, charts, and invoices. Consequently, the
tool gives a professional and knowledgeable vibe to manage data.
Advantages
Users can take an in-person course via Alliance trainer to understand the software
Disadvantages
A small firm may have a hard time using scalable features.

10. SQLite
SQLite is designed to cater to small and medium-sized businesses (SMEs). Its light structure and layout
design help users store and manage data quite easily. The SQL engine of the tool is highly reliable and self-
contained. In fact, the DBMS program is available on several mobile applications.
Advantages
It requires less space and time to set up

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A stable and compatible file format that can run data on cross-platforms
Disadvantages
The database files transferred as containers take time to reach another system

11. Robot 3T
Robot 3T or formerly known as Robomongo is one of the best DBMS software that can handle a large
quantity of workload. It has stable integrated features and is practically error-free. The tool, however, is mainly
hailed because of the captivating visual drag-and-drop functionality to build queries.
Advantages
i) Repetitive tasks can be automated
ii) IntelliShell allows users to auto-complete queries
iii) Queries can be built and divided at every stage and section
Disadvantages
The migration of databases between SQL and MongoDB can encounter errors

12. HammerDB
HammerDB is called one of the most unrecognized benchmark database tools that support numerous
languages and applications. It has a multi-threaded user engine that helps users test data
automatically. Similarly, you can conduct query-based and bespoke load tests as per industry standards.
Advantages
i) It allows users instant index access to increase the speed of query execution
ii) You can install the tool as a standalone application or integrate third-party add-ins.
iii) It has numerous data modeling options that can store or retrieve data specific to your segmented
range
Disadvantages
Assessing the multitudes of databases separately can be exhausting

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 5.1.4 The Basic terms used in Microsoft Access

Activity 6
Dear learner, based on your knowledge on Microsoft Access, explain the basic terms
which are used in Microsoft Access.

There are many basic terms which are used in Microsoft Access. The following are some of the common
terms which are used in Microsoft Access.
1. Database
A database is a collection of information that is organized so that it can easily be accessed, managed, and
updated. For example, A College can use a Database to store information about the students or teachers.

2. Field
A field in Microsoft Access is a piece of information related to a single person or thing. Related fields are
grouped together to form a record. A field, for example, would be specific information regarding the employee,
perhaps the employee's name, hire date or social security number. Hence, a field is referred to as a column
in a datasheet.
3. Record
A record in a table is one complete row. For example, if you have a table of contacts, one record could consist
of a person's first name, last name, Postal address and Mobile Number. Each record is a collection of fields.
Hence, a record is a collection of data relating to a single unit. Each row in a database table is a record.
4. Primary Key
A primary key is a special relational database table column (or combination of columns) designated to
uniquely identify each record in a table.
A primary key is used as a unique identifier to quickly parse data within the table. A table cannot have more
than one primary key.
A primary key’s main features are:

 It must contain a unique value for each row of data.

 It cannot contain null values.
 Every row must have a primary key value.
 It does not change over time (Stable)
 No hidden information (Factless)

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A primary key might use one or more fields already present in the underlying data model, or a specific extra
field can be created to be the primary key.
5. Foreign Key
A foreign key is a column or a set of columns in a table whose values correspond to the values of the primary
key in another table. In order to add a row with a given foreign key value, there must exist a row in the related
table with the same primary key value. A Foreign Key acts as a cross-reference between tables because it
references the primary key of another table, thereby establishing a link between them.
A foreign key guarantees that rows in one table correspond to rows in some other table, thereby establishing
database-wide relationships, or references. The table containing the foreign key is the "child," and the other
table is the "parent." It is possible for the value of a foreign key to be null or empty and for it to actually
reference or relate to what is known as the primary key of the table in which it is found. This is known as self-
referencing.
6. Design View
Design View is the view in which the structure of a table or query, form and report can be viewed and
manipulated.

7. Datasheet View
Datasheet View is a view showing data in either its native tabular form or the direct result of a query.

8. Criteria
Criteria are the specifications you give a query so that it can find matching fields and records. Criteria can be
simple, or complex. For example, a criteria to select all the records with a date earlier than 01-01-2021 is
<01-01-2021.

9. Controls
A Control is an object such as a label, text box, combo box, command button, option button, or check box in
a form or report that allows you to view or manipulate information stored in tables or queries.

10. Command Button

A Command Button is a control shaped like a button to which you can attach code that runs when the button
is clicked.

11. Combo Box

A Combo Box is a text box control in which you can either select from a drop-down list or type an option.

12. Data Type

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Data Type is the type of data that can be entered in a field: The data types used which are normally used in
Microsoft Access are Text, Memo, Number, Date/Time, Currency, AutoNumber, Boolean (Yes/No),
Attachment and Calculated.

Note it

After you name a field, you must decide what type of data the field will hold. Before you
begin entering data, you should have a grasp of the data types that your system will
use.

Ten basic data types are shown in the table below; some data types (such as numbers) have several options:

S/N Data Type Use For Size

Up to 255 characters. Microsoft
Access only stores the
Text or combinations of text and
characters entered in a field; it
numbers, such as addresses. Also
does not store space characters
numbers that do not require
1. Text for unused positions in a Text
calculations, such as phone
field. To control the maximum
numbers, part numbers, or postal
number of characters that can be
codes.
entered, set the Field Size
property.

Lengthy text and numbers, such as

2. Memo Up to 64,000 characters.
notes or descriptions.

Numeric data to be used for

mathematical calculations, except
calculations involving money (use 1, 2, 4, or 8 bytes. 16 bytes for
3. Number
Currency type). Set the Field Size Replication ID (GUID) only.
property to define the specific
Number type.

4. Date/Time Dates and times. 8 bytes.

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 Currency values. Use the Currency
data type to prevent rounding off
5. Currency during calculations. Accurate to 15 8 bytes.
digits to the left of the decimal point
and 4 digits to the right.

Unique sequential (incrementing by

4 bytes. 16 bytes for Replication
6. AutoNumber 1) or random numbers automatically
ID (GUID) only.
inserted when a record is added.

Fields that will contain only one of

7. Yes/No two values, such as Yes/No, 1 bit.
True/False, On/Off.

Objects (such as Microsoft Word

documents, Microsoft Excel
spreadsheets, pictures, sounds, or
other binary data), created in other
Up to 1 gigabyte (limited by disk
8. OLE Object programs using the OLE protocol,
space).
that can be linked to or embedded in
a Microsoft Access table. You must
use a bound object frame in a form
or report to display the OLE object.

Field that will store hyperlinks. A

9. Hyperlink hyperlink can be a UNC path or a Up to 64,000 characters.
URL.

Creates a field that allows you to

choose a value from another table or
The same size as the primary
from a list of values using a combo
10. Lookup Wizard key field that is also the Lookup
box. Choosing this option in the data
field; typically 4 bytes.
type list starts a wizard to define this
for you.

13. Exporting
Exporting is the process saving the information in a database in a format that can be accessed by other
programs.

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14. Importing
Importing is the process of bringing data into an Access database from a different database or program, the
opposite of exporting.

15. Form View

Form View is the view in which you can enter and modify the information in a record.

16. Text Box Control

Text Box Control is a control on a form or report where data from a table can be entered or edited.

17. Referential Integrity

Referential Integrity is the system of rules Access uses to ensure that relationships between tables are valid
and that data cannot be changed in one table without also being changed in all related tables.

18. Navigation Button

Navigation Button is one of the buttons found on a form or navigation bar that helps users display specific
records.

19. Object
Object is one of the components of an Access database, such as a Table, Form, Query and Report.

20. Main Form

Main Form is a form that is linked to one or more tables. See also subform.

21. Subform
Subform is a form that is embedded in another form.

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 5.1.5 Microsoft Access Database Objects

Activity 7
Dear learner, based on your knowledge on Microsoft Access, explain Microsoft Access
Database Objects.

Dear learner, Databases in Access are composed of four main objects including Tables, Queries, Forms,
and Reports. Together, these objects allow you to enter, store, analyze, and compile your data however you
want. Other Microsoft Access objects include Macros and Modules.
1. Table
Table is an object that is used to define and store data. When you create a new table, Access asks you to
define fields which is also known as column headings.
i) Each field must have a unique name, and data type.
ii) Tables contain fields or columns that store different kinds of data, such as a name or an address,
and records or rows that collect all the information about a particular instance of the subject, such as
all the information about a student, customer or employee.
iii) You can define one field that has a unique value for each record as a primary key to help you retrieve
your data more quickly.

2. Query
An object that provides a custom view of data from one or more tables. Queries are a way of searching for
and compiling data from one or more tables.
i) Running a query is like asking a detailed question of your database.
ii) When you build a query in Access, you are defining specific search conditions to find exactly the
data you want.
iii) You can define queries to Select, Update, Insert, or Delete data.
iv) You can also define queries that create new tables from data in one or more existing tables.

3. Form
Form is an object in a desktop database designed primarily for data input or display or for control of application
execution. You use forms to customize the presentation of data that your application extracts from queries
or tables.
i) Forms are used for entering, modifying, and viewing records.

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 ii) The reason forms are used so often is that they are an easy way to guide people toward entering
data correctly.
iii) When you enter information into a form in Access, the data goes exactly where the database
designer wants it to go in one or more related tables.
Note
A Form is a database object used to enter, edit, and manipulate information in a database
table. A form gives you a simple view of some or all of the fields of one record at a time.

4. Report
Report is an object in desktop databases designed for formatting, calculating, printing, and summarizing
selected data.
i) You can view a report on your screen before you print it.
ii) If forms are for input purposes, then reports are for output.
iii) Anything you plan to print deserves a report, whether it is a list of names and addresses, a financial
summary for a period, or a set of mailing labels.
iv) Reports are useful because they allow you to present components of your database in an easy-to-
read format.
v) You can even customize a report's appearance to make it visually appealing.
vi) Access offers you the ability to create a report from any table or query.

5. Macro
This object is a structured definition of one or more actions that you want Access to perform in response to
a defined event. An Access Macro is a script for doing some job. For example, to create a button which opens
a report, you could use a macro which will fire OpenReport action.
i) You can include simple conditions in macros to specify when one or more actions in the macro should
be performed or skipped.
ii) You can use macros to open and execute queries, to open tables, or to print or view reports.
iii) You can also run other macros or Visual Basic procedures from within a macro.
iv) Data macros can be attached directly to table events such as inserting new records, editing existing
records, or deleting records.
v) Data macros in web apps can also be stand-alone objects that can be called from other data macros
or macro objects.

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6. Module
Module is an object in desktop databases containing custom procedures that you code using Visual Basic.
Modules provide a more discrete flow of actions and allow you to trap errors.
i) Everything that can be done in a macro can also be done in a module, but you don't get the macro
interface that prompts you what is needed for each action.
ii) Modules are far more powerful, and are essential if you plan to write code for a multi-user
environment, because macros cannot include error handling.
iii) Modules can be standalone objects containing functions that can be called from anywhere in your
application, or they can be directly associated with a form or a report to respond to events on the
associated form or report.

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Summary
Dear learner, in this lesson you have studied about the Microsoft Access where you
defined it as a basic program that is used for creating Databases that allows users to
store, organize and manage information for reference, reporting, and analysis. A
database is a collection of information that is organized so that it can easily be
accessed, managed, and updated. For example, A College can use a Database to
store information about the students or teachers.
You have also studied about Database management systems which is a software
system that uses a standard method to store and organize data. The data can be
added, updated, deleted, or traversed using various standard algorithms and queries.

There are several types of database management systems including Hierarchical

databases, Network databases, Relational databases, Object-oriented databases
and NoSQL databases.
Then you have also learned about the characteristics and properties of Database
Management System, these are Real World Entity, Self-Describing Nature, Support
ACID Properties, Concurrent Use of Database, Insulation between Data and
Program, Transactions, Data Persistence, Backup and Recovery, Data Integrity,
Multiple Views, Stores Any Kind of Data, Security, Represents Complex Relationship
between Data and Query Language.

You have studied about Database Management Software (DBMS) which is used for
storing, manipulating, and managing data in a database environment. It enables users
to design a personalized database to meet their analytics and reporting
needs. Database design also supports creating, implementing, and maintaining an
organization-wide data management system.
Some of Database Management Software (DBMS) are Microsoft Access, MySQL,
Microsoft SQL Server, Improvado, Postgre SQL, Amazon RDS, Oracle RDBMS,
Razor SQL, FileMaker, SQLite, Robot 3T and HammerDB.
Dear learner, you also studied about the common terms used in Microsoft Access
including Database, Primary Key, Foreign Key, Fields, Records, Data Types and so
on.
Finally you studies about Microsoft Access Database Objects. These comprises
Tables, Forms, Queries, Reports, Macros and Modules.

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Self-Assessment
Dear learner,
1. Briefly explain the following terms as applied in Microsoft Access.
a) Database
b) Records
c) Fields
d) Data Types
e) Primary Key
f) Foreign Key
2. Briefly Explain the ACID model of database design.

Reflections
Dear learner, What will happen if you ignore Referential Integrity when you are creating
a Table Relationships which involves two tables?

Further Readings
1. Morley, D and Parker, C.S (2015). Databases and Database Management
Systems. Retrieved on December 11, 2021 from
https://www.oakton.edu/user/2/rjtaylor/CIS101/Text/PowerPointPresentations/morl
ey15e__ppt_ch14%20REV.pdf
2. Cox, J and Lambert, J (2013). Microsoft Access Step by Step. Retrieved on
December 04, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669086/samplepages/978073
5669086.pdf
3. Khanal, and Kathmandu, K (2014). Microsoft Access Short Questions and
Answers with Illustrations. Retrieved on December 11, 2021 from
https://mcqsets.com/dwnld/MS-Access-Short-Questions-Answers.pdf
4. Lauesen, S (2011) Microsoft Access Tutorial. Retrieved on December 11, 2021
from https://www.itu.dk/people/slauesen/UID/AccessTutorial.pdf
5. Smith J, (2021). Microsoft Access Tutorial: MS Access with Example [Easy
Notes]. Retrieved on December 11, 2021 from https://www.guru99.com/ms-
access-tutorial.html
6. Murray, D (2016). Microsoft Access 2016 Tutorial and Lab Manual. Retrieved on
December 11, 2021 from
http://mgt2.buffalo.edu/departments/mss/djmurray/mgs351/Access_2016_Textboo
k_OER.pdf.
7. Rabelo, J (2020). Primary Key. Retrieved on 11/12/2021 from
https://www.techopedia.com/definition/5547/primary-key

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 Lesson Two

5.2 Managing Data with Tables

5.2.0 Introduction

Dear learner, welcome to Lesson Two. In this lesson you will learn how to manage data with tables by using
Microsoft Access. This will provide you with the basic knowledge and skills to manage data by using Microsoft
Access tables.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Define the term Microsoft Access Table
b) Create Database File
c) Create a Table
d) Enter data in a Table
e) Sort data in a Table
f) Filter data in a Table
g) Creating a formula in a Table Design View

5.2.1 Microsoft Access Table

Activity 1
Dear learner, based on your knowledge on Microsoft Access, explain Microsoft Access
Table.

Microsoft Access table is the key object in the Access file, as it contains the data that is stored in the database.
The Table is made up of rows (records) and columns (fields) and allow for direct data entry into their grids.
The figure below shows an example of Microsoft Access Table.

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 5.2.2 Microsoft Access Database File

Activity 2
Dear learner, based on your knowledge on Microsoft Access, Open Microsoft Access
and create a Database File called MVTTC Students.

Microsoft Access Database File is a database file that contains Microsoft Access Database Objects such as
Tables, Queries, Forms, Reports and Macros. To create Microsoft Access Database File in Microsoft Office
2013 you have to follow the following steps.

Steps

1. Click ‘Start Button’.

2. Click ‘All Programs’.
3. Select ‘Microsoft office 2013’.
4. Click ‘Access 2013’.
5. Select ‘Blank Desktop Database’.
6. Type the Database Name. Example, MVTTC Students as shown below

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7. Browse and Select the Location (folder or place) in which you wish to save the database. Example,
My Documents or Desktop as shown below

8. Click ‘Ok button’ after selecting the location where you will save the database.
9. Click ‘Create button’.
10. The Database you have will be displayed as shown below

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 5.2.3 Creating Microsoft Access Table.

Activity 3
Dear learner, based on your knowledge and skills on Microsoft Access, Open Microsoft
Access and create a Table called Students in a database called MVTTC Students.

When you create Microsoft Access Database File, it should contain at least one Table as an object for storing
data in the Database. To create Microsoft Access Table in Microsoft Office 2013 you have to follow the
following steps.

To create a table, you have to follow the following steps.

Steps

1. Select CREATE Tab

2. Click Table Design

3. Enter the Field Names and select the Data Types as shown in an example below.

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4. Create the Primary key, Example ID Field.

Note: Creating a Field as Primary Key

Dear learner, if you want to create a Primary Key you have to follow the following
steps
1. Right click on the Field Name such as ID as shown below

2. Click Primary Key

5. Save the Table. For example, you can save the table as students and the table name will change
from Table 1 to Students as shown below.

Note: Saving a Table

Dear learner, if you want to save a table you have to follow the following steps
3. Right click on the Table Name such as Table 1
4. Click Save
5. Type the Table name as shown below

6. Click Ok button.

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 5.2.4 Enter data in a Database by using a Table

Activity 4
Dear learner, based on your knowledge and skills on Microsoft Access, use the table you
have created to enter the data into the database.

Dear learner, you can enter the data in a database by using a table after switching your Table from Design
View to Datasheet View.

Datasheet View refers to as an access table. It stores information in a database. It also displays information
and allows you to view, enter, edit and delete data. It contains and shows both the fields and records.

Dear learner, if your table is in a Design View and you want to enter data, you have to switch to the Datasheet
view so that you can easily enter the data. Now, to enter data in a table you have to follow the following
steps.

1. Open the Database

2. Right click on the Table name. For example, Right click on Students as shown below

3. Click ‘Datasheet View’.

4. Now, enter your data.

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Note: Switching from Datasheet View to Table Design View

Dear learner, The Table Design View is used for creating the fields (columns) of a table. It allows
you to create the fields and select the data type for each filed. You can also describe the field in
this area.

Dear learner, if you want to switch back from the Datasheet view to the Table Design View, you
have to follow the following steps.

Steps

1. Right click on the Table name. For example, Right click on Students as shown below

2. Click Design View

5.2.5 Sorting data in a Microsoft Access Database Table

Activity 5
Dear learner, based on your knowledge and skills on Microsoft Access, open your
database table that you have created and sort the data.

Sorting is an operation or technique of arranging and rearranging sets of data in some specific order. Thus,
Sorting refers to ordering data in an increasing or decreasing fashion according to some linear relationship
among the data items.

You can sort both text and numbers in two ways including in ascending order and descending order.
Ascending means going up, so an ascending sort will arrange numbers from smallest to largest and text
from A to Z. Descending means going down, or largest to smallest for numbers and Z to A for text.

Dear learner, the following are the steps of sorting data in a Microsoft Access Database Table.

1. Highlight the column (field) you want to sort. For example, select the Student Name field as shown
below

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 2. Click the Drop-Down Arrow next to the field you want to sort as shown below

3. Select either Sort A to Z or Sort Z to A.

5.2.6 Filtering data in a Microsoft Access Database Table

Activity 6
Dear learner, based on your knowledge and skills on Microsoft Access, open your
database table that you have created and filter the data.

Filters allow you to view only the data you want to see. When you create a filter, you set criteria for the data
you want to display. The filter then searches all of the records in the table, finds the ones that meet your
search criteria, and temporarily hides the ones that don't.
Filters are useful because they allow you to focus in on specific records without being distracted by the data
you are uninterested in.

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Dear learner, the following are the steps of filtering data in a Microsoft Access Database Table.

1. Highlight the column (field) you want to filter by. For example, select the Student Name field as
shown below

2. Click the Drop-Down Arrow next to the field you want to sort as shown below

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3. Select the criteria for the data you want to display such as Equals as shown below

4. The Custom Filter dialog box will appear. Type the word you want to use in your filter. For
example, Female.

5. All the records which contain the word Female in the Sex field will be selected and displayed.
Other records which do not contain the word Female in the Sex field will be hidden.

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 5.2.7 Creating Formulas in Microsoft Access Table

Activity 7
Dear learner, based on your knowledge and skills on Microsoft Access, create a Table
with the fields No, Year of Study, School Fee, Registration Fee, Caution Money, Total
Fee and Payment Date. Save the table as School Fees. Create a query that calculates
the Total Amount given that; Total Fee = School Fee + Registration Fee + Caution
Money.

In an Access database a table is a simple storage container for data. If you need to do calculations based on
data in the table, you should do that in a Table Design View. You can then display the data of the Table,
including the calculated fields, in a datasheet, form or report. Now, to create a formula in Microsoft Access
Table, you have to follow the following steps.

1. Open the Table in Design View as shown below

2. Select Calculated Data Type for the Total Fee field as shown below

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3. Type the formula in the Expression Builder Dialog Box as shown below

4. Click OK button.
5. Open the Table in a Datasheet View or Form View and enter the data. After entering the School
Fee, Registration Fee and Caution Money, the Total Fee will be calculated automatically.

Note
Dear learner, when you are writing the formulas in a Table Design View you have to
consider the following things.

1. The fields must be enclosed by Square Brackets [ ].

Example; [School Fee]+[Registration Fee]+[Caution Money]
2. The arithmetic operations such as Addition (+), Subtraction (-), Multiplication (*)
and Division (/) are always applicable in performing different calculations.
3. Percentages should be converted into fractions when writing a formula.
Example; 25% should be written as 25/100.

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Summary
Dear learner, in this lesson you have studied about Microsoft Access table. Microsoft
Access table is the key object in the Access file, as it contains the data that is stored in
the database. The Table is made up of rows (records) and columns (fields) and allow
for direct data entry into their grids. You have learned that Microsoft Access Database
File is a database file that contains Microsoft Access Database Objects such as Tables,
Queries, Forms, Reports and Macros.

Dear learner, you have learned that you can enter the data in a database by using a
table after switching your Table from Design View to Datasheet View. Datasheet View
refers to as an access table. It stores information in a database. It also displays
information and allows you to view, enter, edit and delete data. It contains and shows
both the fields and records.
Dear learner, in this lesson you have also learning how to sort data. So, you have
learned that Sorting is an operation or technique of arranging and rearranging sets of
data in some specific order. Thus, Sorting refers to ordering data in an increasing or
decreasing fashion according to some linear relationship among the data items.
However, you have learned that you can sort both text and numbers in two ways
including in ascending order and descending order. Ascending means going up, so an
ascending sort will arrange numbers from smallest to largest and text from A to
Z. Descending means going down, or largest to smallest for numbers and Z to A for
text.
Also, you have learned about Filtering data. You have learned that Filters allow you to
view only the data you want to see. When you create a filter, you set criteria for the
data you want to display. The filter then searches all of the records in the table, finds
the ones that meet your search criteria, and temporarily hides the ones that don't.
Filters are useful because they allow you to focus in on specific records without being
distracted by the data you are uninterested in.
Finally you have learned how to enter formulas in Microsoft Access table Design View
when you need to do calculations based on data in the table. You have also learned
that when you are writing the formulas in a Table Design View you have to consider
the following things.
1. The fields must be enclosed by Square Brackets [ ].
Example; [School Fee]+[Registration Fee]+[Caution Money]
2. The arithmetic operations such as Addition (+), Subtraction (-),
Multiplication (*) and Division (/) are always applicable in performing
different calculations.
3. Percentages should be converted into fractions when writing a formula.
Example; 25% should be written as 25/100.

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Self-Assessment
Dear learner,
1. Briefly explain the following terms as applied in Microsoft Access.
a) Microsoft Access Database File
b) Microsoft Access Table
2. a) Create a Database named VETA Employees.
b) Create a Table with the following fields

Field Name Data Type

REGNO Number
EMPLOYEE NAME Short Text
SEX Short Text
DATE OF BIRTH Date/Time
TITLE Short Text
Basic Salary Currency
Tax Calculated
Net Salary Calculated
c) The formulas for Tax and Net Salary is given by
i) Tax = 15% * Basic Salary
ii) Net Pay = Basic Salary – Tax
d) Set REGNO as a Primary Key
3. Save the Table as Employees
4. Enter 10 records in a Table.
5. Sort the names of employees in Alphabetical order
6. Select all employees whose Net Salaries are greater than or equal to Tshs.
500,000.

Reflections
Dear learner, briefly the following terms as applied in Microsoft Access.
a) Table Design View
b) Datasheet View

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Further Readings
1. Cox, J and Lambert, J (2013). Microsoft Access Step by Step. Retrieved on
December 11, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669086/samplepages/97807356
69086.pdf
2. Khanal, and Kathmandu, K (2014). Microsoft Access Short Questions and Answers
with Illustrations. Retrieved on December 11, 2021 from
https://mcqsets.com/dwnld/MS-Access-Short-Questions-Answers.pdf
3. Lauesen, S (2011) Microsoft Access Tutorial. Retrieved on December 11, 2021 from
https://www.itu.dk/people/slauesen/UID/AccessTutorial.pdf
4. Smith J, (2021). Microsoft Access Tutorial: MS Access with Example [Easy Notes].
Retrieved on December 11, 2021 from https://www.guru99.com/ms-access-
tutorial.html
5. Murray, D (2016). Microsoft Access 2016 Tutorial and Lab Manual. Retrieved on
December 11, 2021 from
http://mgt2.buffalo.edu/departments/mss/djmurray/mgs351/Access_2016_Textbook
_OER.pdf.
6. Rabelo, J (2020). Primary Key. Retrieved on December 11, 2021 from
https://www.techopedia.com/definition/5547/primary-key
.

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 Lesson Three

5.3 Managing Data with Forms

5.3.0 Introduction

Dear learner, welcome to Lesson Three. In this lesson you will learn how to manage data with forms by using
Microsoft Access. This will provide you with the basic knowledge and skills to manage data by using Microsoft
Access forms.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Define the term Microsoft Access Form
b) Create a Form in Microsoft Access Database
c) Add Design controls in the Form

5.3.1 Microsoft Access Form

Activity 1
Dear learner, based on your knowledge on Microsoft Access, explain Microsoft Access
Forms.

Forms are used for entering, modifying, viewing and deleting records. The reason forms are used so often is
that they are an easy way to guide people toward entering data correctly. When you enter information into a
form in Access, the data goes exactly where the database designer wants it to go. Data can go in one or
more related tables.
Working with extensive tables can be confusing, and when you have connected tables you might need to
work with more than one at a time to enter a set of data. However, with forms it is possible to enter data into
multiple tables at once, all in one place. Database designers can even set restrictions on individual form
components to ensure all of the needed data is entered in the correct format. All in all, forms help keep data
consistent and organized, which is essential for an accurate and powerful database.

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 5.3.2 Creating a Form in Microsoft Access Database

Activity 2
Dear learner, based on your knowledge on Microsoft Access, create a form of the table
you have already created in your Microsoft Access Database.

Creating forms for your database can make entering data more convenient. When you create a form, you
can design it in a way that works with your database and that makes sense to you.
Access makes it easy to create a form from any table in your database. Any form you create from a table will
let you view the data that is already in that table and add new data. Once you have created a form, you can
modify it by adding design controls like labels, combo boxes and command buttons.

So, you will learn how to create a form by using Form Wizard command. Now, to create a form by using
Form Wizard command, you have to follow the following steps.

Steps

1. Open your Database.

2. Click the CREATE tab.

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3. Click Form Wizard. You will see a Form Wizard Dialog Box as shown below

4. Click the Drop-Down Arrow next to the Table/Queries field and then click the Table or Query from
which you want to select fields. For Example, Select the Table Students

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5. Click a field and then click the Single-Right Arrow (>) to select a single field, click the Double-Right
Arrows (>>) to select all fields. You may also click a field and then click the Single-Left Arrow (<)
to deselect a single field, or click the Double-Left Arrow (<<) to deselect all fields. Then, after
selecting the fields, selected fields will appear in the Form Wizard dialog box as shown below.

6. Click Next. The Form Wizard moves to the next page displaying the Form Layouts such as
Columnar, Tabular, Datasheet and Justified as shown below.

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7. Select the Form Layout such as Columnar and Click Next. The Form Wizard moves to the next
page where you are asked to type the Title of the Form as shown below

8. Type the title you want to give your Form. Example, Students Form
9. Click Finish. You will see the Form View displaying a single record as shown below

10. You can use Navigation buttons located below on the Form View to navigate from one record to
another record, add new records and search records.
11. You can switch to the Form Design View and modify the form you have created. You can use the
Design controls such a Labels (for adding Titles and subtitles on the form), Combo Box (for creating

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 Combo Boxes) and Button (for adding Command buttons on the form such as Adding Records,
Finding Records, Deleting Records and Closing a form).

5.3.3 Adding Design Controls in a Form

Activity 3
Dear learner, based on your knowledge on Microsoft Access, open Microsoft Access
Form and add the following Design Controls.
i. Combo Boxes
ii. Command buttons
iii. Subforms

Design controls set restrictions on the fields in your forms. This helps you better control how the data is
entered into your forms, which in turn helps keep the database consistent.

Any graphic object that appears on forms and reports is called a control. A text box used to enter and display
information, a text label, a combo box and a command button are all examples of controls.

The table below shows a list of some of the controls you can add and what they do.

Controls

Click this button and then click the control you want to select. To select
multiple controls, click this button and hold down the Shift key as you
Select
click each control, or drag a rectangle around all controls you want to
select.

Creates a text box that displays information from a table and query. You
Text Box
can also use text boxes to simply enter text.

Creates a static text label that is the same for every record, such as a
Label
heading. Most controls already have a text label attached.

Button Creates a button that runs a macro or Visual Basic function.

Enables you to create tabs (like the ones found in some dialog boxes) to
Tab Control
include more than one page of controls on the form.

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Controls

Hyperlink Inserts a link to a webpage or file.

Inserts a control that allows the database user to access the computer’s
Web Browser Control
web browser.

Navigation Control Creates a control that allows the form to be navigated.

Creates a box around a group of option buttons so that the user is only
Option Group
allowed to make one selection from the group box.

Insert Page Break Inserts a page break.

Creates a drop-down box that lets the user enter text or select an item
Combo Box
from a list of options.

Chart Inserts a chart.

Line Enables you to draw a line.

Creates a toggle button that allows you to display and enter data from a
Toggle Button
Yes/No field.

List Box Creates a box that lets the user select an item from a list of options.

Rectangle Enables you to draw a rectangle.

Creates a box that is checked or unchecked. Use to enter data from a

Check box
Yes/No field.

Inserts an OLE object that is not bound to a field in the current database.
Unbound Object Frame Use an Unbound Object Frame to display information from an external
source or program, such as a spreadsheet, graphic, or other file.

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 Controls

Attachment Provides the option to include an attachment.

Creates an option button (or radio button) that allows the user to make a
Option Button single selection from two or more choices. Option buttons are normally
used with the Option Group control.

Inserts another form within the main form. Use when you want to show
Subform/Subreport
data from a one-to-many relationship.

Inserts an OLE object that is bound to a field in the database. Use Bound
Bound Object Frame Object Frames to display pictures or other OLE information in the
database.

Image Displays a picture or graphic file that you specify.

a) Creating Combo Boxes

A combo box is a drop-down list you can use in your form in place of a field. Combo boxes limit the
information users can enter by forcing them to select only the options you have specified. Combo boxes are
useful for fields that have a limited number of possible valid responses. For instance, you might use a combo
box to make sure people only choose the classes that already exist in your database such as Form One,
Form Two, Form Three and Form Four.

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Now, suppose you want to create a Combo Box labelled as Class which stores the values named Form
One, Form Two, Form Three and Form Four. To create a combo box, you have to follow the following steps.

Steps

1. Open the Form in Design View. The form will appear as shown below

2. Delete the Label and Text Box for the Class Field from the form. The form will appear as shown
below

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3. Click DESIGN Tab.

4. Select Combo Box from the ‘Controls’.

5. Select the desired location for the combo box. Then Drag and Drop inside the Form. The Combo
Box Wizard will appear as shown below.

6. Select ‘I Will type in the values that I want’ from the Combo Box Wizard
7. Click Next and enter the values as shown below

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8. Click Next.
9. Select the Class field that will store the values you have entered as shown below.

10. Click Next. Type the Name of the Field as shown below.

11. Click Finish.

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 12. The created combo will look like as shown below.

13. Format the Combo Box and Save the changes.

b) Creating Command Buttons

A command button creates a button that runs a macro or Visual Basic function. Command Buttons are
created on the form to quickly perform some specific actions and tasks such Adding new records, Finding
records, Deleting records, Opening Forms, Closing Forms, Closing Databases, Opening Queries and
Previewing Reports.

When you create a command button, you specify an action for it to carry out when clicked. By including
commands for common tasks right in your form, you are making the form easier to use. Access offers many
different types of command buttons, but they can be divided into the following six main categories:

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 SN Category Action
1. Record Navigation Command Buttons They allow you to move among the records in your
database. You can create the Command buttons to
do the actions like Find Record, Go to First Record,
Go to Last Record, Go to Next Record and Go to
Previous Record.
2. Record Operation Command Buttons They let you to create the Command Buttons to do
actions like Add New Records, Delete Records, Save
Record and Print A Record.
3. Form Operation Command Buttons They allow you to create the Command Buttons to
perform actions like Open Form and Close Form.
4. Report Operation command buttons They allow you to create the Command Buttons to
perform actions like Open Report and Preview
Report and Print Report.
5. Application Operation Command Button It lets you to create the Command Buttons to perform
actions like Quit Application.

6. Miscellaneous Operation Command They allow you to create the Command Buttons to
Buttons: perform actions like Print Table, Run Macro and Run
Query.

Suppose you want to create a Command button for Adding New Records in a table. To create this command
button you have to follow the following steps.

Steps

1. Open the Form in Design View as shown below

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2. Click DESIGN Tab as shown below

3. Select Button from the ‘Controls’

4. Select the desired location for the Command Button. Drag inside the Form Design View. You will
see a Command Button Wizard as shown below.

5. Select the Category and an Action as shown above. Here we have selected Record Operations
Category and Add New Record Action.

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6. Click Next. Then select Picture option if you want to use a picture as the label of a Command
Button otherwise select Text option if you want to use a Text as the label of a Command Button.
Here we have selected the text as shown below.

7. Click Next. You will see a dialog box as shown below

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8. Click Finish. You will see the Command Button on the form as shown below

9. You are also advised to give a Command Button a name based on the action it does. For example,
you can change the command button “Add Record’ as ‘Add New Student’.
10. Finally, you should save the changes that you have made on a form.

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c) Adding Subforms to the Main Form

A Subform is a form within a form. It is generally used whenever you want to display data from multiple tables
where there is a one-to-many relationship. For example, if you have created a form from a table with records
that are linked to another table, your form probably includes a Subform. Therefore, A Subform is a datasheet
form that displays linked records in a table-like format. For instance, the Subform included in
the students form you just created displays linked Programs attended.
Hence, to add a Subform (Programs Form) to the Main Form (Students Form) you have to follow the following
steps.

Steps

1. Open the Main Form in Design View.

2. On the Design tab, in the Controls group, click the Drop Down-Arrow to display all the Controls
gallery, and ensure that Use Control Wizards is selected.
3. On the Design tab, in the Controls group, click the Subform/Subreport button. This is as shown
below

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4. Click on the form where you want to place the Subform and drag in it. When you stop dragging and
release the left button of the mouse, you will see the dialog box as shown below.

5. Select Use an existing form

6. Select the Form. Example; Programs Form
7. Select Next. You will see the dialog box as shown below

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8. Select Define my own. Select the Primary key (ID) in the Main Form (Students Form) and
Foreign Key (ID) in the Subform (Programs Form). This is as shown in dialog box below

9. Click Next. Type the name of the Subform as shown in the dialog box below. Example, Programs
attended

10. Click Finish.

11. Format the Subform and save the changes.

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Note

The form contains navigation buttons that you can use to enter and view the data in the
tables. The navigation buttons at the foot of the screen which you can use to move
through the records in the tables include First Record, Previous Record, Next Record
and Last Record. You can also enter a new record by clicking the New (blank) record
button.

Summary
Dear learner, in this lesson you have learned about Forms. You have learned that
Forms are used for entering, modifying, viewing and deleting records. The reason
forms are used so often is that they are an easy way to guide people toward
entering data correctly. When you enter information into a form in Access, the data
goes exactly where the database designer wants it to go. Data can go in one or
more related tables.

You have also learned about Design Controls. Design controls set restrictions on
the fields in your forms. This helps you better control how the data is entered into
your forms, which in turn helps keep the database consistent.

Any graphic object that appears on forms and reports is called a control. For
example, a Text Box used to enter and display information, a text label, a combo
box and a command button are all examples of controls.

Finally, you learned about Subforms. A Subform is a form within a form. It is

generally used whenever you want to display data from multiple tables where there
is a one-to-many relationship. For example, if you have created a form from a table
with records that are linked to another table, your form probably includes
a Subform. Therefore, A Subform is a datasheet form that displays linked records
in a table-like format. For instance, the Subform included in the students form you
just created displays linked Programs attended.

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Self-Assessment
Dear learner,
1. Briefly explain the following terms as applied in Microsoft Access.
a) Microsoft Access Database File
b) Microsoft Access Table
2. a) Create a Database named MVTTC Employees.
b) Create a Table with the following fields

Field Name Data Type

REGNO Number
EMPLOYEE NAME Short Text
SEX Short Text
DATE OF BIRTH Date/Time
TITLE Short Text

c) Set REGNO as a Primary Key

3. Save the Table as Employees
4. Create a Form for Employees Table and save it as Employee Form
5. Create the Combo Box for Sex and Title fields with the following values
a) Sex: Female and Male
b) Title: Teacher, Accountant and Driver
6. Create the command buttons on the form which will perform the following actions
a) Adding New Employee
b) Deleting Employee
c) Find Employee
d) Go To Next Employee
e) Go To Previous Employee
f) Close Form.
7. Use the form to enter 10 records in a Database.
8. Create another form with the following fields.
Field Name Data Type
SNO Number
MONTH Short Text
BASIC SALARY Currency
PAYMENT DATE Date/Time
REGNO Number
9. Save the form as Employees’ Payments.
10. Make the form Employees’ Payments a Subform of Employees Form
11. Enter the Payments for each employee.

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Reflections
Dear learner, briefly explain the following terms as applied in Microsoft Access Forms.
a) A Form
b) Combo Box
c) Command Button
d) Subform

Further Readings
1. Cox, J and Lambert, J (2013). Microsoft Access Step by Step. Retrieved on
December 11, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669086/samplepages/97807356
69086.pdf
2. Khanal, and Kathmandu, K (2014). Microsoft Access Short Questions and Answers
with Illustrations. Retrieved on December 11, 2021 from
https://mcqsets.com/dwnld/MS-Access-Short-Questions-Answers.pdf
3. Lauesen, S (2011) Microsoft Access Tutorial. Retrieved on December 11, 2021 from
https://www.itu.dk/people/slauesen/UID/AccessTutorial.pdf
4. Smith J, (2021). Microsoft Access Tutorial: MS Access with Example [Easy Notes].
Retrieved on December 11, 2021 from https://www.guru99.com/ms-access-
tutorial.html
5. Murray, D (2016). Microsoft Access 2016 Tutorial and Lab Manual. Retrieved on
December 11, 2021 from
http://mgt2.buffalo.edu/departments/mss/djmurray/mgs351/Access_2016_Textbook
_OER.pdf.
6. Rabelo, J (2020). Primary Key. Retrieved on December 11, 2021 from
https://www.techopedia.com/definition/5547/primary-key
.

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 Lesson Four

5.4 Managing Data with Queries

5.4.0 Introduction

Dear learner, welcome to Lesson Four. In this lesson you will learn how to manage data with queries by using
Microsoft Access. This will provide you with the basic knowledge and skills to manage data by using Microsoft
Access queries.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Explain the term Microsoft Access Query
b) Create a Query in Microsoft Access Database
c) Create a Formula in Microsoft Access Query

5.4.1 Microsoft Access Query

Activity 1
Dear learner, based on your knowledge on Microsoft Access, explain Microsoft Access
Queries.

Queries are a fundamental means of accessing and displaying data from tables. Queries can access a single
table or multiple tables. A query extracts specific data from one or more tables based on search criteria. You
can use a query to answer simple questions, to perform calculations, to combine data from different tables,
or even to sort, add, change, or delete table data.

a) Types of queries in Microsoft Access

The many different types of queries that Access provides give you many different ways to select and
view specific data in your database. You choose the type of query, choose fields you want to see, and
define criteria to limit the data shown as necessary. The following list includes the types of queries
available in Access.

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i) Select Queries

Select query is the simplest and the most common type of query. It retrieves data from one or more tables
depending on what is needed and displays the result in a datasheet. Select query also use to group records
and calculate sums, counts, averages, and other types of totals.

ii) Action Queries

Database undergoes a specific action depending on what was specified in the query itself is known as action
query. This can include such things as creating new tables, deleting rows from existing ones and updating
records or creating entirely new ones. Action queries are very popular in data management because they
allow for many records to be changed at one time.

There are four types of action queries:

 Append Queries: An append query add records from one or more tables to the end of one or more
tables. For example, you have some new students and a database containing a table of information
on those students. To avoid typing all this information into your own database, you can append it to
your students table.
 Update Queries: An update query makes global changes to a group of records in one or more
tables. For example, you can increase student’s school fees by 20 percent for the students within a
certain class category. With an update query, you can change data in existing tables.
 Delete Queries: A delete query deletes a group of records from one or more tables. Delete queries
always delete entire records, not just selected fields within records. For example, you could use a
delete query to remove students who have not reported to school.
 Make-Table Queries: A make-table query creates a new table from all or part of the data in one or
more tables. Make-table queries are helpful for creating a table to export to other Microsoft Access
databases or a history table that contains old records. Making a backup copy of a table automatically
by using a macro or code.

iii) Advanced Filter/Sort

The simplest kind of query, Advanced Filter/Sort allows you to find and sort information from a single table in
the database. This option is available from any datasheet by clicking Advanced in the Sort & Filter group of
the Home tab on the Ribbon and choosing Advanced Filter/Sort.

iv) Totals or Summary Query

These queries are a subset of select queries, but they allow you to calculate a sum or some other aggregate
(such as an average) rather than displaying each individual record.

v) Parameter Query

A query that asks you for one or more pieces of information before displaying the datasheet.

vi) AutoLookup Query

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A query that fills in information for you. (AutoLookup queries are covered later in this tutorial.)

vii) Crosstab Query

Most tables in Access, including ones generated by queries, have records down the side and field names
across the top. Crosstab queries produce tables with the values from one field down the side and values from
another field across the top of the table. A crosstab query performs a calculation; it sums, averages, or counts
data that is categorized in two ways, as defined by the row and column labels.
Hence, Select queries are the most common type of queries used in Access. In fact, select queries are the
most general type of query, and all the other query types add features to select queries. When you define a
select query, you use the design grid to select which fields and records to display in the new datasheet. The
skills you use to define select queries are also used to define the other types of queries.

b) Query Criteria

A criterion is similar to a formula. It is a string that may consist of field references, operators, and constants.
Query criteria are also referred to as expressions in Access. The following are some of the criteria which are
used in Microsoft Access

i) Criteria for Text, Memo, and Hyperlink fields

The following examples are some of the Criteria for Text, Memo, and Hyperlink fields.

To include records Use this criterion Query Result

that…
Exactly match a value, "Tanzania" Returns records where the CountryRegion
such as Tanzania field is set to Tanzania.
Do not match a value, Not "Tanzania" Returns records where the CountryRegion
such as Tanzania field is set to a country/region other than
Tanzania.
Begin with the specified Like Z* Returns records for all countries/regions
string, such as U whose names start with "Z", such as
Zambia, Zimbabwe, and so on.
Note: When used in an expression, the
asterisk (*) represents any string of
characters. It is also called a wildcard
character.
Do not begin with the Not Like Z* Returns records for all countries/regions
specified string, such as U whose names start with a character other
than "Z".
Contain the specified Like "*Kenya*" Returns records for all countries/regions
string, such as Korea that contain the string "Kenya".
Do not contain the Not Like "*Kenya*" Returns records for all countries/regions
specified string, such as that do not contain the string "Kenya".
Korea

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End with the specified Like "*nia" Returns records for all countries/regions
string, such as "nia" whose names end in "nia", such as
Tanzania and Albania.
Do not end with the Not Like "*nia" Returns records for all countries/regions
specified string, such as that do not end in "nia", such as Tanzania
"nia" and Albania.
Contain null (or missing) Is Null Returns records where there is no value in
values the field.
Do not contain null values Is Not Null Returns records where the value is not
missing in the field.
Contain zero-length strings "" (a pair of quotes) Returns records where the field is set to a
blank (but not null) value. For example,
records of sales made to another
department might contain a blank value in
the CountryRegion field.
Do not contain zero-length Not "" Returns records where the CountryRegion
strings field has a nonblank value.
Contains null values or "" Or Is Null Returns records where there is either no
zero-length strings value in the field, or the field is set to a
blank value.
Is not empty or blank Is Not Null And Not "" Returns records where the CountryRegion
field has a nonblank, non-null value.
Follow a value, such as >= "Tanzania" Returns records of all countries/regions,
Tanzania, when sorted in beginning with Tanzania and continuing
alphabetical order through the end of the alphabet.
Fall within a specific range, Like "[A-T]*" Returns records for countries/regions
such as A through T whose names start with the letters "A"
through "T".
Match one of two values, "Tanzania" Or "Zambia" Returns records for Tanzania and Zambia.
such as Tanzania or
Zambia.
Contain one of the values In("Tanzania", "Albania", Returns records for all countries/regions
in a list of values "Kenya", "Zambia") specified in the list.
Contain certain characters Right([CountryRegion], 1) = Returns records for all countries/regions
at a specific position in the "y" where the last letter is "y".
field value
Satisfy length Len([CountryRegion]) > 10 Returns records for countries/regions
requirements whose name is more than 10 characters
long.
Match a specific pattern Like "Chi??" Returns records for countries/regions, such
as China and Chile, whose names are five
characters long and the first three
characters are "Chi".

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Note

The characters? and _, when used in an expression, represent a single character —

these are also called wildcard characters. The character _ cannot be used in the same
expression with the? Character, nor can it be used in an expression with the * wildcard
character. You may use the wildcard character _ in an expression that also contains
the % wildcard character.

ii) Criteria for Number, Currency, and AutoNumber fields

The following examples are some of the Criteria for Number, Currency, and AutoNumber fields.

To include records Use this criterion Query Result

that...
Exactly match a 100 Returns records where the value is 100.
value, such as 100
Do not match a Not 1000 Returns records where the value is not 1000.
value, such as 1000
Contain a value < 100 Returns records where value is less than 100 (<100).
smaller than a <= 100 The second expression (<=100) displays records
value, such as 100 where the value is less than or equal to 100.
Contain a value >99.99 Returns records where the value is greater than 99.99
larger than a value, >=99.99 (>99.99).
such as 99.99 The second expression displays records where the
value is greater than or equal to 99.99.
Contain one of the 20 or 25 Returns records where the value is either 20 or 25.
two values, such as
20 or 25
Contain a value that >49.99 and <99.99 Returns records where the value is between (but not
falls with a range of -or- including) 49.99 and 99.99.
values Between 50 and 100
Contain a value that <50 or >100 Returns records where the value is not between 50
falls outside a range and 100.
Contain one of In(20, 25, 30) Returns records where the value is either 20, 25, or
many specific 30.
values
Contain a value that Like "*4.99" Returns records where the value ends with "4.99",
ends with the such as 4.99, 14.99, 24.99, and so on.
specified digits
Contain null (or Is Null Returns records where no value is entered in the field.
missing) values
Contain non-null Is Not Null Returns records where the value is not missing in the
values field.

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iii) Criteria for Date/Time fields
The following examples are some of the Criteria for Date/Time fields

To include records Use this Criterion Query Result

that ...
Exactly match a #2/2/2006# Returns the records where the date is 2/2/2006.
value, such as Remember to surround date values with the #
2/2/2006 character so that Access can distinguish between
date values and text strings.
Do not match a Not #2/2/2006# Returns records on a day other than Feb 2, 2006.
value, such as
2/2/2006
Contain values that < #2/2/2006# Returns records where the date is before 2/2/2006.
fall before a certain To view the records where the date is on or before
date, such as 2/2/2006, use the <= operator instead of
2/2/2006 the < operator.

Contain values that > #2/2/2006# Returns records where the date is after 2/2/2006.
fall after a certain To view the records where the date is on or after
date, such as 2/2/2006, use the >= operator instead of
2/2/2006 the > operator.
Contain values that >#2/2/2006# and Returns records where the date is between
fall within a date <#4/2/2006# 2/2/2006 and 4/2/2006.
range You can also use the Between operator to filter for a
range of values, including the end points. For
example, Between #2/2/2006# and #4/2/2006# is
the same as >=#2/2/2006# and <=#4/2/2006# .
Contain values that <#2/2/2006# or Returns records where the date is before 2/2/2006
fall outside a range >#2/4/2006# or after 4/2/2006.
Contain one of two #2/2/2006# or #3/2/2006# Returns records where the date is either 2/2/2006 or
values, such as 3/2/2006.
2/2/2006 or 3/2/2006
Contain one of many In (#1/2/2006#, Returns records where the date is 1/2/2006,
values #1/3/2006#, #1/4/2006#) 1/3/2006, or 1/4/2006.
Contain today's date Date() Returns records on the current day.
Contain yesterday's Date()-1 Returns records that took place the day before the
date current day.
Contain tomorrow's Date() + 1 Returns records that took place the day after the
date current day.
Contain a date that < Date() Returns records that took place before today.
occurred in the past
Contain a date that > Date() Returns records that will take place after today.
occurs in the future

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 5.4.2 Creating a Microsoft Access Query

Activity 2
Dear learner, based on your knowledge and skills on Microsoft Access, create a query
that selects all form one students from students table that you have created before.

When you want to select specific data from one or more tables, you can use a select query. A select query
helps you retrieve only the data that you want, and also helps you combine data from several tables. You
can use tables and other select queries as data sources for a select query. The following are the steps for
creating a select query by using the Query Design View.

Steps

1. Select CREATE tab.

2. Click Query Design. You will see the Query Design View as shown below.

3. Select the Table/Query as shown above. Here, you have to select Students table.
4. Click Add.
5. Click Close.

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6. Enter all the Fields in the ‘Query Design View’ either by double clicking. You can also select the
fields one after another on row labelled Field by clicking the drop down arrow and selecting the
desired field name.

7. Enter the Criteria "Form One" in the Query Design View as shown below

8. Save the Query. Example, Save as Form One Students.

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 5.4.3 Creating Formulas in Microsoft Access Query

Activity 3
Dear learner, based on your knowledge and skills on Microsoft Access, create a Table
with the fields No, Year of Study, School Fee, Registration Fee, Caution Money, Total
Fee and Payment Date. Save the table as School Fees. Using the table, create a query
that calculates the Total Amount given that; Total Fee = School Fee + Registration Fee
+ Caution Money. Save your query as School Fees Information.

In an Access database a table is a simple storage container for data. If you need to do calculations based on
data in the table, you should do that in a query based on that table. You can then display the data of the
query, including the calculated fields, in a datasheet, form or report. Now, to create a formula in Microsoft
Access Query, you have to follow the following steps.

Steps

1. Select CREATE Tab as shown below

2. Click Query Design command.

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3. Select the Table. For example, select School Fees as shown below

4. Click Add
5. Click Close
6. Enter all the Fields in the ‘Query Design View’ either by Double Clicking or selecting one after
another as shown below in a Query Design View.

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7. Type Formula in the Query Design to calculate the Total Fee View as shown in an example below

8. Save the Query. For example, you can save the Query as School Fees Information.
9. Run the Query to display the data.

Note
Dear learner, when you are writing the formulas in a Query Design View you have to
consider the following things.

4. Make sure that you open a Query in a Query Design View.

5. The formula should start with Colon symbol (:) after the field name.
6. The fields which are written after Colon symbol (:) in a formula must be enclosed by
Square Brackets [ ].

Example; Total Fee:[School Fee]+[Registration Fee]+[Caution Money]

7. The arithmetic operations such as Addition (+), Subtraction (-), Multiplication (*)
and Division (/) are always applicable in performing different calculations.
8. Percentages should be converted into fractions when writing a formula.

Example; 25% should be written as 25/100.

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Summary
Dear learner, in this lesson you have learned about Queries. Queries are a fundamental
means of accessing and displaying data from tables. Queries can access a single table
or multiple tables. A query extracts specific data from one or more tables based on
search criteria. You can use a query to answer simple questions, to perform
calculations, to combine data from different tables, or even to sort, add, change, or
delete table data.

There are many types of queries in Access. Some of them include Select Queries,
Action Queries Advanced Filter/Sort, Totals or Summary Query, Parameter Query,
AutoLookup Query and Crosstab Query.

You have also learned about Query Criteria. A criterion is similar to a formula. It is a
string that may consist of field references, operators, and constants. Query criteria are
also referred to as expressions in Access. The criteria which are used in Microsoft
Access include Criteria for Text, Memo, and Hyperlink fields; Criteria for Number,
Currency, and AutoNumber fields; and Criteria for Date/Time fields.

Dear learner, you have also learned how to make calculations in Queries. You have
learned that when you are writing a formula in a Query you have to consider the
following things.
i) Make sure that you open a Query in a Query Design View.
ii) The formula should start with Colon symbol (:) after the field name.
iii) The fields which are written after Colon symbol (:) in a formula must be enclosed
by Square Brackets [ ].
Example; Total Fee:[School Fee]+[Registration Fee]+[Caution Money]
iv) The arithmetic operations such as Addition (+), Subtraction (-), Multiplication
(*) and Division (/) are always applicable in performing different calculations.
v) Percentages should be converted into fractions when writing a formula.
Example; 25% should be written as 25/100.

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Self-Assessment
Dear learner,
1. Define the following terms as applied in Microsoft Access.
a) Microsoft Access Query
b) Query Criteria
2. a) Create a Database named MVTTC Employees.
b) Create a Table with the following fields

Field Name Data Type

REGNO Number
EMPLOYEE NAME Short Text
SEX Short Text
DATE OF BIRTH Date/Time
TITLE Short Text

c) Set REGNO as a Primary Key

3. Save the Table as Employees
4. Enter the following data in a Database
REGNO EMPLOYEE SEX DATE OF TITLE
NAME BIRTH
1 Jay Mussa Male 30/02/1995 Teacher
2 Amina Ally Female 15/06/1998 Accountant
3 Kenny James Male 20/04/2000 Teacher
4 Maria Amani Female 17/12/1999 Driver
5 Agatha John Female 21/03/2002 Accountant
6 David Morris Male 05/05/2004 Driver
5. Select all teachers
6. Select all drivers
7. Select accountants
8. Select all employees who were born before 01/01/2000
9. Select all employees who were born on and after 01/01/2000

Reflections
Dear learner, briefly explain the types queries.

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Further Readings
1. Cox, J and Lambert, J (2013). Microsoft Access Step by Step. Retrieved on
December 11, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669086/samplepages/97807356
69086.pdf
2. Khanal, and Kathmandu, K (2014). Microsoft Access Short Questions and Answers
with Illustrations. Retrieved on December 11, 2021 from
https://mcqsets.com/dwnld/MS-Access-Short-Questions-Answers.pdf
3. Lauesen, S (2011) Microsoft Access Tutorial. Retrieved on December 11, 2021 from
https://www.itu.dk/people/slauesen/UID/AccessTutorial.pdf
4. Smith J, (2021). Microsoft Access Tutorial: MS Access with Example [Easy Notes].
Retrieved on December 11, 2021 from https://www.guru99.com/ms-access-
tutorial.html
5. Murray, D (2016). Microsoft Access 2016 Tutorial and Lab Manual. Retrieved on
December 11, 2021 from
http://mgt2.buffalo.edu/departments/mss/djmurray/mgs351/Access_2016_Textbook
_OER.pdf.
6. Rabelo, J (2020). Primary Key. Retrieved on December 11, 2021 from
https://www.techopedia.com/definition/5547/primary-key
.

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 Lesson Five

5.5 Managing Data with Reports

5.5.0 Introduction

Dear learner, welcome to Lesson Five. In this lesson you will learn how to manage data with reports by using
Microsoft Access. This will provide you with the basic knowledge and skills to manage data by using Microsoft
Access Reports.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Explain the term Microsoft Access Report
b) Create a Report in Microsoft Access Database
c) Export Reports to another Programs

5.5.1 Microsoft Access Reports

Activity 1
Dear learner, based on your knowledge on Microsoft Access, explain Microsoft Access
Reports.

Reports are what you use to summarize and present data in the tables. A report can be run at any time, and
will always reflect the current data in the database. Reports are generally formatted to be printed out, but
they can also be viewed on the screen, exported to another program, or sent as e-mail message.

5.5.2 Creating Microsoft Access Reports.

Activity 2
Dear learner, based on your knowledge on Microsoft Access, create Microsoft Access
Report from Students Table that you have already created.

Dear learner, Microsoft Access Reports can be created from Table and Queries. Now, to create Microsoft
Access Report, you have to follow the following steps.

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Steps

1. Open the Database

2. Select CREATE tab

3. Click Report Wizard. You will see the Report Wizard Dialog Box as shown below
4. Click the Drop Down Arrow next to the Table/Queries option field and then click the Table or Query
from which you want to select fields. For example, here we have selected Students table as shown
below.

5. Click a field and then click the Single-Right Arrow (>) to select a single field. You can also click the
Double-Right Arrows (>>) to select all fields. Then, you can click a field and then click the Single-
Left Arrow (<) to deselect a single field, or click the Double-Left Arrow (<<) to deselect all fields.

347
6. After selecting the fields, the Report Wizard Dialog Box will appear as shown below.

5. Click Next. The Report Wizard moves to the next page as shown below.

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6. Click Next. The Report Wizard moves to the next page as shown below.

7. Click the Drop Down-Arrow and then select the field you want to Sort. For example, you can select
ID as shown above and then sort by either Ascending or Descending order. You can sort up to
four levels.
8. Click Next. The Report Wizard moves to the next page as shown below.

9. You can choose the layout and orientation of your report. For example, you can choose Tabular
Layout and Portrait Orientation as shown above.

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10. Click Next. The Report Wizard moves to the next page as shown below

11. Type the title of the report. For example, Students Report
12. Click Finish.

13. You can modify your report and save the changes. To modify the Report, you have to switch it to
the Layout View or Design View.

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 5.5.3 Exporting Reports to another Programs

Activity 3
Dear learner, based on your knowledge on Microsoft Access, export Microsoft Access
Report that you have already created to Microsoft Excel.

Exporting is the process saving the information in a database in a format that can be accessed by other
programs such Microsoft Excel and Portable Document Format (PDF). You can export a table, query, form,
or report.

a) Common scenarios for exporting data to Excel

 Suppose your department uses both Access and Excel to work with data. You store the data in
Access databases, but you use Excel to analyze the data and to distribute the results of your
analysis.
 You are a long-time user of Access, but your manager prefers to work with data in Excel. At regular
intervals, you do the work of copying the data into Excel, but you want to automate this process to
save yourself time.

b) Exporting data to Excel

Access does not include a “Save As” command for the Excel format. To copy data to Excel, you must use
the Export feature. You can export a table, query, form, or report. You can also export selected records in
a multiple-record view, such as a datasheet.
Therefore, when you export data to Excel, Access creates a copy of the selected data, and then stores
the copied data in a file that can be opened in Excel. If you copy data from Access to Excel frequently,
you can save the details of an export operation for future use, and even schedule the export operation to
run automatically at set intervals.
Dear learner, to export the Microsoft Access Report to Microsoft Access, you have to follow the following
steps.
1. Open the Database
2. Click External Data tab

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3. Select Export to Excel spreadsheet Command

4. Click Browse to select the location where a file will be saved. For example, Desktop or My
Documents.
5. Select an export option. For example, you can select an option, “Open the destination file after the
export operation is complete.
6. Click OK button. The Report will be exported to Microsoft Excel as shown below

7. Finally, you have to format the worksheet. For example, you can resize the Columns and Rows
and apply Borders.

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Summary
Dear learner, in this lesson you have learned about Reports. Reports are what you use
to summarize and present data in the tables. A report can be run at any time, and will
always reflect the current data in the database. Reports are generally formatted to be
printed out, but they can also be viewed on the screen, exported to another program,
or sent as e-mail message.

You have also learned about Exporting Data. Exporting is the process saving the
information in a database in a format that can be accessed by other programs such
Microsoft Excel and Portable Document Format (PDF). You can export a table, query,
form, or report.

a) The common scenarios for exporting data to Excel

The following are the examples of common scenarios for exporting data to Excel.
 Suppose your department uses both Access and Excel to work with data. You store
the data in Access databases, but you use Excel to analyze the data and to
distribute the results of your analysis.
 You are a long-time user of Access, but your manager prefers to work with data in
Excel. At regular intervals, you do the work of copying the data into Excel, but you
want to automate this process to save yourself time.

b) Exporting data to Excel

Access does not include a “Save As” command for the Excel format. To copy data
to Excel, you must use the Export feature. You can export a table, query, form, or
report. You can also export selected records in a multiple-record view, such as a
datasheet.
Therefore, when you export data to Excel, Access creates a copy of the selected
data, and then stores the copied data in a file that can be opened in Excel. If you
copy data from Access to Excel frequently, you can save the details of an export
operation for future use, and even schedule the export operation to run automatically
at set intervals.

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Self-Assessment
Dear learner,
1. Define the following terms as applied in Microsoft Access.
c) Microsoft Access Query
d) Query Criteria
2. a) Create a Database named MVTTC Employees.
b) Create a Table with the following fields

Field Name Data Type

REGNO Number
EMPLOYEE NAME Short Text
SEX Short Text
DATE OF BIRTH Date/Time
TITLE Short Text

d) Set REGNO as a Primary Key

3. Save the Table as Employees
4. Enter the following data in a Database
REGNO EMPLOYEE SEX DATE OF TITLE
NAME BIRTH
1 Jay Mussa Male 30/02/1995 Teacher
2 Amina Ally Female 15/06/1998 Accountant
3 Kenny James Male 20/04/2000 Teacher
4 Maria Amani Female 17/12/1999 Driver
5 Agatha John Female 21/03/2002 Accountant
6 David Morris Male 05/05/2004 Driver
5. Create a report for all employees
6. Create a report for all teachers
7. Create a report for all drivers
8. Create a report for all accountants
9. Create a report for all employees who were born before 01/01/2000
10. Create a report for all employees who were born on and after 01/01/2000

Reflections
Dear learner, you have been working with Microsoft Access to store the students’
Examination results. Your supervisor who is always working with Microsoft Excel needs
the students’ Examination results report in Microsoft Excel format. Explain step by step
what you will do in order to present the results to your supervisor in Microsoft Excel format.

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Further Readings
1. Cox, J and Lambert, J (2013). Microsoft Access Step by Step. Retrieved on
December 11, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669086/samplepages/97807356
69086.pdf
2. Khanal, and Kathmandu, K (2014). Microsoft Access Short Questions and Answers
with Illustrations. Retrieved on December 11, 2021 from
https://mcqsets.com/dwnld/MS-Access-Short-Questions-Answers.pdf
3. Lauesen, S (2011) Microsoft Access Tutorial. Retrieved on December 11, 2021 from
https://www.itu.dk/people/slauesen/UID/AccessTutorial.pdf
4. Smith J, (2021). Microsoft Access Tutorial: MS Access with Example [Easy Notes].
Retrieved on December 11, 2021 from https://www.guru99.com/ms-access-
tutorial.html
5. Murray, D (2016). Microsoft Access 2016 Tutorial and Lab Manual. Retrieved on
December 11, 2021 from
http://mgt2.buffalo.edu/departments/mss/djmurray/mgs351/Access_2016_Textbook
_OER.pdf.
6. Rabelo, J (2020). Primary Key. Retrieved on December 11, 2021 from
https://www.techopedia.com/definition/5547/primary-key
.

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 Lesson Six

5.6 Creating Macros

5.6.0 Introduction

Dear learner, welcome to Lesson Six. In this lesson you will learn how to create Macros in Microsoft Access
Database. This will provide you with the basic knowledge and skills to manage data in Microsoft Access
Databases by using Macros.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Explain the term Macro
b) Create Macro in Microsoft Access Database

5.6.1 Microsoft Access Macros

Activity 1
Dear learner, based on your knowledge and skills that you have in Microsoft Access,
create a Macro that will open the Student Form.

Macros in Access are used to add functionality to the Database. Macros contain actions that perform tasks,
such as opening and closing forms, reports and queries.

Dear learner, in this lesson you will learn how to create a Macro that will open Students Form. Now, to
create a Micro that will open the form you have to follow the following steps.

Steps

1. Open the Database

2. Click CREATE tab as shown below

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3. Click Macro. A Micro dialog box will be displayed as shown below.

4. Click the Drop Down Arrow and select an action as shown below. The action which has been
selected is OpenForm.

5. Select the Form Name as shown below. The form which has been selected is Students Form

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6. Save the Macro as Autoexec. The form will be opening automatically when you open your
database.

Note

Dear learner, you should save the Macro as Autoexec to make the form open
automatically when you open your database.

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Summary
Dear learner, in this lesson you have learned about Macros. A Macro is a tool that
allows you to automate tasks and add functionality to your forms, reports, and controls.
Macros in Access work a bit different from Macros in Word or Excel, where you
essentially record a series of keystrokes and play them back later.
Access Macros are built from a set of predefined actions, allowing you to automate
common tasks, and add functionality to controls or objects.
Macros can be standalone objects viewable from the Navigation pane, or embedded
directly into a Form or Report. Once you have created database objects like tables,
forms and reports, Macros can provide a quick and easy way to tie all those objects
together to create a simple database application that anyone can use or even modify,
with relatively little training.
Macros provide a way to run commands without the need to write or even know VBA
code, and there is a lot that you could achieve just with Macros.

Dear learner, when you are creating a Macro of any object such as a Form or a table,
you can save it as Autoexec to make it open automatically when you open your
database.

Self-Assessment
Dear learner,
1. Define the following terms as applied in Microsoft Access.
e) Microsoft Access Query
f) Query Criteria
2. a) Create a Database named MVTTC Employees.
b) Create a Table with the following fields

Field Name Data Type

REGNO Number
EMPLOYEE NAME Short Text
SEX Short Text
DATE OF BIRTH Date/Time
TITLE Short Text

c) Set REGNO as a Primary Key

3. Save the Table as Employees
4. Create a Macro that will open an Employees Table.

359
Reflections
Dear learner, explain the importance of Macros in Microsoft Access Databases.

Further Readings
1. Cox, J and Lambert, J (2013). Microsoft Access Step by Step. Retrieved on
December 11, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669086/samplepages/978073
5669086.pdf
2. Khanal, and Kathmandu, K (2014). Microsoft Access Short Questions and Answers
with Illustrations. Retrieved on December 11, 2021 from
https://mcqsets.com/dwnld/MS-Access-Short-Questions-Answers.pdf
3. Lauesen, S (2011) Microsoft Access Tutorial. Retrieved on December 11, 2021
from https://www.itu.dk/people/slauesen/UID/AccessTutorial.pdf
4. Smith J, (2021). Microsoft Access Tutorial: MS Access with Example [Easy Notes].
Retrieved on December 11, 2021 from https://www.guru99.com/ms-access-
tutorial.html
5. Murray, D (2016). Microsoft Access 2016 Tutorial and Lab Manual. Retrieved on
December 11, 2021 from
http://mgt2.buffalo.edu/departments/mss/djmurray/mgs351/Access_2016_Textboo
k_OER.pdf.
6. Rabelo, J (2020). Primary Key. Retrieved on December 11, 2021 from
https://www.techopedia.com/definition/5547/primary-key
.

360
 Lesson Seven

5.7 Microsoft Access Table Relationships

5.7.0 Introduction

Dear learner, welcome to Lesson Seven. In this lesson you will learn about the basic concepts of Microsoft
Access Table Relationships and how to create Microsoft Access Table Relationships. This will provide you
with the basic knowledge and skills to manage data in Microsoft Access Databases by using two or more
tables.

Learning Outcomes

Dear learner, after studying this lesson you should be able to:
a) Explain the explain the basic concepts of Microsoft Access Table Relationships
b) Create Microsoft Access Table Relationships

5.7.1 The Basic Concepts of Microsoft Access Table Relationships

Activity 1
Dear learner, based on your knowledge and skills that you have in Microsoft Access,
explain the term Table Relationship as applied in Databases.

A Table Relationship is an association between two tables that enables Access to pull together related data
that’s stored in multiple tables. Microsoft Access supports three types of Table Relationships.

1. One-to-One Table Relationship

It is a table relationship where a primary key value matches only one (or no) record in another table.

In this table relationship, each row in one database table is linked to one and only one other row in
another table.
In a one-to-one table relationship between, if you have Table A and Table B, each row in Table A is
linked to another row in Table B. The number of rows in Table A must equal the number of rows in Table
B.

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2. One-to-Many Table Relationship

It is the most common relationship, in which the primary key value matches none, one, or many records
in a related table.

In a one-to-many relationship, each row in the related to table can be related to many rows in the relating
table. This allows frequently used information to be saved only once in a table and referenced many
times in all other tables.

In a one-to-many relationship between Table A and Table B, each row in Table A is linked to none (0),
one (1) or many rows in Table B. The number of rows in Table A is almost always less than the number
of rows in Table B.

3. Many-to-Many Table Relationship

It occurs when both tables contain records that are related to more than one record. Access doesn’t
directly support a many-to-many relationship, so you must create a third table.

The third table is called a Mapping table or an “Associate table.” This table is required in order to
implement such a relationship. It contains a primary key and a foreign key to each of the data tables.

In a many-to-many relationship, one or more rows in a table can be related to none (0), one (1) or many
rows in another table. In a many-to-many relationship between Table A and Table B, each row in Table
A is linked to 0, 1 or many rows in Table B and vice versa.

5.7.2 Creating Microsoft Access Table Relationships

Activity 2
Dear learner, based on your knowledge and skills that you have in Microsoft Access, create
two tables named Students and School Fees. Create the relationship between the two
tables.

A Table relationship in Access helps you combine data from two different tables. Each relationship consists
of fields in two tables with corresponding data. For example, you might have ID field in a Students table and
in School Fees table. Each record in the School Fees table has a Student ID that corresponds to a record in
the Students table with the same Student ID.
Dear student, to create a table relationship by using the Relationships window, you have to follow the
following steps.

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1. On the Database Tools tab, in the Relationships group as shown below

2. Click Relationships. The Show Tabe dialog box will appear as shown below.

3. Select either Tables or Queries Tabs depending on the objects you want to use in Table
Relationships. In this Relationship you have to select Tables Tab in order to display the tables to be
used in creating relationships.
4. Select Students and click Add.
5. Select School Fees and Click Add
6. Click Close after you have finished adding tables to the Relationships document tab. The
Relationship document will appear as shown below

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7. Drag a field (typically the primary key, ID) from Students table to the common field (the foreign key,
ID) in the School Fees table. The Edit Relationships dialog box appears.

8. Verify that the field names shown are the common fields for the relationship. If a field name is
incorrect, click on the field name and select the appropriate field from the list. To enforce referential
integrity for this relationship, select the Enforce Referential Integrity check box. This is a One To
Many Table Relationship.

9. Click Create. Access draws a relationship line between the two tables as shown below.

10. Number 1 appears over the thick portion on one side of the relationship line, and the infinity symbol
(∞) appears over the thick portion on the on the other side of the line if the Enforce Referential
Integrity check box is selected.

364
11. Click Close. You will be asked to save the changes to the layout of Relationships as shown below.

12. Click Yes button to save the changes.

365
Summary
Dear learner, in this lesson you have learned about Table Relationships. A Table
Relationship is an association between two tables that enables Access to pull together
related data that’s stored in multiple tables. Microsoft Access supports three types of
Table Relationships.

3. One-to-One Table Relationship

It is a table relationship where a primary key value matches only one (or no) record
in another table.

In this table relationship, each row in one database table is linked to one and only
one other row in another table.
In a one-to-one table relationship between, if you have Table A and Table B, each
row in Table A is linked to another row in Table B. The number of rows in Table A
must equal the number of rows in Table B.

4. One-to-Many Table Relationship

It is the most common relationship, in which the primary key value matches none,
one, or many records in a related table.

In a one-to-many relationship, each row in the related to table can be related to

many rows in the relating table. This allows frequently used information to be saved
only once in a table and referenced many times in all other tables.

In a one-to-many relationship between Table A and Table B, each row in Table A

is linked to none (0), one (1) or many rows in Table B. The number of rows in Table
A is almost always less than the number of rows in Table B.

4. Many-to-Many Table Relationship

It occurs when both tables contain records that are related to more than one record.
Access doesn’t directly support a many-to-many relationship, so you must create
a third table.

The third table is called a Mapping table or an “Associate table.” This table is
required in order to implement such a relationship. It contains a primary key and a
foreign key to each of the data tables.

In a many-to-many relationship, one or more rows in a table can be related to none

(0), one (1) or many rows in another table. In a many-to-many relationship between
Table A and Table B, each row in Table A is linked to 0, 1 or many rows in Table
B and vice versa.

366
Self-Assessment
Dear learner,
1. Define the following terms as applied in Microsoft Access.
a) Table Relationships
b) Primary Key
c) Foreign Key
d) Referential Integrity
2. a) Create a Database named MVTTC Employees.
b) Create a Table with the following fields

Field Name Data Type

REGNO Number
EMPLOYEE NAME Short Text
SEX Short Text
DATE OF BIRTH Date/Time
TITLE Short Text

c) Set REGNO as a Primary Key

3. Save the Table as Employees
4. Create another Table with the following fields.
Field Name Data Type
SNO Number
MONTH Short Text
BASIC SALARY Currency
PAYMENT DATE Date/Time
REGNO Number
5. Save the form as Employees’ Payments.
6. Create a Table Relationships between Employees Table and Employees
Payments.
7. Use the form to enter 10 records in a Database.

Reflections
Dear learner, briefly explain the Types Table Relationships in Microsoft Access.

367
Further Readings
1. Cox, J and Lambert, J (2013). Microsoft Access Step by Step. Retrieved on
December 11, 2021 from
https://ptgmedia.pearsoncmg.com/images/9780735669086/samplepages/978073
5669086.pdf
2. Khanal, and Kathmandu, K (2014). Microsoft Access Short Questions and Answers
with Illustrations. Retrieved on December 11, 2021 from
https://mcqsets.com/dwnld/MS-Access-Short-Questions-Answers.pdf
3. Lauesen, S (2011) Microsoft Access Tutorial. Retrieved on December 11, 2021
from https://www.itu.dk/people/slauesen/UID/AccessTutorial.pdf
4. Smith J, (2021). Microsoft Access Tutorial: MS Access with Example [Easy Notes].
Retrieved on December 11, 2021 from https://www.guru99.com/ms-access-
tutorial.html
5. Murray, D (2016). Microsoft Access 2016 Tutorial and Lab Manual. Retrieved on
December 11, 2021 from
http://mgt2.buffalo.edu/departments/mss/djmurray/mgs351/Access_2016_Textboo
k_OER.pdf.
6. Rabelo, J (2020). Primary Key. Retrieved on December 11, 2021 from
https://www.techopedia.com/definition/5547/primary-key
.

368