UNITED REPUBLIC OF TANZANIA

Ministry of Health, Community

Development, Gender, Elderly and
Children

PST 04107Basic
Computer
Applications
NTA Level 4
Semester 1
Facilitator
Guide
 December 2016

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
ii
 Copyright © Ministry of Health, Community Development, Gender, Elderly and Children – 2016

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
iii
Table Contents
Table Contents iii
Background iv
Acknowledgment v
Introduction vii
Abbreviations/Acronym x
Session 1: Introduction to Basic Computers 1
Session 2: Basic Structure and Functions of Computers 10
Session 3: The Importance of Computers in Pharmacy Practice 26
Session 4: The Use of Computers in Keeping Records of Medicines and Medical Supplies
36
Session 5: Identification of Different Types of Computer Software 42
Session 6: Demonstration on Getting Started with Microsoft Word 48
Session 7: Demonstration on Microsoft Word Basics 62
Session 8: Demonstration on Advanced Microsoft Word formatting 78
Session 9: Demonstration on Tables Creation, Editing and Formatting 92
Session 10: Working with Image in Microsoft Word 105
Session 11: Demonstration on Printing and Managing Documents 120
Session 12: Demonstration on PowerPoint Basics 125
Session 13: Demonstration on Enhancing PowerPoint Presentation 143
Session 14: Demonstration on Creating PowerPoint Slide Show 161
Session 15: Demonstration on Microsoft Excel Windows Features 180
Session 16: Demonstration on Worksheet Layout Management 199
Session 17: Demonstration on Excel Cells and Creating Formulas 215
Session 18: Demonstration of Charts and Printing Management of Excel Document 241
Session 19: Computer Safety: Virus, Data Storage And Protection 266
Session 20: Internet, Web and Computer Communications 277

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
iv
Background
There is currently an ever increasing demand for pharmaceutical personnel in Tanzania.
This is due to expanding investment in public and private pharmaceutical sector. Shortage of
trained pharmaceutical human resource contributes to poor quality of pharmaceutical
services and low access to medicines in the country (GIZ, 2012).
Through Public-Private-Partnership (PPP) the Pharmacy Council (PC) together with
Development Partners (DPs) in Germany and Pharmaceutical Training Institutions (PTIs)
worked together to address the shortage of human resource for pharmacy by designing a
project named “Supporting Training Institutions for Improved Pharmaceutical Services in
Tanzania” in order to improve quality and capacity of PTIs in training, particularly of lower
cadre pharmaceutical personnel.
The Pharmacy Council formed a Steering committee that conducted a stakeholders’
workshop from18th to 22ndAugust 2014 in Morogoro to initiate the implementation of the
project.
Key activities in the implementation of this project included carrying out situational analysis,
curriculum review and harmonization, development of training manual/facilitators guide,
development of assessment plan, training of trainers and supportive supervision.

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

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

The goals of Writers Workshopswere to build capacity of tutors in the development of

training materials and to develop high-quality standardized teaching materials.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
v
Acknowledgment
The developmentof standardized training materials of a competence-based curriculum for
pharmaceutical sciences has been accomplished through involvement of different
stakeholders.

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

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

Special thanks to John Snow Inc (JSI), Deutsche GesellschaftFür Internationale

Zusammenarbeit (Giz), Merck Kgaa, BoehringerIngelheimGmbhand Bayer Pharma Ag and
action medeor.V for the financial and technical support.

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

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

These participants are listed with our gratitude below:

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

Mr.Samwel M. Zakayo Pharmacy Council
Mr. Amour Idd Pharmacy Council
Mr. Selemani Majindo NACTE
Mr. Dennis Busuguli MoHCDGEC
Mr. Amani Phillip HKMU
Mr. Karol J. Marwa CUHAS
Mr. John M. Bitoro CUHAS
Mr. Omary S. Mejjah CUHAS
Mr. Sixbert Nkwenge LZHRC
Ms. Ester A. Tuarira MUHAS
Mr. Rajabu I. Amiri MUHAS
Mr. Peter J. Njalale MUHAS
Ms. Tumaini H. Lyombe MUHAS
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
vi
Mr. Oswald Paschal KSP
Mr. Peter Benedict KSP
Mr, Wensaa E. Muro KSP
Ms. Dilisi J. Makawia KSP
Mr. Nsabo Y. Kihore KSP
Mr. Kolonjoi Olekiyapi KSP
Ms. Julieth Koimerek KSP
Rev. Baraka A.M. Kabudi MEMS
Mr. Kelvin E. Mtanililwa Royal Pharmaceutilcal Training Institute
Mr. George Kilimanjaro Royal Pharmaceutilcal Training Institute
Ms. Rose Bulilo CEDHA
Ms. Diana H. Gamuya CEDHA
Dr.Melkiory Masatu CEDHA
Dr.Benny Mboya CEDHA
Mr. Jackson Shayo CEDHA
Dr. Peter A. Sala CEDHA
Mr. Goodluck Mdugi RuCU
Mr. Gaspar Baltazary RuCU
Mr. Silvester Andrew St. Peter College
Mr. Emanuel Mayunga St. Peter College
Mr. Habel A. Habel City College of Health and Allied Sciences
Ms. Zaina Msami Meru District Council
Mr. John Paschal Mount Meru Regional Hospital
Mr. Mugisha G. Wilson JSI
Mr. Matiko M. Machage JSI
Mr. Dickson Mtalitinya SIBS
Mr. Nemes P. Uisso Moshi District Council

Dr. O. Gowele
Director of Human Resources Development
Ministry of Health, Community Development, Gender, Elderly and Children

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
vii
Introduction
Module Overview
This module content is a guide for tutors of Pharmaceutical schools for training of students.
The session contents are based on sub-enabling outcomes and their related tasks of the
curriculum for Basic Technician Course in Pharmaceutical Sciences. The module sub-
enabling outcomes and their related tasks are as indicated in the Basic Technician Certificate
in Pharmaceutical Sciences (NTA Level 4) Curriculum.

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

Organization of the Module

The module consists of twenty (20) sessions; each session is divided into several parts as
indicated below:
 Session Title:The name of the session
 Total Session Time: The estimated time for teaching the session, indicated in minutes
 Pre-requisites: A module or session which needs to be covered before teaching the
session.
 Learning Tasks:Statements which indicate what the student is expected to learn by the
end of the session
 Resources Needed: All resources needed for the session are listed including handouts
and worksheets
 Session Overview: The session overview box lists the steps, time for each step, the
activity or method used in each step and the step title
 Session Content: All the session contents are divided into steps. Each step has a heading
and an estimated time to teach that step as shown in the overview box. Also, this section
includes instructions for the tutor and activities with their instructions to be done during
teaching of the contents
 Key Points: Key messages for concluding the session contents at the end of a session
This step summarizes the main points and ideas from the session, based on the learning
tasks of the sssion
 Evaluation: The last section of the session consists of short questions based on the
learning tasks to check the understanding of students.
 Handouts: Additional information which can be used in the classroom while teaching or
later for students’ further learning. Handouts are used to provide extra information related
to the session topic that cannot fit into the session time. Handouts can be used by the
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
viii
 students to study material on their own and to refer to them after the session. Sometimes,
a handout will have questions or an exercise for the participants including the answers to
the questions.

Instructions for Use and Facilitators Preparation

 Tutors are expected to use the module as a guide to train students in the classroom and
skills laboratory
 The contents of the modules are the basis for teaching and learning Basic Computer
Applications.
 Use the session contents as a guide
 The tutors are therefore advised to read each session and the relevant handouts and
worksheets as preparation before facilitating the session
 Tutors need to prepare all the resources, as indicated in the resource section or any other
item, for an effective teaching and learning process
 Plan a schedule (timetable) of the training activities
 Facilitators are expected to be innovative to make the teaching and learning process
effective
 Read the sessions before facilitation; make sure you understand the contents in order to
clarify points during facilitation
 Time allocated is estimated, but you are advised to follow the time as much as possible,
and adjust as needed
 Use session activities and exercises suggested in the sessions as a guide
 Always involve students in their own learning. When students are involved, they learn
more effectively
 Facilitators are encouraged to use real life examples to make learning more realistic
 Make use of appropriate reference materials and teaching resources available locally

Preparation with Handouts and Worksheets

 Go through the session and identify handouts and worksheets needed for the session
 Reproduce pages of these handouts and worksheets for student use while teaching the
session. This will enable students to refer to handouts and worksheets during the session
in the class. You can reproduce enough copies for students or for sharing
 Give clear instructions to students on the student activity in order for the students to
follow the instructions of the activity
 Refer students to the specific page in the student manual as instructed in the facilitator
guide

Using Students Manual When Teaching

 The student manual is a document which has the same content as the facilitator guide,
which excludes facilitator instructions and answers for exercises.
 The student manual is for assisting students to learn effectively and acts as a reference
document during and after teaching the session.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
ix
 Some of the activities included in facilitator guide are in the student manual without
facilitator instructions.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
x
Abbreviations/Acronym
VLSI Large Scale Integrated circuits
LCD Liquid Crystal Display
PC Personal computer
CPU Central Processing Unit
IBM-PC International Bussiness Machine Personal Computer
RAM Random Access Memory
CTRL Control
ALT Alternative
CU Control Unit
A.C Alternative Current
IC’s Integrated circuits
ULSI Ultra Large Scale Integration
AI Artificial Intelligence
ALU Arithmetic / logic unit
ROM Read Only Memory
CD Compact Disc
DVD’s Digital Video Discs
CAD Computer Aided Design.
DHIS Drug health information system software
Ctrl + B Bold
Ctrl + I Italic
Ctrl + U Underline
Ctrl + S Save
Ctrl + F4 Exit
Ctrl + C Copy
HD Hard Disc
ISP Internet Service Provider
SIBS Spring Institute of Bussiness and Sciences
HTML HyperText Markup Language
IRC Internet Relay Chat
ELCT Evangelical Lurtheran Church in Tanzania
PPP Public-Private-Partnership
PC Pharmacy Council
DPs Development Partners.
PTIs Pharmaceutical Training Institutions
WW Writer’s Workshop
NACTE National Council for Technical Education
JSI John Snow Inc
MUHAS Muhimbili University of Health and Allied Scinces.
CUHAS Catholics University of Health and Allied Sciences
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
xi
RUCU Ruaha Catholic University
KSP Kilimanjaro School of Pharmacy
CEDHA Center for Educational Development in Health Arusha
KCMC Kilimanjaro Christian Medical Center
LZHRC Lake Zone Health Resource Center
HKMU Hurbert Kairuki Memorial University
MEMS Mission for Essential Medicines Supplies

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
xii
Session 1: Introduction to Basic Computers
Total Session Time: 60minutes +120 minutes Practical

Prerequisites
 None

Learning Tasks
By the end of this session students are expected to be able to:
 Define the Term ‘Computer’
 Classify Types of Computers
 Explain the History of the Personal Computers
 Explain the Uses of Computer
 Identify Computer Parts and Connect Parts
 Explain Keyboard Layout
 Perform Turn on and Shut Down of Computer

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer
 LCD projector

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation,
2 10 minutes Definition of Computer
Brainstorming
3 20 minutes Presentation Classification of Types of Computers

4 15 minutes Presentation History of Personal Computers

Presentation
5 10 minutes Uses of Computer
Buzzing
Presentation
6 45 minutes Computer Parts and Connection
Demonstration
7 45 minutes Presentation Keyboard Layout

8 20 minutes Presentation Turn on and Shut Down Computer

9 05 minutes Presentation Key Points

10 05 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
1
SESSION CONTENT

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

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

ASK students if they have any questions before continuing.

Step 2: Definition of Computer (10 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What is the term ‘computer’ means?

ALLOW few students to respond

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Meaning of Computer
 Computer
o An electronic device that can follow instruction to accept input, process that input and
produce information
o It can also simply be defined as an electronic machine that takes data, stores it,
processes that data and produces information. (Data can be defined as unprocessed
facts and processing data gives information)
 The Two Principal Characteristics of a Computer
o Responds to a specific set of instructions in a well-defined manner
o Can execute a pre-recorded list of instructions (a program)

Step 3: Classification of Types of Computers (20 minutes)

Computers can be classified by using Size and Power as follows:
 Workstation computers
o A powerful, single-user computer
o A workstation is like a personal computer, but it has a more powerful microprocessor
and a higher-quality monitor
 Minicomputer
o A multi-user computer capable of supporting from 10 to hundreds of users
simultaneously
 Mainframe computer
o A powerful multi-user computer capable of supporting many hundreds or thousands
of users simultaneously
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
2
 Supercomputer
o An extremely fast computer that can perform hundreds of millions of instructions per
second
 Personal Computer
o Personal computer (PC) is a small, relatively inexpensive computer designed for an
individual user
o classified by size and portability
 Desktop Computers
 Laptops or notebooks
 Personal Digital Assistants
 Portable Computers
 Tablet Computers
 Wearable Computers
 Cell Phones

o All are based on the microprocessor technology that enables manufacturers to put an
entire Central Processing Unit (CPU) on one chip
o The principal characteristics of personal computers are that they are single-user
systems and are based on microprocessors
o Although personal computers are designed as single-user systems, it is common to
link them together to form a network
o In terms of power, there is great variety
o At the high end, the distinction between personal computers and workstations has
faded
o High-end models of the Macintosh and PC offer the same computing power and
graphics capability as low-end workstations by Sun Microsystems, Hewlett-Packard,
and DEC

Step 4: History of Personal Computers (15 minutes)

 Personal computers first appeared in the late 1970s
 One of the first and most popular personal computers was the Apple II
 During the late 1970s and early 1980s, new models and competing operating systems
seemed to appear constantly
 In 1981 a new standard was established in the micro-computer industry with the debut of
the IBM PC
 The IBM PC quickly became the personal computer of choice, and most other personal
computer manufacturers fell by the wayside
 In order to survive, other companies adjusted to IBM's dominance by building IBM
clones, computers that were internally almost the same as the IBM PC, but that cost less

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
3
 Because IBM clones used the same microprocessors as IBM PCs, they were capable of
running the same software
 Since then, hundreds of millions of PC-compatible systems have been sold as the original
PC has grown into an enormous family of computers
 More software has been written for this computer family than for any other system on the
market
 Apple computer did survive and to date it remains a major player in the personal
computer marketplace
 Today, the world of personal computers is basically divided between Apple Macintoshes
and PCs

Step 5: Uses of Computer (10 minutes)

Activity: Buzzing (5 minutes)

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

 What types of personal computers have you used before?

 What did you use it for?

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

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

There are two uses of computer, these are:

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

 Special purpose computer is designed for particular job only to solve problem of
restricted nature. Examples of special purpose computer are
o Petroleum pumps
o Traffic lights
o Programmable pocket calculator
o Weapons guidance system

Step 6: Computer Parts and Connection (45 minutes)

Computer parts include the following:
 Keyboard
 Mouse
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
4
 Monitor(Screen)
 Central Processing Unit (CPU)
 System unit
 Random Access Memory(RAM)

Connecting Computer Parts

Connecting a computer includes the following steps:
 Connect monitor and system unit together.
 Connect keyboard.
 Connect mouse
 Connect computer to electrical power.

Activity: Demonstration (30 minutes)

DIVIDE students in small manageable groups.

PREPARE computer parts for demonstration

POSITION students so that everyone can see and hear

REVIEW steps of connecting a computer with students

DEMONSTRATE the procedure of connecting computer parts

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

CLARIFY and SUMMARIZE by using the content below

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

Step 7: Keyboard Layout (45 minutes)

Activity: Demonstration (45 minutes)

DIVIDE students in small manageable groups.

PREPARE Keyboard for demonstration

POSITION students so that everyone can see and hear

REVIEW keys of the keyboard of a computer with students

DEMONSTRATE the functions of keys of a computer keyboard

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
5
CLARIFY and SUMMARIZE by using the content below

INFORM the students that “every student will practice in the computer laboratory under
supervision until is competent”
The keyboard has the following keys:
 Enter or Return - Moves the cursor down one line and to the left margin. Enter also
process commands such as choosing an option in a dialog (message) boxes and
submitting a form
 DEL or Delete - Deletes the character at cursor and/or characters to the right of the cursor
and all highlighted (or selected) text
 BKSP or Backspace - Deletes the character to the left of cursor and all highlighted text
 Space Bar - Moves the cursor one space at a time to the right
 Shift Key - Use the shift keys to type capital letters and to type the upper character on
keys with two characters on them
 Caps Lock - Locks the keyboard so it types capital letters (a light goes on when caps lock
is on)
 Tab - Moves the cursor five spaces to the right (number of spaces are usually adjustable).
Tab moves to the next field in a form or table (Shift-Tab for previous field).
 ESC or Escape - Cancels a menu or dialog box
 Arrow Keys - Moves the cursor around document without changing text
 Function Keys or F keys - Access commands by themselves or in combination with the
three command keys; CTRL, SHIFT, and ALT

Figure 1: Keyboard

Source: Herniter, M.E. 2000

Command or Special Keys

 Command keys normally do nothing on their own but work in combination with other
keys
 Each piece of software uses the command keys differently though there is a move to
standardize some functions
 The Control key or Ctrl is often used to access commands
 The Alternative key or Alt is often used to access menus
 The Shift key is used to type CAPITAL LETTERS
 The command keys are all used to move through documents and edit text faster and easier
 Many computers have special keys designed specifically for the particular computer
 Apple computers have the Apple keys and Macs have Command keys
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
6
 Many older computers also have special keys used for a variety of different functions
 Some laptop keys are left out because of space limitations and they usually have a special
function key which allows other keys to double for the missing ones
Step 8: Turn On and Shut Down Computer (20 minutes)

Activity Demonstration (20 minutes)

DIVIDE students in small manageable groups.

PREPARE Computer for demonstration

POSITION students so that everyone can see and hear

REVIEW steps of that skill with students using a checklist

REFER students to Computer parts and connecting activity

DEMONSTRATE the procedure of switching computer ON/OFF

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

CLARIFY and SUMMARIZE by using the content below

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

 Computer is like other electronic equipment like Television or radio. It has on/off button.
When switch on computer you just press the button and it will start automatic. The
process is called booting
 Turning off is different from other devices because you have to follow procedures.

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

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
7
Figure 2: Start Button

Source: Screen shoot

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

Figure 3: Turn Off Button

Source: Screen Shoot

Step 9: Key Points (5 minutes)

 Computer is an electronic device that can follow instruction to accept and process that
input to produce information
 Computers are classified by using size, users, portability and power
 Personal computers first appeared in late 1970s and early 1980s; new models and
competing operating systems appeared rapidly
 Computers are used for general purpose example in School, Hospitals, or Office but can
also are used in special purposes for particular job only to solve problem of restricted
nature. Examples are Petroleum pumps or traffic lights
 It is important to know the symbols and terms used in keyboard
 Before connecting computer it’s important to make sure that all parts are available

Step 10: Evaluation (5 minutes)

 What does the term ‘computer’ mean?
 What is the history of personal computer
 What are the computer parts?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
8
 What are the features of keyboard?
 What are the procedures used in switching computer ON and OFF.
Reference

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

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved September 12, 2009 from
www.webopedia.com/TERM/C/CPU.html

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to Computers for

Healthcare Professionals (4th Ed). Barb Mews: London.

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

O’leary, T., & O’leary, L. (2006). Computing essentials, introductory edition. Arizona State
University,: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
9
Session 2: Basic Structure and Functions of Computers
Total Session Time: 120 minutes

Prerequisites
Session 1

Learning Tasks
By the end of this session, students are expected to be able to:
 Explain structure of a computer
 Describe Different Types of Computer Generations
 Describe Major Parts of a Computer and its Function
 Explain Back-up Systems and their Importance
 Identify Different Devices and Peripherals of a Computer

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer
 LCD

SESSION OVERVIEW
Step Time Activity/Method Content
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation
2 20 minutes Structure of Computer
Buzzing
3 20minutes Presentation Types of Computer Generation
Presentation
4 30 minutes Major Parts of Computer and its Function
Brainstorming
Presentation
5 25 minutes Back-up Systems and their Importance
Buzzing
6 5 minutes Presentation Devices and Peripherals of a Computer
7 05 minutes Presentation Key Points
8 05 minutes Presentation Evaluation
9 05 minutes Presentation Assignment

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
10
SESSION CONTENT

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

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

 ASK students if they have any questions before continuing

Step 2: Structure of Computer (20 minutes)

Activity: Buzzing (5 minutes)

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

 What are the structures of a computer?

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

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

 Computer is created to simplify jobs of different type according to the user needs.
o User of the computer is the one who commands the computer and tells it what to do
o User tells computer what to do by entering data using keyboard then result will be
displayed on the screen
 The process of entering data into computer is called data entry.
o This process of entering data to a computer is done by user, in which data will be
processed in order to get information
o User will use input devices such as keyboard and mouse to enter data in the system
then the data will be processed to produce information
o The result which is output will be shown in a monitor or through printed document
o Below are the procedures and diagram used by computer to execute data
First
o Data is entered through input devices e.g. keyboard.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
11
 Second
o Control Unit (CU) after receiving instruction from the main memory to send signal
and commands, CU send signal and commands to various parts of the computer
system to prepare and accept the data
o After the data is processed it is sent back to main memory which stores it temporarily
before the next command is executed
o The data is then sent to secondary storage devices after secondary storage device had
received command from the Control Unit
o For the information to be put into a hard copy i.e. paper, the information moves from
the secondary storage device to the main memory which waits for signals and
commands from Control Unit
o After receiving signal from the Control Unit that the output devices are ready to
receive data, the main memory releases the data to the output devices like printers
Third
o Output devices translate the processed information from the computer into a form
that humans can understand
o The most common output devices are monitors or video display screen and printers.
Lastly
o Secondary storage devices hold data and program even after electrical power to the
computer has been turned off
o The most important kinds of secondary media are floppy, hard and optical disks

Figure 9: Structure of Computer

Source: Slideshare.net

Step 3: Types of Computer Generations (20 minutes)

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
12
Computer generation is categorized into five generation
 First Generation
 Second Generation
 Third Generation
 Fourth Generation
 Fifth Generation

First Generation 1946-1959.

 The computers of first generation used vacuum tubes as the basic components for
memory and circuitry for CPU (Central Processing Unit)
 These tubes, like electric bulbs, produced a lot of heat and were prone to frequent
fusing of the installations, therefore, were very expensive and could be afforded only
by very large organizations
 In this generation mainly batch processing operating system were used
 Punched cards, paper tape, and magnetic tape were used as input and output devices
 The computers in this generation used machine code as programming language

Figure 4: 1st Generation Computer

Source: tutorialspoint.com

The Main Features of First Generation

 Vacuum tube technology
 Unreliable
 Supported machine language only
 Very costly
 Generated lot of heat
 Slow input and output devices
 Huge size
 Need of A.C.
 Non-portable

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
13
  Consumed lot of electricity

Second Generation 1959-1965.

 In this generation transistors were used that were cheaper, consumed less power, more
compact in size, more reliable and faster than the first generation machines made of
vacuum tubes
 In this generation, magnetic cores were used as primary memory and magnetic tape
and magnetic disks as secondary storage devices
 In this generation assembly language and high-level programming languages like
FORTRAN, COBOL was used
 The computers used batch processing and multiprogramming operating system.

Figure 5: 2nd Generation Computer

Source: tutorialspoint.com

The Main Features of Second Generation

 Use of transistors
 Reliable in comparison to first generation computers
 Smaller size as compared to first generation computers
 Generated less heat as compared to first generation computers
 Consumed less electricity as compared to first generation computers
 Faster than first generation computers
 Still very costly
 A.C. needed
 Supported machine and assembly languages

Third Generation 1965-1971.

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
14
  The computers of third generation used integrated circuits (IC's) in place of transistors
 A single IC has many transistors, resistors and capacitors along with the associated
circuitry
 The IC was invented by Jack Kilby. This development made computers smaller in
size, reliable and efficient
 In this generation remote processing, time-sharing, multi-programming operating
system were used

Figure 5: 3rd Generation Computer

Source: tutorialspoint.com

The Main Features of Third Generation

 IC used
 More reliable in comparison to previous two generations
 Smaller size
 Generated less heat
 Faster
 Lesser maintenance
 Still costly
 A.C needed
 Consumed lesser electricity
 Supported high-level language

Fourth Generation 1971-1980

 The computers of fourth generation used Very Large Scale Integrated (VLSI) circuits.
 VLSI circuits having about 5000 transistors and other circuit elements and their
associated circuits on a single chip made it possible to have microcomputers of fourth
generation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
15
  Fourth generation computers became more powerful, compact, reliable, and
affordable.
 As a result, it gave rise to personal computer (PC) revolution
 In this generation time sharing, real time, networks, distributed operating system were
used
 All the high-level languages like C, C++, DBASE etc., were used in this generation

Figure 6: 4th Generation Computer

Source: tutorialspoint.com

The Main Features of Fourth Generation

 VLSI technology used
 Very cheap
 Portable and reliable
 Use of PC's
 Very small size
 Pipeline processing
 No A.C. needed
 Concept of internet was introduced
 Great developments in the fields of networks
 Computers became easily available
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
16
The Period of Fifth Generation 1980-Till Date
 In the fifth generation, the VLSI technology became ULSI (Ultra Large Scale
Integration) technology, resulting in the production of microprocessor chips having
ten million electronic components
 This generation is based on parallel processing hardware and AI (Artificial
Intelligence) software
 AI is an emerging branch in computer science, which interprets means and method of
making computers think like human beings.
 All the high-level languages like C and C++, Java, .Net are used in this generation.
o AI includes:
 Robotics
 Neural Networks
 Game Playing
 Development of expert systems to make decisions in real life situations.
 Natural language understanding and generation

Figure 7: 5th Generation Computer

Source: tutorialspoint.com

The Main Features of Fifth Generation

 ULSI technology
 Development of true artificial intelligence
 Development of Natural language processing
 Advancement in Parallel Processing
 Advancement in Superconductor technology
 More user friendly interfaces with multimedia features
 Availability of very powerful and compact computers at cheaper rates

Some Computer Types of This Generation

 Desktop
 Laptop
 Notebook

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
17
  Ultra Book
 Chrome Book

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

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What are major parts of a computer?

ALLOW few students to respond

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Computer is made up by hardware and software

 Hardware
o Hardware is the equipment that processes the data to create information and is
controlled by software. It includes
 Keyboard
 Mouse
 Monitor(Screen)
 Central Processing Unit CPU)
 System unit
 Random Access Memory(RAM)
Figure 8: Diagram of computer parts

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
18
Source: myimagecollection.net

Software
 Software is another name of a program or programs. The purpose of software is to
convert data (unprocessed facts) into information (processed facts)
 Software programs consist of the step-by-step instructions that tell the computer how
to do its work or set of instruction which tell computer what to do

 In order computer physical part (hardware) to work properly there must be software.
Software is set of instruction which tell computer what to do
 There are two types of software, these are system software and application software
System Software
 System software consists of programs that control the operations of a computer and its
devices
 System software serves as the interface between a user, the application software, and
the computer’s hardware. One type of system software is the operating system
 Before application software can be run, the operating system, which contains
instructions that coordinate the activities among computer hardware devices, must be
loaded from the hard disk into the computer’s memory
Application Software
 Application software consists of programs designed to perform specific tasks for
users.
 Application software can be used as a productivity/business tool; to assist with
graphics and multimedia projects; to support home, personal, and educational
activities and to facilitate communications.
 Specific application software products is called program and are available from
software vendors.

Functions of major parts of a computer

Keyboard
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
19
  Keyboard is an input device, partially modeled after the typewriter keyboard, which
uses an arrangement of buttons or keys, to act as mechanical levers or electronic
switches
 After punch cards and paper tape, interaction via teletype-style keyboards became the
main input device for computers

Mouse
 Computer’s mouse controls a graphical mouse pointer or mouse cursor on the screen.
 When you move the mouse around by rolling it on your desk, the pointer on the
screen moves in a similar manner
 Roll the mouse left, and the pointer moves left; roll it in circles, and the pointer
mimics that action

Basic mouse operations:

Point: When you’re told to “point the mouse,” you move the mouse on the desktop, which
moves the mouse pointer on the screen to point at something interesting (or not).
Click: A click is a press of the mouse button — one press and release of the main button, the
one on the left. This action makes a clicking sound, which is where this maneuver gets its
name.
 Clicking is often done to select something or to identify a specific location on the
screen.
 Right-click: This action is the same as a click, although the right mouse button is
used to get more commands.
 Double-click: This one works just like the single click, although you click twice in
the same spot — usually, rather rapidly.
o This is most commonly done in Windows to open something, such as an icon
o Both clicks must be on (or near) the same spot for double-click to work
 Drag: The drag operation is done to graphically pick up something on the screen and
move it.
o To do that, you point the mouse at the thing you want to drag, press and hold the
mouse’s button (which “picks up” the object), and then move the mouse to
another location
o When you move the mouse (and keep the button down), the object moves
o To release, or drop, the object, release the mouse button
Speakers
 This is output device which use to convert electrical energy into sound
 It consist essentially a thin flexible sheet called diaphragm that is made to vibrate by
electrical signal from amplifier
Central processing Unit (CPU)
 CPU is also called a processor, significantly impacts overall computing power and
manages most of a computer’s operations
 This is the component that actually executes instructions
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
20
  The CPU contains
o Control unit
o Arithmetic / logic unit (ALU)
Control unit directs and coordinates most of the operations in the computer
For every instruction, the control unit repeats a set of four basic operations called the
machine cycle:
 Fetching the instruction or data item from memory
 Decoding the instruction into commands the computer understands
 Executing the commands, and, if necessary
 Storing, or writing the result to memory
Arithmetic/logic unit (ALU) performs the execution part of the machine cycle. Specifically,
the ALU carries out three operations:
 Arithmetic operations – performing calculations, which include addition, subtraction,
multiplication, and division
 Comparison operations – comparing data items to determine if the first item is greater
than, equal to, or less than the other item
 Logical operations – working with conditions and logical operators such as AND, OR,
and not

 Monitor
o This is sometimes called screen or visual display unit.
o This is an output device for electronic visual display on computers.
o It allow user to see the data which entering into a computer and results after
processing the data
 Hard disk drive
o Is a non- is a non-volatile storage device for digital data.
o This means permanent storage
o Hard disk is used to store all programs used by computer permanently and it is
within the system
 Random access memory (RAM)
o RAM is a form of computer data storage
o It enables computer to store at least temporarily data and programs.
o RAM is often associated with volatile types of memory
o This means that its contents are lost when the computer is turned off
o In general, memory (RAM) is fast and short-term
 Read-Only Memory (ROM)
o Read Only Memory is a storage medium that is used with computers and other
electronic devices
o As the name indicates, data stored in ROM may only be read; it is either modified
with extreme difficulty or not at all
o ROM is mostly used for firmware updates

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
21
 o A simple example of ROM is the cartridge used with video game consoles
 Printer
o This is an output device which allows user to view results in paper page
 Uninterrupted Power Supply (UPS)
o Is an electrical apparatus that provides emergency power to load when the input
power source fail
 Power supply
o It is the component that supplies power to the other components in a computer system

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

Activity: Buzzing (5 minutes)

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

 What is backup system?

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

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

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

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

 Data loss can be caused by many things ranging from computer viruses to hardware
failures to file corruption to fire, flood, or theft
 As part of a data backup plan, you should consider the following:
o What data (files and folders) to backup
o What compression method to use
o How often to run your backups
o What type of backups to run
o What kind of media on which to store the backups
o Where to store the backup data for safekeeping

What Data Should I Back up?

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
22
  Some examples are word processing documents, spreadsheets, databases (for financial
data), customer data, and personal files such as pictures, music files and emails

What Compression Method Should I Use?

 You can use Best method compression with any or your backups.
 This will insure that your Zip files will be as small as possible.
 If you have a preferred compression method or if you would like the Zip files to be
created more quickly, you have the option to choose a different method.

How Often Should I Run my Backups?

The frequency to run your backups depends on how often the data changes.
 Business data that changes frequently may need daily or hourly backups
 Data that changes every few days might use a weekly or even monthly backup
 For some data, you might run your backup whenever you make a change

What Kind of Media Should I Use and Where Should I Store my Backups?
 You can store your backup files on any file storage media you have.
 The most common examples for a home user would be an additional local hard drive,
an external hard drive, optical discs (CDs, DVDs, or Blu-ray discs), or flash drives.
 A best practice for storing backups is to keep a copy of the backup files on-site (in
your home or office) for easy access and a copy off-site in case of fire, flood, or other
damage to your location which could damage or destroy the on-site backup copy.

Types of Backup Equipment

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

 Hard Disk
o The capacity/price ratio of hard disk has been rapidly improving for many years.
o This is making it more competitive with magnetic tape as a bulk storage medium.
o The main advantages of hard disk storage are low access times, availability, capacity
and ease of use.
o The main disadvantages of hard disk backups are that they are easily damaged,
especially while being transported (e.g. for off-site backups), and that their stability
over periods of years is a relative unknown.

 Optical Storage

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
23
 o Recordable CDs, DVDs, and Blu-ray Discs are commonly used with personal
computers and generally have low media unit costs.
o However, the capacities and speeds of these and other optical discs are typically an
order of magnitude lower than hard disk or tape.

 Solid State Storage

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

 Remote Backup Service

o As broadband Internet access becomes more widespread, remote backup services are
scenarios such as fires, floods, or earthquakes which would destroy any backups in
the immediate vicinity along with everything else.
o There are, however, a number of drawbacks to remote backup services. First, Internet
connections are usually slower than local data storage devices.
 Secondly, users must trust a third party service provider to maintain the privacy
and integrity of their data, although confidentiality can be assured by encrypting
the data before transmission to the backup service with an encryption key known
only to the user

 Floppy Disk
o During the 1980s and early 1990s, many personal/home computer users associated
backing up mostly with copying to floppy disks. However, the data capacity of floppy
disks failed to catch up with growing demands, rendering them effectively obsolete.
o gaining in popularity.
o Backing up via the Internet to a remote location can protect against some worst-case

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

 LCDs
 Printer
 Un-interrupted Power Supply (UPS)
 HPLC Machines
 X-Rays Machines
 Ultra sound
 Public Addressing (PA) System

Step 7: Key Points (5 minutes)

 Computer is created to simplify jobs of different type according to the user needs
 The computers of first generation used vacuum tubes as the basic components for
memory and circuitry for CPU (Central Processing Unit)

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
24
 Data backup is the result of copying or archiving files and folders for the purpose of
being able to restore them in case of data loss.
 Devices and peripherals of a computer are UPS, printer, LCDs, speakers, x-rays, HPLC
and Ultra-sound machines

Step 8: Evaluation (5 minutes)

 What is the structure of computer?
 How many computer generations are there?
 What are major parts of a computer?
 What are the different types of backup equipment?

Step 9: Assignment (5 Minutes)

Activity: Take home Assignment (5 minutes)

DIVIDE student in groups or individual

ASK the student to work on the following assignment

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

ALLOCATE time for student to do the assignment and submit

REFER student to recommended references

Reference

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

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

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

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
25
The Basics of the Word Window. Retrieved from www. tutorialspoint.com

Session 3: The Importance of Computers in Pharmacy

Practice
Total Session Time: 120 minutes + 4hrs field trip

Prerequisites
 Session 2

Learning Tasks
By the end of this session students are expected to be able to:
 List Advantage and Disadvantage of Using Computers in Pharmacy
 HCAP
 List Areas Where Computer can be Used in Pharmacy Field
 Explain the Use of Computer in Dispensing
Resources Needed:
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer/ LCD projector

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
26
 Field trip Guide 3.1: use of computer in dispensing

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
History of Computer Application in
2 10 minutes Presentation
Pharmacy

Presentation Areas Where Computer Can be Used in

3 30 minutes
Brainstorming Pharmacy Field

Small Group Explanation the use of Computer in

4
Discussion Dispensing
30 minutes
Presentation Advantage and Disadvantage of Using
5
Buzzing Computers in Pharmacy
25 minutes
6 05 minutes Presentation Key Points

7 5 minutes Presentation Evaluation

8 10 minutes Presentation Use of Computer in Dispensing Field Trip

SESSION CONTENTS

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

READ or ASK students to read the learning tasks and clarify
ASK students if they have any questions before continuing

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

 As with most health-care processes, pharmacy operations have been significantly changed
by the advent of digital and computing technology
 Computers are used for various tasks within a pharmacy, both in terms of how
pharmaceutical personnel carry out their duties and handle patients
 Pharmacy computing systems make use of resources, such as the Internet, although many
pharmacist use custom-made software systems to carry out their daily activities
 First commercial system was introduced in 1950;
o It was large need large floor space ( vacuum tubes, more difficult part composition)

 Second computer technology in 1960

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
27
 o It became smaller
o It more compact economically and it was used by major businesses
o remained too expensive

 In 1970 the it was used by

o Wholesales drugs
o pharmaceutical manufactures
o drug stores, drugs data for businesses

 In 1980 Fourth generation of computers,

o It became reach of the retail pharmacy
o Then, the computer develop the micro processing “chip”
o more chips →→ it produced low cost

 Right now computers and pharmacy go hand in hand.

STEP 3: Areas Where Computer can be Used in Pharmacy Field

(30minutes)
Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
 What are the areas where computer can be used in pharmacy field?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

The following are the areas where computer can be used in pharmacy:
 Pharmacy Train Institutions
o Computers have revolutionized the way education is handled in the today’s world
o In pharmaceutical education, computers are particularly useful because there is such a
need for learning and presenting different pharmaceutical information
o The field of medicine often relies on complex definitions of conditions and procedural
techniques
o If you are an educator, you can use the computer to show your students PowerPoint
presentations that simplify the large amounts of text often needed in medical science
o Stick to the basics in the visual presentations
o You also may use computers to present video data of different drug strictures or for
slide shows of diseases or traumas and their treatments

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
28
 o With the availability of powerful computers and sophisticated graphics software, it is
possible for the medicinal chemist to design new molecules and evaluate their
effectiveness
o The more important fact is that the computer will enable pharmaceutical personnel to
discover new drugs for the complete care of dangerous diseases like aids, cancer etc.
and reduce the cost of production of drugs for diseases which are easily cured

 Pharmaceutical Research Centers

o Computers are playing critical role pharmaceutical research in collecting, analyzing
data, write the findings, format a paper for publication, find relevant studies on the
Internet or print posters for medical conferences
o In short without computers pharmacy research will be long-lasting and expensive

 Hospital and Clinical pharmacy

o Hospital pharmacy is division of hospital which monitors on the receiving and
allotment of drugs and medicines and professional supplies, stores them and dispenses
to inpatient, outpatient and may have a manufacturing extension to manufacture
pharmaceutical
o Clinical pharmacist may use computers for therapeutic drug monitoring; which are
very potent and having very narrow therapeutic range like cardiac glycosides,
anticonvulsants. Computer program are designed to calculate drug dosage to suit
individual patients need

 Wholesale /retail pharmacy shop

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

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

Activity: Small Group Discussion ( 30 minutes)

DIVIDE students into small manageable groups

ASK students to discuss on the following question

 What are the uses of computer in dispensing?

ALLOW students to discuss for 15 minutes

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
29
CLARIFY and SUMMARIZE by using the contents below

• Dispensing refers to the process of preparing and giving medicine to a named person
on the basis of a prescription
• It involves the correct interpretation of the wishes of the pre scriber and the accurate
preparation and labeling of medicine for use by the patient
• This process may take place in a public or private clinic, health center, hospital, or in
community pharmacy setting
• It is carried out by many different kinds of people with a variety of training and back
grounds
• no matter where dispensing is done or who does it, any error or failure in the
dispensing process can seriously affect the care of the patient
• Computer can do anything you want it to do. The pharmacy departments/ owner can
choose which services he wants and needs, thereby tailoring his data processing
system to his own budgetary considerations
• The pharmacy department/ owner should let the pharmacy’s needs determine the
criteria for which services will be offered
• The following is List of some Available Services which can be done through
computers in dispensing

o Prescription Filling-Patient name, doctor name, drug name, quantity, prescription

number; prints the label, calculates the price
o Prescription Refilling- Pharmaceutical personnel enter data regarding the
prescription if data not available to avoid any warning message appears if the
prescription is out of data
o E_ Prescribing- are computer-generated prescriptions created by healthcare
provider and sent directly to pharmacy. E-prescriptions are sent electronically
through a private, secure, and closed network.
o Prescription processing is invariably one of the main activities going on within a
pharmacy on a day-to-day basis, and computers are used to make this process
more reliable and efficient.
o Patient Counseling - Pharmaceutical personnel can print counseling handout,
prescription label and invoice. Also handout contains any information the patient
might need to know regarding precautions or side effects of the medication
o Patient Profile Pharmaceutical personnel can update patient profile whenever a
new prescription is filled. Also if the patient might have any symptoms like
allergies, it should be added to patient profile
o Drug-drug interactions-some computer program offer programs for drug
interaction and this help the pharmaceutical personnel to check the patient’s
profile and prescription to determine if there is interaction
o Stock movement reports. This depends on how much of drugs taken from
previous inventory and helps to know the goods move fast or slow, also provide
information for pricing decisions and judges for entire store's performance.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
30
 o Electronic Order Entry. Now the wholesalers provide for other pharmacies
interface with their central computers to order new medications. Also pharmacy’s
employees take inventory of the shelf stock using optical scanner to read and
record product codes and quantities
o Daily and Monthly Log. Computer program can provide a pharmacy with a
timely, precise review of prescriptions broken out into prescription number,
patient type, gross profit margins and other information
o Management Reports -There is a lot of different types of reports can help the
pharmacy manager in his practice and his business. These like, accounting, payroll
administration, cost and financial analysis market analysis, budgeting, sales
forecasting and investment analysis
o Communication - Computers are used within pharmacies to facilitate
communication. From email to other Internet-based messaging systems, online
communication allows pharmaceutical personnel and other health staff to keep in
contact both within their own/out the organization
• Note that: the above list are some examples of pharmaceutical services which can
carried out by computers but they can increased depend on the kind of the services
carried out by particular pharmacy

STEP 5: Advantage and Disadvantage of Using Computers in Pharmacy

(25 minutes)

Activity: Buzzing (5 minutes)

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

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

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

The Following are Advantages of Using Computer in Pharmacy

 The biggest advantage that can be achieved by computers is enhanced efficiency
 Customer Time Savings

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
31
 o Computers speed the efficiency of dropping off and picking up prescriptions.
 Improving Patient Compliance.
o Community pharmacies can use their computer systems and direct patient access
to deliver a quality and breadth of patient care unavailable anywhere else
 Enhanced patient safety is of great significance.
o They can avoid illegible hand writing, can be programmed to find errors in
dosage, medication name, medication interactions, and identifying allergic
patients or the wrong patient

The Following are Disadvantages of Using Computer in Pharmacy

 Hacking
o One disadvantage of using computers anywhere, let alone in a local pharmacy, is
that they're susceptible to being hacked
o By hacking a pharmacy's computer, one may be able to see a customer's medical
history, address and other confidential information
 Training
o A downside to computers is that when such technology is introduced into a work
environment, the employees there need to be able to properly use it
o This requires training, which can take time and cost money
 Vulnerable to viruses and technical problems that risk may lead to loss of data unless
backed up
 Sometimes increase the amount of time needed to get work done example
o Downtime, system failure and inflexibility
 Cost and space issues
o It need money to buy the computer equipment or some times to install computer
software and maintenance
o space is needed for keeping the computers equipment’s

STEP 6: Key Points (5 minutes)

 As with most health-care processes, pharmacy operations have been significantly

changed by the advent of digital and computing technology since 1970. Right now
computers and pharmacy go hand in hand
 Computer science and technology is deeply utilized in pharmacy field everywhere like
in pharmacy colleges, pharmaceutical industries, research centers, hospital pharmacy,
community pharmacy and many more
 In Pharmacy, computer can be used to simplify the dispensing process and reduce the
errors which may occur during the process of dispensing

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
32
  The biggest advantage that can be achieved by computers is enhanced efficiency in
various pharmacy fields
 One disadvantage of using computers anywhere, let alone in a pharmacy, is that they're
susceptible to being hacked and breach the patient confidentiality.
 Therefore computer is mandatory in this advanced era and pharmacy and related
subjects are not exception to it

STEP 7: Evaluation ( 5 minutes)

 What are areas where computer can be used in pharmacy field?
 What are the uses of computer in dispensing?
 What are advantage and disadvantage of using computers in pharmacy?

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

Activity: Field Visit (10 minutes)

PREPARE for field trip

ORIENT the students on objectives and guide of the trip

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

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

PREPARE students for feedback session

Field trip Guide 3.1: Use of computer in dispensing

Student Learning Tasks

By the end of this field trip students are expected to be able to;
 Practice the various dispensing activities by using a computer in hospital or community
pharmacy
 Identity other dispensing activities which are carried out by the visited pharmacy.

 The following is the list of dispensing activities which can be carried out by
computer
o Prescription Filling- Patient name, doctor name, drug name, quantity, prescription
number; prints the label, calculates the price
o Prescription Refilling- Pharmaceutical personnel enter data regarding the prescription
if data not available to avoid any warning message appears if the prescription is out of
data
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
33
 o E_ Prescribing- are computer-generated prescriptions created by healthcare provider
and sent directly to pharmacy. E-prescriptions are sent electronically through a
private, secure, and closed network.
o Prescription Processing is invariably one of the main activities going on within a
pharmacy on a day-to-day basis, and computers are used to make this process more
reliable and efficient.
o Patient Counseling - Pharmaceutical personnel can print counseling handout,
prescription label and invoice. Also handout contains any information the patient
might need to know regarding precautions or side effects of the medication
o Patient Profile _ Pharmaceutical personnel can update patient profile whenever a new
prescription is filled. Also if the patient might have any symptoms like allergies, it
should be added to patient profile
o Drug-drug interactions - some computer program offer programs for drug interaction
and this help the pharmaceutical personnel to check the patient’s profile and
prescription to determine if there is interaction
o Stock movement reports. This depends on how much of drugs taken from previous
inventory and helps to know the goods move fast or slow, also provide information
for pricing decisions and judges for entire store's performance.
o Electronic Order Entry. Now the wholesalers provide for other pharmacies interface
with their central computers to order new medications. Also pharmacy’s employees
take inventory of the shelf stock using optical scanner to read and record product
codes and quantities
o Daily and Monthly Log. Computer program can provide a pharmacy with a timely,
precise review of prescriptions broken out into prescription number, patient type,
gross profit margins and other information.
o Management Reports --There is a lot of different types of reports can help the
pharmacy manager in his practice and his business. These like, accounting, payroll
administration, cost and financial analysis market analysis, budgeting, sales
forecasting and investment analysis.
o Communication - Computers are used within pharmacies to facilitate communication.
From email to other Internet-based messaging systems, online communication allows
pharmaceutical personnel and other health staff to keep in contact both within their
own/out the organization
 Students may use the above list to observe the dispensing activities carried out by the aid
of computer.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
34
Reference
Marion Merrell Dow Incorporated.( 1989).Effective pharmacy management.
Marion Merrell Dow Inc

Jadhav, S. P., Nikam, K., Gandhi, A., Salunkhe, K. &Shinde., N. (2012). Applications of
computer science in Pharmacy: An overview. National Journal of Physiology,
Pharmacy and Pharmacology, 2 (1), 1-9. retrieved from ww.scopemed.org/?
mno=8149

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
35
Session 4: The Use of Computers in Keeping Records of
Medicines and Medical Supplies
Total Session Time: 120 minutes

Prerequisites
 Session 3

Learning Tasks
By the end of this session students are expected to be able to:
 List benefits of computer in keeping records of medicines and medical supplies
 Mention commonly used computerized systems for keeping records of medicines and
medical supplies
 Practice tally based system in keeping records of medicines and medical supplies

Resources Needed:

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
36
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer/ LCD projector

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation Benefits of Computer in Keeping Records of
2 30 minutes
Buzzing Medicines and Medical Supplies
Presentation Commonly Used Computerized Systems for
3 30 minutes
Brainstorming Keeping Records and Medical Supplies
Practice Tally Based System in Keeping
4 45 minutes Demonstration
Records of Medicines and Medical Supplies
5 05 minutes Presentation Key Points

6 05 minutes Presentation Evaluation

SESSION CONTENTS

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

READ or ASK students to read the learning tasks and clarify
ASK students if they have any questions before continuing

STEP 2: Benefits of Computer in Keeping Records of Medicines and

Medical Supplies ( 30 minutes)

Activity: Buzzing (5 minutes)

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

ALLOW few pairs to respond and let other pairs to add on points not mentioned
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
37
WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

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

 Speed and Efficiency

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

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

 Timely Data
o With a manual system, the data is only as accurate and up to date as the last hand
count.
o With a computerized records keeping system, the management team can pull a report
and instantly see how many units are on the floor, how many have sold and which
products are selling the fastest
o It eliminates overstocking of the inventories and maintains minimum investment.
o It helps in optimum utilization of men, money, material, equipment, time and
thereby reduces the total cost of the production

STEP 3: The Commonly Used Computerized Systems for Keeping

Records in Medicines and Medical Supplies (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:
 Mention any common used computerized system for keeping records of medicines
and medical supplies

ALLOW few students to respond

WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
38
  There are many computerized records keeping software which can be used for various
pharmaceutical activities depend on the needs of the particular organization. these are
examples of the software which can be used in health services
o Drug health information system software (DHIS)
o Jeeva,
o Win Pharm,
o Pioneer RX

 These software’s have the following standard features,

o User friendly input
o Easier to recall of patient, drug and prescription information
o Comply to regulatory authorities
o Safety and accuracy
o Adequate inventory management
o Provision of reports
o Fast
o Allow electronic prescription

Step 4: Practice Tall Based System in Keeping Records of Medicines and

Medical Supplies (45 minutes)

Activity: Demonstration (45 minutes)

DIVIDE students in small manageable groups.

PREPARE computer for demonstration

POSITION students so that everyone can see and hear

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
39
REVIEW steps of tallying based system in a computer with students

DEMONSTRATE the procedure of tallying in a computer

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

CLARIFY and SUMMARIZE by using the content below

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

STEP 5: Key Points (5Minutes)

 Information Technologies are systems of hardware and/or software that capture,
process, exchange, store and/or present information using electrical, magnetic and/or
electromagnetic energy
 Computers are processors of information. Process large amounts of information at
incredible speeds, accurately, and consistently. Their processing speed is their major
advantage over humans

STEP 6: Evaluation ( 5 minutes)

 What is the meaning of information technology in inventory system?
 What are the benefits of information technology in inventory management?
 What are commonly used computerized inventory systems?

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

Jadhav, S. P., Nikam, K., Gandhi, A., Salunkhe, K. &Shinde., N. (2012). Applications of
computer science in Pharmacy: An overview. National Journal of Physiology,
Pharmacy and Pharmacology, 2 (1), 1-9. retrieved from ww.scopemed.org/?
mno=8149

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
40
 http://baonsquarestech.blogspot.com/2013/08/the-use-of-computer-in-pharmacy_26.html

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
41
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
42
Session 5: Identification of Different Types of Computer
Software
Total Session Time: 60 minutes

Prerequisites
 Session 4

Learning Tasks
By the end of this session, students are expected to be able to:
 Define the Term Software
 Describe Different Types of Software
 Describe Various Computer Application Programs and its Uses

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer
 LCD

SESSION OVERVIEW
Step Time Activity/Method Content
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation
2 10 minutes Definition of Software
Brainstorming
3 20 minutes Presentation Different Types of Computer Software
Presentation
4 15 minutes Uses of Computer Applications
Buzzing
5 05 minutes Presentation Key Points
6 05 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
43
SESSION CONTENT

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

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

 ASK students if they have any questions before continuing.

Step 2: Definition of Computer Software (10 minutes)

Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
 What is the meaning of the term ‘software’?
ALLOW few students to respond
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below

 Software
o Software is another name of a program or programs
o The purpose of software is to convert data (unprocessed facts) into information
(processed facts)
o Software programs consist of the step-by-step instructions that tell the computer how
to do its work
o In other words software or programs are set of instruction which tells computer what
to do

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

There are two types of software/program; these are system software and application
software
 System Software.
o System Software consists of programs that control the operations of a computer and
its devices
o System software serves as the interface between a user, the application software, and
the computer’s hardwar
o One type of system software is the operating system
o Before application software can be run, the operating system, which contains
instructions that coordinate the activities among computer hardware devices, must be
loaded from the hard disk into the computer’s memory
o System software is not a single program, rather it is a collection of programs, included
the following:

 Operating systems

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
44
 Operating systems are programs that coordinate computer resources, provide an
interface between users and computer, and run applications. Windows XP,
Windows VISTA and the Mac OS X are the best known operating system for
today’s microcomputer users
 Utilities
Also known as service programs, they perform specific tasks related to managing
computer resources
For example, the windows utility called Disk defragmenter locates and eliminates
unnecessary file fragments and rearranges files and unused disk space to optimize
computer operations

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

 Application Software
o Application software consists of programs designed to perform specific tasks for
users Application software can be used as a productivity/business tool; to assist
with graphics and multimedia projects; to support home, personal, and educational
activities and to facilitate communications
o Specific application software products is called program and are available from
software vendors
o These programs can be categorized as either basic or specialized applications

Basic applications
 Also known as general-purpose applications, they are widely used in nearly all career
areas. They are the kinds of programs you have to know to be considered as computer
competent
 One of these applications is a browser to navigate, explore and find information on
the internet
 The two most widely used browsers are Microsoft’s Internet Explorer and Netscape’s
Navigator

Specialized applications
 Also known as special-purpose applications, these include thousand of other programs
that are more narrowly focused on specific declines and occupations
 Some of the best known are graphics audio, video, web authoring, and artificial
intelligence programs

Various computer application programs are

 Word processing
 Excel

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
45
  Database software
 PowerPoint
 Internet
 E-mail software
 Web browser

Step 4: Uses of Application Software (15 minutes)

Activity: Buzzing (5 minutes)
ASK students to pair up and buzz on the following question for 2 minutes
 What are the types of computer software?
 When do you use that software?
ALLOW few pairs to respond and let other pairs to add on points not mentioned
WRITE their response on the flip chart/board
CLARIFY and SUMMARIZE by using the content below

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

 Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is an

accounting program for the computer
o Spreadsheets are primarily used to work with numbers and text
o Spreadsheets can help organize information, like alphabetizing a list of names or
ordering records, or calculate and analyze information using mathematical formulas

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

 Database software allows you to create and manage a database

o A database is a collection of data organized to allow access, retrieval, and use of that
data. Database is used to store records of employees, clients and equipments
o Example of employees records are Name, Age, Place of birth and occupation
o A query is used to retrieve data according to specified criteria, which are restrictions
the data must meet

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
46
 Web browser is a software application used to access and view Web pages.
o Web browser help searching information of different types from different source

Step 5: Key Points (05 minutes)

 Operating systems are programs that coordinate computer resources, provide an interface
between users and computer, and run applications
 Device drivers are specialized programs designed to allow particular input or output
devices to communicate with the rest of the computer system
 Power Point allows you to create dynamic presentations using its easy-to-use, predefined
layouts and templates

Step 6: Evaluation (05 minutes)

 What is software?
 What do you understand by the term System Software?
 What are the different types of Computer Software?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
47
Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press.
CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
48
Session 6: Demonstration on Getting Started with
Microsoft Word
Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
 Session 5

Learning Tasks
By the end of this session, students are expected to be able to:
 Define Microsoft Word Program
 Identify Parts of the Word Window
 Practice Saving Document
 Practice Use Backspace/Delete and Undo/ Repeat Functions
 Practice Cut, Copy, Paste, Drag and Drop
 Practice Use of Autocorrect, Find and Replace
 Practice Use of Spell Check and Grammar Check

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer
 LCD
 Handout 6.1

SESSION OVERVIEW

Step Time Activity/Method Content

Presentation of Session Title and Learnig
1 05 minutes Presentation
Tasks
Presentation
2 10 minutes Definition of Microsoft Word
Brainstorming
3 40 minutes Presentation Basic of the Microsoft Word Window
Presentation
4 40 minutes Saving a File
Exercise
Presentation
5 40 minutes Cut, Copy, Paste, Drag and Drop
Exercise
Presentation
6 35 minutes AutoCorrect and Spell Grammar Check
Exercise
7 05 minutes Presentation Key Points

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
49
 8 05 minutes Presentation Evaluation
SESSION CONTENT

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

 READ or ASK students to read the learning objectives and clarify.
 ASK students if they have any questions before continuing.

Step 2: Definition of Microsoft Word (10 minutes)

Activity: Brainstorming (5 minutes)
Ask students to brainstorm on the following question:
 What is Microsoft word program?
ALLOW few students to respond?
WRITE their responses on the flip chart/ board
CLARIFY and SUMMARISE by using the content below

 Microsoft word is the word processing software in the Microsoft Office Suite
 It allows you to create a variety of professional-looking documents such as letters, flyers,
and more

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

 Word is the word processing software in the Microsoft Office Suite
 It allows you to create a variety of professional-looking documents such as letters, flyers,
and more

The Basics of the Word Window

 Shown below is the Microsoft Word default window
 When Word is launched, a new blank document, or default window, opens in Print
Layout view
 Although window elements are fully explained in our Windows course, here is a brief
explanation of the Word window
 Title Bar: displays the document name followed by a program name
 Menu Bar: contains a list of options to manage and customize documents
 Standard Toolbar: contains shortcut buttons for the most popular commands
 Formatting Toolbar contains buttons used for formatting
 Ruler: used to set margins, indents, and tabs
 Insertions point the location where the next character appears
 End-of-document Marker indicates the end of the document
 Help provides quick access to Help topics
 Scroll bars used to view parts of the document
 Status Bar Displays position of the insertion point and working mode buttons
 Task Pane provides easy access to commonly used menus, buttons and tools.
 View Buttons Changes the layout view of the document to Normal View, Web Layout
View, Reading Layout View, Print Layout View, or Outline View
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
50
 Office Assistant Links to the Microsoft Office Help feature

Figure 1: Basic Component of Window

Source: Goodwill Community Foundation 2002.

Change in View
 In an effort to provide various ways in which to view your work in progress and remain
organized, Word 2003 offers six different views for your document.
o The six views are Normal View, Web Layout View, Reading Layout View, Print
Layout View, Outline View, and Full Screen View.
 Normal view is best used for typing, editing, formatting and proofreading. It provides a
maximum amount of space without rulers or page numbers cluttering your view
 Web Layout view shows you what your text will look like on a web page
 Reading Layout view is best for documents that you do not need to edit. The goal of this
view is to increase legibility so that the user can read the document easily
 Print Layout view shows you what your document will look like when it is printed
Under Print Layout view you can see all elements of the page. Print Preview shows you
this as well
 Outline view is used to create and edit outlines. Outline view only shows the headings in
a document. This view is particularly handy when making notes
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
51
 Full Screen view displays ONLY the document that you are working on. All the other
pieces of the Word window are removed except for one button that allows you to Close
View Screen
Changing Your Document View
 Click View on the menu bar.
 Select the view of your choice. OR
 Click one of the five buttons at the bottom left of your Word window (View Full Screen
is not available in this location).

Figure 2: View Button

Source: Goodwill Community Foundation 2002

Step 4: Saving New File (40 minutes)

When Saving a File for the First Time
 Click File on the Menu Bar.
 Select Save - Ctrl+S.

Figure 3: Save command

Source: Goodwill Community Foundation 2002

Using the Standard Toolbar to Save

 Choose the Save button on the Standard Toolbar.

Save as Dialog Box

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
52
After selecting Save from the Menu Bar or the Standard Toolbar, the Save As Dialog Box
appears.

Figure 4: Save As Dialog Box

Source: Goodwill Community Foundation 2002

To Specify a File Location

 Open the Save In: drop down list box.
 Choose 31/2 floppy (A :) if saving to a floppy disk.
 Choose (C :) if saving to your hard disk.
 Name your file in the File name: box.
 Click Save.
If you do not choose a file name, Microsoft Word will assign a file name for you. It assigns
the first line of text in you document, unless you give it a different name when prompted in
the File name box.
If you do not specify a file location, Office uses the My Documents folder as the default
location. So, if you can't find a file, check My Documents.
After Naming and Saving a File Once
 Click the Save button on the Standard toolbar or
 Go to the File menu and choose Save.
You will not get a Save As dialog box again.
Saving a File under a New Name
 If you wish to create an exact copy of an original document for editing or revising
purposes, you should perform a Save As on the file and save it under a new name. This
will guarantee that you always have a saved, original copy
 Follow these steps to perform a Save As
o Click File from the menu bar.
o Select Save As. The Save As Dialog Box appears.
o Type a new name for your file in the File name: box

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
53
 o Click Save.
 Choose Save As to rename a document. Be careful not to overwrite your original file.
Backspace and Delete
Use the backspace and delete keys (on your keyboard) to erase text in your document
 The backspace key erases the text to the left of the insertion point one character at a time.
 The delete key (located under the Insert key) erases the text to the right of the insertion
point.

Using Undo - Ctrl + Z

Have you made a mistake in your document and needed to go back and make changes, but
you thought it was too late? Good news! Word offers a feature that helps prevent this from
happening.The Undo command lets you "undo" or delete the last change made to your
document
 As you can imagine, this is a very useful feature
 If you make a change or mistake that you do not want or did not mean to do, you can
simply "undo" your action
Word remembers up to 300 actions in a document and allows you to undo any or all of
them as long as you haven't closed the document first

To Use Undo
 Click Edit on the menu bar.
 Select Undo - this command will change names depending on the action you just took. If
you accidentally deleted a sentence, it says Undo Clear
 Press Ctrl + Z on your keyboard for a shortcut to Undo OR
 Undo all your recent actions by repeatedly clicking the Undo button located on the
Standard toolbar

Figure 5: Undo Button

Source: Goodwill Community Foundation 2002

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

Activity: Personal Letter

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

Refer students to Handout 6.1: Personal Letter

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
54
After opening the document
 Change the view to Normal View.
 Type today's date at the beginning of the document and type the letter content on the
handout.
 Save the document by selecting File >> Save from the main menu.
 Close the document.

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

 Often in word processing, you will need to transfer information from one document to
another
 Instead of having to re-type or replace this information, Word allows you to move a block
of text (a word, sentence, paragraph, page, document, or graphic)
 Cut, Copy and Paste are extremely time-saving features
 The Cut, Copy and Paste buttons are located on the Standard toolbar

Figure 7: Cut, Copy and Past

Source: Goodwill Community Foundation 2002

 Cut and Paste

o The Cut feature allows you to remove selected text from the document and
temporarily place it on the Office Clipboard
o The Clipboard is a temporary storage file in your computer's memory. Items placed
on the Clipboard will remain there until you exit Word
o The Paste feature allows you to get text from the Clipboard and place it in the same or
even another document

 Copy and Paste

o The Copy feature allows you to copy selected text from the document and temporarily
place it on the Clipboard
o The Clipboard is a temporary storage file in your computer's memory.
o The Clipboard can hold up to twenty-four items. Once you copy the 25th item, the
first copied item is deleted
o The Paste feature allows you to select any of the collected items on the Clipboard
place it in the same or even another document
o You can Copy information from many different sources including Websites, Emails,
and other Office applications like Excel and PowerPoint

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
55
Working with Blocks of Text

 To Cut and Paste a Block of Text

o Select the text you want to move
o Click the Cut button on the Standard Toolbar.
o Place the insertion point where you want the text inserted
o Click the Paste button

 To Copy and Paste a Block of Text

o Select the text you want to move
o Click the Copy button on the Standard Toolbar
o Place the insertion point where you want the text inserted
o Click the Paste button
 Once the item has been pasted, you can determine the formatting by clicking on the Paste
Options button that appears just below your pasted selection. Check or de-select any of
the following options:
o Keep Source Formatting - maintains the text formatting of the original document.
o Match Destination Formatting - formats the pasted text to match the text formatting in
the document in which it was pasted
o Keep Text Only - removes any graphics that you may have copied along with the
copied text
o Apply Style or Formatting - allow you to choose a specific format from the Styles and
Formatting menu

Drag and Drop

The drag and drop method of moving text allows you to move selected text using your mouse
 This method is convenient for moving text when
o Moving text from one location to another within a document
o Moving text to another document

 To Drag and Drop Selected Text

o Drag the text you wish to move
o Place the mouse pointer anywhere on the selected text without clicking
o Click and hold the left mouse button until the insertion point changes into a white
arrow pointing up to the left
o Left click and drag the selected text to the new location

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
56
 o Drop using this process, the mouse pointer changes to a box with a small white arrow
over it, indicating you are dragging text
When you reach the new location, release the mouse button to drop the text into place.
Once you release the mouse button a menu list will appear that offers you the
following options:
 Move Here
 Copy Here
 Link Here
 Create Hyperlink Here
 Cancel

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

Activity: Personal Letter

Instructions: Go back to your Personal Letter Word document to complete activities bullet
one to five listed below
 Open the personal letter document
 Use the Drag and Drop feature to move the first sentence of the letter (“My daughter just
got…”) to the end of the final paragraph of the letter
 Use the mouse to select the paragraph you wrote (3rd paragraph)
 Use the Copy, Paste, and Cut features to move the 3rd paragraph so it is the second
 Paragraph of the letter
 Save and close the document

Step 6: Spell and Grammar Check (35 minutes)

 Word can automatically review your grammar and spelling as you type.
 Green wavy lines are placed underneath possible grammar mistakes and a red wavy line
under possible spelling mistakes
 All of Word's grammar and spelling errors may not be correct, so you can choose to
ignore these error markings and keep typing, or you can correct the mistakes and/or add
the corrections to Word's dictionary
Check Spelling as you Type
Word puts a red wavy line under possible spelling mistakes. If you click on the suspected
misspelling, Word gives you one or more suggested corrections.

Figure 10: Spelling Check

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
57
Source: Goodwill Community Foundation 2002
To Use Spell Check as You Type
 Place your I-Beam over the misspelled word and right-click
 A menu list displays the following options: boldfaced suggested spellings, Ignore All,
Add to Dictionary, AutoCorrect, Language, Spelling and Look Up
 Select the boldfaced suggestion to replace the incorrectly spelled word in the document.
 Select ignore, and Word ignores all future instances of this spelling in this document
 Select Add to Dictionary, and Word adds the underlined word to the dictionary so it
won't be flagged as an error in any other document you create
 Select AutoCorrect to add the correct spelling to your list of words that Word
automatically corrects as you type
 Select Language to specify a word as part of another language, preventing Word from
seeing this word as a mistake
 If you select spelling, the Spelling and Grammar dialog box appears
 If you select Look Up, a window opens in the Task Pane and you are given general
search parameters.
o This feature is helpful when dealing with words, such as proper nouns, that are not
found in the dictionary

To Work on Suspected Grammatical Mistake

 Place your I-beam over the grammatical mistake and right-click
 A menu list displays the following options: boldfaced grammar suggestion, Ignore,
Grammar, about this Sentence
 Select Ignore and Word ignores the grammatical mistake it believes to exist.
 Select Grammar, and the Grammar dialog box appears
 Select About this Sentence and the Office Assistant will offer you reasons as to why
Word believes this to be a grammatical error

Spelling and Grammar Dialog Box

 To Use the Spelling and Grammar Dialog Box

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
58
 o Choose one of the following options, depending on what you think of Word's
suggestions
o Click Ignore Once to ignore this one instance of the grammatical error in your
document
o Click Ignore Rule to ignore this grammatical error and all other grammatical errors of
this type in the document
o Click Next Sentence to take you to the next grammatical error listed in your document
o Click Change to replace the error with what is in the Suggestion box
o Click Explain to open the Office Assistant, which will offer you reasons for this error

To Turn off the Red or Green Wavy Line

 Choose Tools Options from the menu bar, the Options dialog box appear
 Click the Spelling & Grammar tab
 Un-check the Check Spelling as You Type or Check Grammar as You Type so the check
box so that it is empty
 Click OK
o Don't forget to use Spell and Grammar Check!

Activity 3: Personal Letter

Instructions: Go back to your Personal Letter Word document to complete bullet 1 to 3
listed below:
 Open the personal letter document.
 Use the Spelling and Grammar feature to check the document.
 Save and close the document.
Congratulations! If you have completed these activities, then you have completed your first
personal letter in Microsoft Word.

Step 7: Key Points (5 minutes)

 Microsoft Word offers six different views for your document. The six views are Normal
View, Web Layout View, Reading Layout View, Print Layout View, Outline View, and
Full Screen View
 Save periodically when you are working in an application. Losing information can
happen easily if you don’t. You can quickly save by using the quick-key combination Ctrl
+ S.
 Instead of having to re-type or replace information, Word allows you to move a block of
text (a word, sentence, paragraph, page, document, or graphic). Cut, Copy and Paste are
extremely time-saving features

Step 8: Evaluation (5minutes)

 What are the parts of the Word window?
 What is the difference between “Save” and “Save As” command?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
59
 When do you use Backspace/Delete keys and Undo/Repeat functions?
 What is the use of Cut, Copy, Paste, Drag and Drop functions?

References

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

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

Ventage Press.

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

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
60
Morris, M. & Charles, M. (2003). Logol Computer Designer Fundamentals. Prentice Hall.

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State

University: Boston Burr Ridge.

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

Handout 6.1: Personal Letter

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

I am very excited about the class and there are many positive things about being a distance
learner. I can use the website at anytime and from any computer, we have an online instructor
to help us, and the classes are free! Also, since my employer is now requiring that everyone

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
61
in our office earn 5 Continuing Education Units every two years, this will help me stay up-to-
date with my training.

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

Session 7: Demonstration on Microsoft Word Basics

Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
 None

Learning Tasks
By the end of this session students are expected to be able to:
 Align Text
 Set Line Spacing
 Create Margins
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
62
 Use the Ruler and Formatting Toolbar
 Format Text
 Create Bulleted and Numbered Lists

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer and LCD
 Handout 6.1

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Tasks
Demonstration,
2 30 minutes Align Text
Exercise
Demonstration,
3 30 minutes Set Line Spacing
Exercise
Demonstration,
4 30 minutes Create Margins
Exercise
Demonstration,
5 35 minutes Use the Ruler and Formatting Toolbar
Exercise
Demonstration,
6 30 minutes Create Bulleted and Numbered Lists
Exercise
7 10 minutes Presentation Key Points
8 10 minutes Presentation Evaluation

SESSION CONTENT

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

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

ASK students if they have any questions before continuing

Step 2: Aligning Text (30 minutes)

Aligning text can be invaluable when trying to format your document to meet certain
standards. Most documents have text that is left aligned. However, if you were creating a
greeting card or advertisement, you might need to know how to center align, right align or
justify your text.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
63
 Align Text Using the Alignment Buttons:
o Select the text you want to align.
o Click the Align Left, Center, Align Right, or Justify button on the Formatting toolbar.

Figure:1 Alignment Buttons

Source: Goodwill Community Foundation 2002

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

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
64
 Refer students to Handout 6.1: Personal Letter

Activity 1: Personal Letter (5 minutes)

Instructions: Use Personal Letter from Handout 6.1 help to do bullets 1 to 4 listed below:
 Left align the entire letter.
 Center align only heading
 Right align Address at the top
 Save and close the document.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
65
Step 3: Set Line and Paragraph Spacing (30 minutes)

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

Line spacing is measured in lines or points.

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

 To Format Line Spacing

o Select the text you want to format.
o Choose Reveal Formatting on the Task Pane and click on any of the blue links
under the Paragraph heading.
OR
 Click Format on the menu bar.
o Select Paragraph. The Paragraph dialog box appears.
o Click on the Indents and Spacing tab.
o In the Line spacing drop down menu, you may select single, 1.5, or double spacing.
The default is single spacing.
o Click OK.
OR
o Select the text you want to format.
o Click on the Line Spacing button on the Formatting Menu.
o Select an option from the drop-down menu.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
66
Step 4.Using Page Setup to Specify Margins (30 minutes)

Figure 2: Margin Set

Source: Screen Shot from Microsoft Word

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

 Click File on the menu bar.

 Select Page Setup.
 Select Margins tab in the Page Setup dialog box.
OR
 Choose Reveal Formatting on the Task Pane and click on the blue link, Margin, under
the Section heading.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
67
 Figure 3:Page Setup

Source: Screen Shot from Microsoft Word

More Options on the Page Setup Dialog Box

The Page Setup dialog box gives you several other options for controlling the look of your
document. Not only can you control how your document looks on screen, but you can also
manage how your document will be printed. The Margins, Paper and Layout Tab all contain
valuable tools.
 Margins Tab
o Click the Default button in the lower left corner of the Page Setup dialog box to set
(or reset) Word's default margins.
o You can choose to apply these new margins to the whole document or from this
point forward by using the drop-down menu, Apply to:.
o Change the Page Orientation by clicking on either the Portrait box (8.5 x 11) or the
Landscape box (11 x 8.5).
 Paper Tab
o The default paper size is 8.5 x 11, but you can change the paper size entirely. You can
even customize the paper size to include note cards, envelopes, photo paper, index
cards, and much more.
o Layout Tab
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
68
 o The Layout Tab includes options to customize page numbering, borders, and
headers/footers. A nice feature on the Layout Tab is creating a Title Page for your
document.

 To Create a Title Page for Your Document

o Enter the text you want on your title page.
o Click File on the Standard toolbar.
o Select Page Setup from the menu bar.
o Click the Layout tab.

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

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

Refer students to Handout 6.1: Personal Letter

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

Instructions: Use Personal Letter from Handout 6.1 help to do bullet 1 to 5 listed below:
 Open the letter document.
 Set the margins so the top margin is 2 inches and all other margins are 1 inch.
 Verify that the Page Orientation is set to Portrait.
 Change the Paper Size of the document to be 8.5" x 11"
 Save your changes and close the document.

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

You can adjust the width of margins, tabs, and indents in your document using Word's Ruler.

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

 Hiding and Displaying the Ruler:

o Click View on the menu bar.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
69
 o Select Ruler.
o The Ruler will appear at the top of the document.

Figure 6: Ruler

Source: Screen Shot from Microsoft Word

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

Setting Tabs, Indents and Margins using the Ruler

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

Tabs
Click on the small gray box to the left of the ruler to move through the five different Tab
Settings.
Left tab : Moves text toward the right edge of the page as you type.
Center tab : Centers text around the tab.
Right tab : Moves text toward the left edge of the page as you type.
Decimal tab : Aligns decimal numbers using the decimal point.

For example
Bar tab : Draws a vertical line on the document.
Indent : Inserts the indent marking anywhere along the ruler
Hanging Indent : Inserts a hanging indent anywhere along the ruler

 To Place a Tab or Indent on The Ruler:

o Click the cursor anywhere in the block of text you want to format.
o Click the tab selection button (upper left of the ruler).
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
70
 o Click the Ruler where you want your tab or indent to be set.
o If you set up a new tab, press the tab key to move your text to the new tab.
o If you set up a new indent, place the cursor at the new indent location.

Adjusting Tabs and Margins on the Ruler

 To Move an Existing Tab or Indent on the Ruler

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

 To Remove a Tab from the Ruler

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

 To Adjust a Margin using the Ruler

o Point the mouse on the margin that you want to move.
o Click and hold the left mouse button once a double arrow appears over the margin
until a dotted line appears below.
o Drag the mouse to increase or decrease the margin.
o Release the left mouse button.

Formatting Toolbar
The Formatting Toolbar contains buttons that allows you to change the appearance of your
text. The formatting toolbar contains buttons for font size, font style, colors and other options.
 To View the Formatting Toolbar
o Click View on the Menu Bar.
o Select Toolbars and then Formatting from the cascading menu.

Bold, Italics and Underline

Any text you type in Word can be further customized by using the bold, italicized or
underlined options. You can even do a combination of all three options!
 To Change the Type Style of Text
o Select the text you want to change.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
71
 o Choose one or more of the following options: (to stress emphasis you might want to
try using the bold option)
o Click the Bold button on the Formatting toolbar. Ctrl + B
o Click the Italic button on the Formatting toolbar. Ctrl + I
o Click the Underline button on the Formatting toolbar. Ctrl + U
o Word automatically displays your changes.

Figure 7: Bold, Italics and Underline

Source: Goodwill Community Foundation 2002

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

Using Color
The use of color can add emphasis to your words and make your document easier to read.
If you own a color printer, you can print documents in different colors. If you do not own a
color printer, your document will only appear in color on the screen.
 To Change the Color of Text
o Select the text you want to change.
o Click the downward-pointing arrow on the Font Color button on the Formatting
toolbar. A color palette appears.
o Click the color you want to apply.
o Word changes the color of your text.

Figure 8: Colour Table

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
72
 Source: Goodwill Community Foundation 2002

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

Font Dialog Box

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

 To Open the Font Dialog Box

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

Figure 9: Font Option

Source: Goodwill Community Foundation 2002

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

Figure 10: Font Box

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
73
 Source: Goodwill Community Foundation 2002

Font Size
 You can change the Font Size from both the Font Dialog Box and the Formatting
toolbar. You can use different font sizes to give emphasis to different parts of your
document. For example, the title of your document could be displayed larger than the
contents of your paper. Font size is commonly expressed in points. Font sizes range from
8 point (extremely small) to 72 point (very big). Word allows you to choose sizes smaller
than 8 point and larger than 72 point, but you must type these in manually in the Font
Size box.
o Arial 10 Point
o Arial 12 Point
o Arial 20 Point
o Arial 30 Point
 The standard Font size for most documents is 12 Point. You can preview different font
sizes in the Preview window in the Font dialog box.
o Select Reveal Formatting on the Task Pane.
o Click the blue link, Font: under the Font Heading. The Font dialog box appears.
o Click on a font from the Font list.
o Select a size from the Font Size list.
o Look at the text in the preview window as you try different sizes.
OR
o Click Format on the Menu Bar.
o Select Font from the menu list. The Font dialog box appears.
o Click on a font from the Font list.
o Select a size from the Font Size list.
o Look at the text in the preview window as you try different sizes.

 To Open the Templates Dialog Box

o Click File on the Menu Bar.
o Select New from the menu list. The Task Pane New Document window appears to
the right.
o Select an option under New from template.
o Letter Wizard - assists you in writing a standard letter
o Contemporary Letter - offers a letter template including artwork
o General Templates - preformatted documents including faxes, letters, memos, reports,
etc.
o Templates on my Web Sites - allows you to search for templates on other web servers
o Templates on Microsoft.com - allows you to search among hundreds of templates
offered through the Microsoft website
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
74
 Refer students to Handout 6.1: Personal Letter

Activity 5.Experiment with Fonts (10 minutes)

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

 Open the Personal Letter document.

 Modify the document so the text is not bolded, italicized, or underlined.
 Change the document so all the text is black.
 Modify the font size from 14 to 12.
 Change the font style from Arial to Times New Roman, or the font of your choice.
 Read the document. Are there any words that you should emphasize? If so, make those
words bold.
 Save and close the document

Step 6: Bullets and Numbering (30 minutes)

Word lets you make two types of lists: bulleted and numbered. Bulleted and numbered lists
help to simplify steps or items to the reader. Teachers often use bulleted lists to highlight
important pieces of their lessons. Manuals often include numbered lists to assist the reader in
step-by-step instruction.
A bullet is usually a black circle but it can be any other symbol used to highlight items in a
list. Use bullets to list items that do not have to be in any particular order.
Numbers (or letters) are used when information has to be in a certain order. You can use the
default Bullets and Numbering settings by clicking on the appropriate button on the
Formatting toolbar.
Create Bulleted and Numbered Lists
 To Create a Bulleted List
o Click the Bullets button on the Formatting toolbar.
o Type the first item on your list and press Enter.
o The next line will begin automatically with a new bullet.
o Type the next item on your list and press Enter.
o When your list is complete, press the Enter key twice to stop the bulleted list.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
75
 To Create a Numbered List
o Click on the Numbering button on the Formatting toolbar.
o Type the first item on your list and press Enter.
o The next line will begin automatically with the next number.
o Type the next item on your list and press Enter.
o When your list is complete, press the Enter key twice to stop the numbered list.
 Review the following tips that will help you manage your numbered or bulleted lists.
o Remove a bullet by placing the insertion point to the right of the bullet or number
and press backspace (you will not be able to place your insertion point to the left of
the bullet).
o If you want to change a bulleted list to a numbered list (or vice versa), select the
entire list and click on the appropriate button.
o To create a line break between items in a bulleted or numbered list, place your cursor
where you want the line break and press Shift + Enter.

The Bullets and Numbering Dialog Box

 Word offers you many other options for your bullets and numbers, other than the
default that you have seen so far.
 You can view the type of bullets and numbers available to you by opening the
Bullets and Numbering Dialog Box.
o Select the text you want to turn into a list.
o Click Format on the Menu Bar.
o Select Bullets and Numbering. The Bullets and Numbering Dialog Box
appears.
o Click on the Bulleted Tab to view all the bullet options and click on the
Numbered Tab to view all the number options.
o Select what kind of bullets or numbers that you want, and click OK.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
76
 Figure 11: Bullets and Number

Source: print screen from Microsoft Word 2003

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

Step 7: Key Points (10 minutes)

 Aligning text can be invaluable when trying to format your document to meet certain
standards. Most documents have text that is left aligned. However, if you were creating a
greeting card or advertisement, you might need to know how to center align, right align or
justify your text
 When line spacing is measured in points, it is referred to as leading (rhymes with
wedding). When you reduce the leading you automatically bring the lines of text closer
together, sometimes making it difficult to read. Increasing the leading will space the lines

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
77
 out, allowing for improved readability. For example, the 10 point font usually uses 12
point leading. This is the default and, in general, should be used.

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

Step 8: Evaluation (10 minutes)

 Most documents have text that is left aligned. What are the other Alignments you
know?
 What are the two most common spacing options?
 The ruler provides a visual tool that allows you to do what?
 What are steps to format text?
 Why do you use bulleted and numbered lists?

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

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

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

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide.
Peachpit Press
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
78
The Basics of the Word Window. Retrieved from www.gcflearnfree.org/computer/

Session 8: Demonstration on Advanced Microsoft Word

formatting
Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
 None

Student Learning Tasks

By the end of this session, students are expected to be able to:
 Insert Symbols
 Insert Headers and Footers
 Format Text
 Create Text Boxes
 Work with Columns

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer
 LCD

SESSION OVERVIEW

Step Time Activity/Method Content

Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation,
2 30 minutes Insert Symbols
Exercise

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
79
 Presentation,
3 35 minutes Insert Header and Footer
Exercise
Presentation,
4 30 minutes Format Text
Exercise
Presentation,
5 30 minutes Create Text Boxes
Exercise
Presentation,
6 35 minutes Work with Column
Exercise
7 10 minutes Presentation Key Points

8 5minutes Presentation Evaluation

SESSION CONTENT

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

 READ or ASK student to read the learning objectives and clarify
 ASK students if they have any questions before continuing

Step 2: Insert Symbols (30 minutes)

Introduction of Symbols

There are many Symbols that you might often see in publications that are not directly
available from your keyboard. For example, the Copyright symbol, ©, is not available on the
keyboard but can be selected from Word's Symbol Dialog Box.
Other commonly used symbols that appear in the Symbol Dialog Box are:
 © Copyright
 ® Registration
 TM Trademark
 Checkmark

Insert Symbols

 To Insert Symbols into your Document:

o Click Insert on the Menu Bar
o Select Symbols, The Symbols Dialog Box appears
o Click the Symbols Tab to select a symbol from a Font type
OR
o Click the Special Characters Tab to view other commonly used symbols
o Click on the Symbol or Special Character you would like to select and then Click
Insert
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
80
 o The Symbol or Character will show up in your document
o Click Close

Figure 1: Different Symbols

Source: Goodwill Community Foundation 2002

Before You Start the Challenge.

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

There are many templates in Microsoft Word that can help you create these documents, but

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
81
for this tutorial you will find it more educational if you complete the assignment without
using the template feature. Make a decision about what you want your document to be about
and we’ll get started!

Activity 1: Inserting a Symbol (5 minutes)

 Open Word and create a new document.

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

 Save and close Word.

Step 3: Insert Headers and Footers (35 minutes)

The Header and Footer usually contain title and author information, dates, and page
numbers. The Header appears at the top of the page and the Footer appears at the bottom of
the page.
 To Insert a Header and Footer:
 Click View on the Menu Bar
 Select Header and Footer
 The document will appear grayed out with a dotted Header and Footer box showing at the
top and bottom of the page
 Locate the Header and Footer Toolbar on the page

Figure 1:Header and Footer

Type inside the dotted boxes to insert your Header and/or Footer.
Click Close on the Header and Footer Toolbar when you are finished.

AND

Source: Goodwill Community Foundation 2002

Header and Footer Toolbar

The Header and Footer Toolbar contains buttons that can help you automatically enter
important information in your header and footers.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
82
 Some of the useful features located on the Header and Footer Toolbar are:
o Insert Auto-Text - drop-down menu showing commonly used header and footer
information, including, author, page number and date
o Insert Page Numbers - inserts the page numbers
o Insert Number of Pages - inserts the number of pages in the entire document
o Format Page Number - opens the Page Number Format Dialog box so that you
can format your page number in the header and footer
o Insert Date
o Insert Time
o Page Setup - opens the Page Setup Dialog box so that you can adjust the location of
the header and footer
o Switch between Header and Footer - allows you to jump quickly between the
header and footer on a page
o Close - closes the Header and Footer

Toolbar: Delete Header and Footer

If you choose to delete your Header or Footer, Word will automatically delete the Header or
Footer within the entire document
 To Delete the Header or Footer:
o Click View on the Menu Bar
o Select Header and Footer
o Highlight the text within the Header or Footer (whichever text you would like to
delete)
o Press Delete. The text is now removed.
o Click Close
Figure 2: Header and Footer Toolbar

Source: Goodwill Community

Foundation 2002

You can delete the Header and Footer on just the first page of the document by choosing File
- Page Setup. On the Page Setup Dialog Box, choose the Layout Tab and place a checkmark
next to Different First Page under Headers and Footers, then click OK.
Activity 2: Open a document created from activity 1 above (5 minutes)
 Type your name into the Header.
 Modify the text in your Header so that it is 10-point Times New Roman font.
 Put the date and time in the Footer.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
83
 Modify the text in your Footer so that it is 10-point Times New Roman font.
 Save and close the document

Step 4: Formatting (30 minutes)

Why display non-printing characters?

 Non-printing characters are automatically inserted into your document as you type. You
will not see these characters unless you choose to show the formatting marks. So why
display these characters? Showing the document formatting can assist you when editing.
Non-printing characters such as spaces, tabs, and hard returns (created when you press the
Enter key), will now be visually displayed on your page.
For example
a document that was created with numerous tabs could be quite difficult to edit if you
needed to delete all the tabs. However, if you display your non-printing characters, you
will be able to quickly see where all the tabs exist. The tab symbol will appear as an
arrow pointing to the right, . Place the insertion point to the right of the tab symbol and
press the Backspace key to quickly delete these tabs
 To Reveal Formatting Marks
o Click the Show/Hide button on the Standard Toolbar.
OR
o Select the Reveal Formatting Menu from the Task Pane.
o Check the Show all formatting marks checkbox at the bottom of the Menu under
Options

Figure 3: Standard Toolbar

Source: Goodwill Community Foundation 2002

When you select the Show/Hide button, codes for paragraph marks , tabs , and spaces .
are visible in your document. If you prefer to display non-printing characters when formatting
your document, these symbols will not appear in your printed document.

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

 Open your document.
 Select the Show/Hide Codes button.
 Notice how the non-printing characters appear in your Header and Footer.
 Save any changes you have made and close your document.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
84
Step 5: Create a Text Box( 30 minutes)

Placing text inside of a Text Box helps focus the reader's eye on the page content.
Newsletters, flyers, reports, announcements, school projects, or other types of publications,
often use Word's text box feature
Text boxes can be formatted with shadings, color, borders, and graphics, making for an
impressive display of your Word skills.
 To Create a Text Box
o Click Insert on the Menu Bar
o Select Text Box from the menu list
o The mouse pointer becomes a crosshair and a drawing canvas appears
o Place your insertion point where you want your text box
o Left click and drag the text box until it is the appropriate size. Release the left mouse
button when ready
o The text box will by default contain a white background color and a thin black border.

Note: When you create a text box in Word 2003, the drawing canvas appears by default
The canvas helps you arrange and resize the objects you are working with.
To Insert Text into the Text Box
 Click once inside the text box
o The box is selected and a blinking insertion point appears inside the box.
o Begin typing
o Format text (change font, font size, style, etc) in the usual manner. (Select text first,
makes changes later)
Moving and Resizing Text Boxes

 To Resize a Text Box

o Click once on one of the box's borders. The box is now highlighted

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

o Click and drag the sizing handle until the box is the desired size.
 To Move a Text Box

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
85
 o Click once on the text box's border.
o However your mouse pointer over the border until it becomes a crosshair with arrows
o Using this crosshair, click and drag the box until it is in the desired location

The Format Text Dialog Box

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

Step 6: Working with Columns (35 minutes)

Displaying information in columns gives the writer more options for displaying different
types of information on a page while remaining easy for the viewer to read
Certain kinds of information are best displayed using columns. Newspaper, newsletters,
flyers, reports, announcements, school projects, or other types of publications, often use
Word's column feature
Below is an example of a Newsletter using columns and a graphic.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
86
Create Columns Using the Columns Button: Switch to Print Layout View

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

Figure 6: Break Types

Source: Goodwill Community Foundation 2002

Figure 6: Selection Break Types

Source: Goodwill Community Foundation 2002

o Select the text you want to change to columns

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
87
 o Click the Columns Button on the Standard Toolbar
o The Columns Button will expand to give you four column options:

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

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

 To Enter a Title that Spans a Column:

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

Using the Column Dialog Box versus the Columns Button will give you much more control
and precision over your column structure. The Columns Dialog Box will also give you a few
more column options, including Left and Right columns as well as the ability to create up to
eight columns per page.
 Using the Column Dialog Box
o Switch to Print Layout View.
o To make equal columns, move the insertion point to the end of the text and insert a
continuous section break by choosing Insert Break Continuous.
o Select the text you want to change to columns.
o Click Format on the Menu Bar.
o Select Columns from the menu list. The Columns Dialog Box appears.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
88
Figure 7: Columns Dialog Box

Source: Goodwill Community Foundation 2002

 The Column Dialog Box gives you the following options

o Presets - Click a box to choose a preset number of columns
o Number of Columns - Use the up and down arrow keys to select between one and
eight columns
o Line Between -Places lines between your columns
o Width and Spacing - Offers features that allow you to specify an exact number for the
height and width of your columns, as well as the spacing between your columns.
o Equal Column Width - Check this checkbox if you want columns to be the same
width
o Apply to: - Allows you to create columns out of the selected text, the selected section,
this point forward, or the entire document

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
89
 o Select your options and Click OK.

 To Move Text into the Next Column

o Move the insertion point in front of the text you want to move.
o Choose Format Columns. The Columns dialog box opens.
o Choose "From this point forward" in the Apply to: control.
Click the Start New Column check box to move the text to the next column.
Now that you’ve learned about columns, do you see a need for them in your
document? If you are designing a newsletter, you will almost certainly want to use
them. Columns can make your newsletter look very professional. If you are designing
a flyer, you may or may not want columns.

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

 Open your document.
 Add columns if you would like to.
 Save and close Word.

Step 7: Key Points (10 minutes)

 There are many Symbols that you might often see in publications that are not directly
available from your keyboard. For example, the Copyright symbol, ©, is not available on
the keyboard but can be selected from Word's Symbol Dialog Box.
 The Header and Footer usually contain title and author information, dates, and page
numbers. The Header appears at the top of the page and the Footer appears at the bottom
of the page.
 Non-printing characters are automatically inserted into your document as you type. You
will not see these characters unless you choose to show the formatting marks

Step 8: Evaluation (5 minutes)

 What are steps which areused to insert Symbols?
 What are the steps involved to insert Headers and Footers?
 What are steps to create text boxes?
 What are steps involved to create columns in word document?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
90
Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press.
CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.
Sagman, S. (1999), Microsoft Office 2000 for Windows: Visual Quick Start Guide. Peachpit
Press The Basics of the Word Window. Retrieved from
www.gcflearnfree.org/computer/

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
91
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
92
Session 9: Demonstration on Tables Creation, Editing and
Formatting

Total Session Time: 40 minutes + 80 minutes Practical

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Create a Table
 Edit Tables
 Format Tables

Resources Needed
 Flip charts, marker pens, and masking tape.
 Black/white board and chalk/whiteboard markers.
 Computer.
 LCD

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation,
2 35 minutes Creating Tables
Exercise
Presentation,
3 30 minutes Editing Tables
Exercise
Presentation,
4 35 minutes Formatting Tables
Exercise
5 10 minutes Presentation Key Points
6 5 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
93
SESSION CONTENT

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

 READ or ASK student to read the learning objectives and clarify.
 ASK students if they have any questions before continuing.

Step 2: Creating a Tables (35 minutes)

Tables allow large amounts of text and/or numbers to be presented in an organized and easy
to read fashion. Student roll books, sport statistics, address books, math formulas, menus and
many other documents often incorporate tables to share information.
Similar to columns, Tables can be challenging at first. Word has created an entire menu to
help assist you in creating your first Table.

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

Figure 1: Row and Column Direction

Source: Goodwill Community Foundation 2002

 Creating Tables Using the Insert Table Dialog Box

o Click Table on the Menu Bar
o Select Insert and then Table from the cascading menu. The Insert Table dialog box
appears
o Determine the number of columns and rows you need in your table. You can add
more lately, but save yourself some work. You can always add rows by pressing Tab
at the end of a row

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
94
 o To create a table as wide as your page, leave the Fixed Column Width setting on
Auto.
o Click OK. A table is inserted into your document

Figure 2: Insert Table

Source: Goodwill Community Foundation 2002

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

 Creating Tables Using the Insert Table Button

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

Figure 3: Tool for Insert Table

Source: Goodwill Community Foundation 2002

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
95
Creating Tables Using the Draw Tables Button
o Open the Tables and Borders toolbar by clicking View on the Menu Bar, Select
Toolbars and then Tables and Borders from the Cascading Menu. The Tables and
Borders toolbar will appear.
o Click the Draw Tables button on the Tables and Borders toolbar. The mouse pointer
turns into a pencil.

Figure 4: Tables and Borders

Source: Print Screen from Microsoft Word 2003

o Drag the pencil to create a rectangle about the size of the table you want
o Release the mouse button. The border of the table appears in your document
o Use the pencil again to draw in column and row borders
o Click the Draw Table button again to change the pencil back into an I-beam
If you make a mistake while drawing your table, you can erase both rows and columns by
using the Eraser on the Tables and Borders toolbar. Once you select the Eraser, the pointer
will change to resemble the Eraser Button. Drag the Eraser over parts of the table you
wish to erase. When you are finished erasing, click the Eraser button again to put the Eraser
away.

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

 Moving Around in a Table:

o Use the Tab key or right arrow key to move right
o Use Shift + Tab or the left arrow key to move left
o The up and down arrow keys will move the insertion point above or below its current
location.

 Selecting Text in Tables

o A cell: triple click inside cell
o A row: Move mouse to left of margins, point to the row, and click
o Multiple rows: Select the first row, click and drag the number of rows desired
o A column: Move the mouse above the column. It turns into a downward pointing
arrow. Click once
o Multiple columns: Select the first column, click and drag the number of columns
desired
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
96
 o Entire Table: Choose Table and Select Table from the menu bar.
Selecting Cells.
To act on a group of cells they must first be selected. To select a cell, or group of
Cells use the selection arrow. This is shown when the cursor is placed near a left cell edge or
the top of a column

 In a new document, create table 5 columns by 5 rows

 Select the first cell by moving near to its left edge and clicking the left mouse button when
the arrow is displayed, as in the diagram.

 Move the mouse down and click again to remove the selection. Select the
Second column by moving near to the top edge of the column and clicking the
Mouse when the selection arrow is displayed

 Select the entire third row by double clicking when the arrow is displayed at the edge of
any cell in the row or by clicking once when the arrow is in the Selection bar on the left

 Select the nine cells in the middle of the table by clicking and dragging
 Close the document without saving
Note: To select a row/column, position the cursor within the row/column then use
Table | Select Row/Column. Table | Select Table will select the entire tab

Activity 1: Open Your Document from Activities 1 Session 7 (5 minutes)

Insert a table into your document using one of the methods described in the lesson.
Enter text into your table.
Save and close your document.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
97
Step 3: Editing Tables (30 minutes)
Once you have created your table, you may find that you need to format text within your
table, insert or delete rows and columns, or perhaps just change the appearance of your
table so that it is more visually appealing.

 Formatting Text in Tables.

Fortunately, whatever you do to format text in a paragraph (make it bold green, for
example), you can do to text in a table cell
 Formatting text within a table can be accomplished through a variety of means,
including the Formatting menu, the Tables and Borders toolbar, the Task Pane
and keyboard shortcuts
 Rotating Text in Tables
Many advertisements, for sale signs, menus, and other creative documents use Word's
text direction feature to change typical horizontal text to eye-catching vertical text
 You can rotate text so it runs vertically, facing either the right or the left
 To Rotate Text in a Table Cell
o Select the cell(s) you want to rotate

o Click the Change Text Direction button : on the Tables and Borders toolbar.
o Clicking the Change Text Direction button once turns text to the vertically left,
the second click turns text to vertically right, and the third click will bring your
text back to a horizontal position

Figure 5: Text Direction

Source: Goodwill Community Foundation 2002

o The insertion point rotates when entering vertical text, but editing vertical text is
really no different than editing horizontal text
 Inserting and Deleting Columns and Rows.
Estimating how many rows and columns you will need in a table is not always easy.
Therefore, it is important to know how to insert and delete rows and columns in your existing
table

 To Add Rows to Your Table

o Move the insertion point to the last cell in the table and press Tab.
 To Insert Rows in the Middle of the Table
o Place the insertion point anywhere in the table
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
98
 o Choose Table Insert Rows above OR Rows below
 To Delete Rows
o Select the row(s) you want to delete
o Choose Table Delete Rows
o OR Right-click and choose Table Delete Rows from the shortcut menu

 To Delete Single Table Cell:

o Place the insertion point inside the cell you wish to delete
o Choose Table Delete Cells from the menu bar. The Delete Cells dialog box
appears
o Click Shift cells left, Shift cells up, Delete entire row, or Delete entire column

Figure 6: Delete Cells

Source: Goodwill Community Foundation 2002

 To Insert a Column:
o Position the mouse pointer where you want to column to be located.
o Choose Table Insert Insert Columns to the Right or Insert Columns to the Left

Figure 7: How to Insert Columns

Source: Goodwill Community Foundation 2002

 Resizing Tables
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
99
You may need to adjust the size of columns, rows, and cells.
 To Adjust Columns, Rows, and Cell Size
o Hover the insertion point over any line in your table that borders the area you want to
change.
o The insertion point changes to a double-headed arrow
Drag the border either left or right OR up and down

To automatically adjust the size, select the entire Table and then choose Table AutoFit
AutoFit to Contents.

Step 4: Formatting Tables (35 minutes)

AutoFormat
Just as Word offers document templates for memos, faxes, reports and other items; Word also
offers templates for Tables

 To use AutoFormat:
o Create your table.
o Click anywhere in the table. Go to the toolbar and select Table and then Table
AutoFormat. The Table AutoFormat dialog box appears.
o Scroll through the Table Styles until you find a table you like. You can preview the
Table Style in the Preview Box.
o Check and uncheck the options in the Apply special Formats to: sections to slightly
change parts of your table. Check out your changes using the Preview box
o Click the New button to customize your own Table Style
o Click the Modify button to change parts of an existing Table Style
o Click OK

 Adding Borders
Many of the tables in the AutoFormat Dialog Box use unique borders and shading options.
To add these special features to your own table, you can use the Tables and Borders
toolbar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
100
 Figure 8: Table AutoFormat

Source: Goodwill Community Foundation 2002

 To Change Line Style or Line Weight on an Existing Table

o Click the drop down arrows (next to the buttons) to view and select from the list of
choices.
o The mouse pointer turns into a pencil
o Trace the line(s) you want to change.
o Click anywhere outside the table to change to pencil back into the I-beam.
 To Change the Border Color on an Existing Table
o Click the drop down arrow next to the Border Color button. A color menu appears.
o Select a color. The I-beam becomes the pencil.
o Using the pencil, trace the border(s) that you want to color.

Figure 9: Selecting Colors

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
101
 Source: Goodwill Community Foundation 2002

 To Apply a Border
o Select the Line Style, Line Weight, and Border Color you would like.
o Select the cells you want bordered.
o Click the Outside Border button drop down menu and choose the location of your
border.
Figure 10: Border Applications

Source: Goodwill Community Foundation 2002

Add Shading
 To Apply Shading
o Select or place the insertion point inside the cell(s) you want shaded.
o Click the Shading Color button drop down arrow. A shading color menu appears.
o Click on a color. Your cell(s) are automatically shaded.

Figure 11: Color Addition

Source: Goodwill Community Foundation 2002

Activity 2: Open Your Document From Activity 1 Above. (10 minutes)

Edit the text, if necessary. Ask yourself:
 Is it the right font and size?
 What direction do I want the text?
 How do I want it aligned?
Delete any unnecessary rows or columns.
Add any needed rows or columns.
Resize the table, if needed.
Modify the color and thickness of the lines, if needed.
Apply shading to the table, if needed.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
102
Save and close the document.

Changing column width

The most important advantage of the tables feature over the tab stops is the ability to change
the width of the column interactively. Note that the total width of the table is restricted by the
space available between the margins. Reduce the width of small columns before widening
others.
 Open the document Table.
 Select View | Ruler to display the ruler if it is not already on the screen
 Move the cursor into the table. When inside the table the ruler shows the table column
divides as symbols within the ruler

 A column width can be changed by clicking on the divide, then dragging to a new
position before releasing the mouse button. A double-headed arrow appears when the
mouse pointer is over the division
 Reduce the first three columns (make Cost Price fit on two lines).
 Now select Table | Select Table, then Table | Table Properties. Select the
Row tab, check Specify height and enter 1 cm in the box. Click OK.

Figure 12: Show Table Properties

Source: from Microsoft Word 2003

Note: Column width, cell size and text alignment can be changed from the Column and Cell
tabs.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
103
 Save the document as Table1
 Print a copy of the document and leave open for the next Session
Note: Row Heights can also be changed using the ruler. Switch to Print Layout and use the
Vertical Ruler. Hold <Alt> whilst changing the row height to view the correct
measurements on the ruler.
Step5: Key Points (10 minutes)
 Important terms
o Borders - Separating lines in the table
o Column - A column runs perpendicular in a table and is divided by borders
o Row - A row runs horizontal in a table and is divided by borders
o Cell - A cell is the box that is created when your rows and your columns intersect
 Tables allow large amounts of text and/or numbers to be presented in an organized and
easy to read fashion. Student roll books, sport statistics, address books, math formulas,
menus and many other documents often incorporate tables to share information
 Once you have created your table, you may find that you need to format text within your
table, insert or delete rows and columns, or perhaps just change the appearance of your
table so that it is more visually appealing
 Rotating Text in Tables
Many advertisements, for sale signs, menus, and other creative documents use Word's
text direction feature to change typical horizontal text to eye-catching vertical text. You
can rotate text so it runs vertically, facing either the right or the left

Step 6: Evaluation (5 minutes)

 How do you create tables in word document?
 Which steps are involved in editing tables?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
104
Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

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

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

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
105
Session 10: Working with Image in Microsoft Word
Total Session time: 60 minutes +120 minutes Practical

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Insert and Set Objects
 Insert and Set Pictures
 Create and Modify Diagrams and Charts
 Insert Hyperlinks and Drawing
 Use AutoText and Data source

Resources Needed
 Flip charts, marker pens, and masking tape.
 Black/white board and chalk/whiteboard markers.
 Computer.
 LCD.

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Tasks
2 30 minutes Presentation Insert and Set Objects
Presentation
3 40 minutes Insert and Set Pictures
Create, Insert
Presentation
4 30 minutes organization Create, Modify Diagrams and Charts
chart
Presentation,
5 30minutes Insert a Hyperlink and Drawing
Exercise
6 30 minutes Presentation AutoText and Data Source

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
106
7 10minutes Presentation Key points
8 5 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
107
SESSION CONTENT

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

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.

Step 2: Insert and Set Objects (30 minutes)

Introduction to Word Graphics

Now that you are comfortable adding and formatting text, headers and footers, columns, and
tables, let's learn to enhance your documents by adding objects and pictures.
The Drawing Toolbar offers many options for including lines, lines with arrows, and many
types of shapes into your document.
 Drawing objects include
o AutoShapes: including Lines, Curves, and Textboxes
o WordArt drawing objects

Drawing Objects
 To Draw Lines and Shapes
o Open the Drawing toolbar by clicking View on the Menu Bar, Select Toolbars and
then Drawing from the Cascading Menu
OR
o Right-click on any toolbar and select drawing
o Click the Drawing button on the Standard toolbar
o The Drawing toolbar will appear

Figure 1: Drawing Button

Source: screen shot from Microsoft Word

o Choose an AutoShape from the AutoShape drop down menu. OR Click any of the
drawing
o Tools in the first group of buttons
 Line Tool -

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
108
  Arrow Tool -
 Rectangle Tool -
 Oval Tool -
 The mouse pointer changes to a crosshair .
 Drag the crosshair from a starting point until the object is the desired size
 Release the mouse button to end the drawing object and turn off the Drawing tool.
Hold the Shift key down to create straight lines, perfect circles, or perfect squares
AutoShapes are inserted (on their own layer) with the In front of text wrapping style applied.

WordArt Drawing Objects

Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you can
create text graphics that bend, slant, and appear metallic or wooden and much, much more.
WordArt can even be shadowed, skewed, rotated, and stretched

Here are just a few examples of what WordArt allows you to do:

 To Insert WordArt
o Place the insertion point where you would like to insert WordArt.

o Click the WordArt button on the Drawing toolbar . The WordArt gallery opens.
o Choose (click) a WordArt style
o The Edit WordArt Text dialog box appears.
o Edit the font, size, and style
o Click OK.

Figure 2: Inserting Word art

Source: screen shot from Microsoft Word

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
109
Formatting Drawing Objects
Use the Drawing toolbar to format AutoShapes and WordArt.
To select several objects hold down the Shift key and click on each object, or use the
Select Objects tool.

Fill color allow you to color all selected drawing objects. No fill is the color white.

Change the line color of a selected object.

Changes the text color of a selected object.

Changes the line style of a selected object.

Changes the line style of a selected object. Includes solid and dotted lines.

Changes the style of arrow.

Gives selected object some depth.

Gives selected object a 3D effect.

Activity 1: Open Your Document from Activities 1 Session 7 (10 minutes)

 Using both AutoShapes and WordArt, create an image for your flyer.
 Edit the image.
Save and close the document.

Step 3: Insert and Set Pictures (40 minutes)

Clip Art
Word comes bundled with hundreds of Clip Art images that are copyright free and available
for your personal use. The clip art images that are available through Word cover many
different categories and can really help enhance your pages. If you have never inserted clip
art before, Word will ask if you would like to catalog all of the available resources (clip art,
sound and video files) on your computer. It is a good idea to go ahead and catalog all of these
free resources.

 To Insert Clip Art

o Place the insertion point where you want to insert the clip
o Click Insert on the Menu Bar
o Select Picture and then Clip Art from the cascading menu. The Insert Clip Art
menu opens on the Task Pane.
o Type a keyword in the Search Text: field
o Click Search. OR
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
110
 o Specify your search by using the Other Search Options
Search in: - specifies where Word will search for clip art. As long as the check box
everywhere is checked, Word will search through All Collections
Results should be: - specified what type of file Word will search for (video, audio,
photographs, clip art). As long as the check box for All Media Types is checked, Word will
search through All Media Files.
 Double-Click The Clip Art Or Picture To Add To The Document.
o To change your Search For text: Click the Modify button below the clip art results

o To preview video and sound clips, click the appropriate tab and click the Play button
to preview the file.
 To Delete a Picture
o Select the image (click on it).
o Press the delete key on your keyboard

Inserting Pictures from your Computer

A picture doesn't have to be in the Clip Gallery in order for you to insert it into your
document. The Clip Gallery is just an easy place to store clips you want to use again and
again.
 To Insert a Picture that is NOT in the Clip Gallery
o Click Insert from the Menu Bar.
o Select Picture and From File from the cascading menu. The Insert Picture dialog
box opens.
o Locate and select the file to insert the selected picture into your document.

Figures 3: Inserting Picture to the File

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
111
Moving Clips
Once you have inserted a graphic into your document you can re-position the graphic until it
is in the appropriate location.
By default, when a picture is imported into Word, it is aligned to the left margin. However,
just as you would text, you can change the alignment so the graphic is right-aligned or
centered. You can also drag the image anywhere on the page.
 To Move a Clip
o Select the clip
o Use your mouse to drag a selected clip to any position on the page.
o The I-beam turns into a white pointer with a little box under it as you move the
picture. OR
o Use the Alignment buttons on the Formatting toolbar

Figure 4: clip Art

Source: Microsoft Word

Sizing Handles
You have two options when sizing your graphics. If it is important to maintain proportions,
which will prevent the image from looking skewed, then you should use the corner handles to
re-size the image. If you do not need to maintain the graphic's proportions, you can use the
top, bottom or side handles
 Changing Size While Maintaining Proportions
o Click the image you want to re-size
o Place the cursor over one of the corner handles. The cursor will change into a double-
headed arrow
o Drag the handles until the image is the size you need

Figure 5: Resizing Shape

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
112
 Source: Morris M & Charles, M., (2003)

To keep the center of an object in the same place, hold down the CTRL key while dragging
the mouse
 Changing Size While Not Maintaining Proportions
If any of the middle handles are dragged (top, bottom, right, or left handles), only the height
and width changes, thus changing the proportion, or scale, of the picture
Be careful; using only the sizing handle can make your pictures blurry and distorted

Changing the Appearance of your Pictures

Sometimes you may need to not only adjust the sizing of your pictures, but you may notice
the picture is too dark or too bright for your liking. You can adjust your picture using the
Picture toolbar.
 To use the Picture Toolbar
o Right-click the picture.
o Choose Show Picture Toolbar from the shortcut menu.
Crop, Recolor Object, and Set Transparent Color buttons are used with areas of the
picture. All other buttons affect the entire picture.

Figure 6: Picture Toolbar

Source: print screen Microsoft Word

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
113
Name of Button: Use it to:

Insert Picture from Insert another picture

File

Color Automatic, Grayscale, Black & White, or Watermark

More Contrast Increase color intensity

Less Contrast Decrease color intensity

More Brightness Add white to lighten all colors

Less Brightness Add black to darken the color

Crop Cut the sides of an image

Rotate Left Each click turns the image by 90 degrees to the left

Line Style Customize the border of an image

Compress Pictures Changes the Resolution of your image

Text Wrap Set how text wraps around the image

Format Picture Displays the Format Picture Dialog Box

Use eyedropper to make areas of the picture transparent (mainly

Set Transparant Color for web graphics)

Reset Picture Return picture to original format

Activity 2: Create and Insert Clip Art (10 minutes)

 Create your document in Word.
 Insert a clip art or image from a file on your computer into your document. You may
insert multiple images.
 Resize, modify, and/or move the image to the location you want it to be in your
document. To re-position the image, practice clicking and dragging, centering, right-
alignment, etc.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
114
This is your final challenge for Microsoft Word. Does your flyer look the way that you want
it to? It probably does not look quite like you imagined. You should take the time now to
move around the symbols, text boxes, tables, columns, etc. Add any new components that
you would like.
You have learned about the Word features. Now spend a little time now making this flyer
look the way you would like it to be. Some of these features are a little difficult to learn, but
the more you practice, the easier it becomes.
Step 4: Creating and Modifying Diagrams and Charts (30 minutes)
Word allows you to create basic diagrams using the templates in the Diagram Gallery. The
six diagram types are: Organization Chart, Cycle Diagram, Radial Diagram, Pyramid
Diagram, Venn diagram, and a Target Diagram. A description of each type of diagram is
included in the Diagram Gallery to help you decide which template will best meet your
needs.
 To Insert a Diagram From the Diagram Gallery
o Select Insert Diagram from the main menu.
o Select a diagram.
o Click OK. The diagram will appear in your Word document.

 To Modify a Diagram
Since each diagram is completely different, the modifications you can make will differ
depending on the diagram you insert. However, the tools you use to modify the diagrams are
the same.
You can
o Right-click any shape or text box within the diagram to modify or delete it. The
menu will change depending on the item you select. OR Modify the diagram using
the Diagram Toolbar. The drop-down menus on the Diagram Toolbar will differ
depending on the type of diagram you choose

 To Insert a Chart
o Select Insert from the main menu

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
115
 o Select Picture Chart from the cascading menu. A chart and datasheet will appear
in your document
o Delete the existing data in the datasheet
o Enter your own data in the datasheet

Figure 7: Chart

Source: from Microsoft Word 2003

Close the datasheet. All of your changes will appear in the chart.
Save and close the document

Activity 3: Use Diagram Gallery to Insert an Organization Chart (10 minutes)

 Open a new, blank Word document.
 Insert an Organization Chart using the Diagram Gallery.
 Enter the necessary data in the diagram.
 Modify the appearance of the diagram.
 Save and close the document.

Step 5: Insert a Hyperlink and Drawing (30 minutes)

You can insert hyperlinks to websites or documents within your Word document.
 To Insert a Hyperlink
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
116
 o Select Insert Hyperlink from the main menu. The Insert Hyperlink dialog box will
appear.
o Enter the text you wish to display as your link in the Text to display: field.
 Enter the web address in the Address: field. Click OK

Figure 8: Hyperlink dialog box.

Source: print screen from Microsoft Word 2003

Drawing
Drawings can easily be created, following the same principles as when creating AutoShapes.
 Start a new document. To view the Drawing toolbar either select View |
Toolbars | Drawing or click on the Drawing button, from the Standard Toolbar. Use
ToolTips to discover the buttons’ functions

Note: The Drawing toolbar may already be visible from the previous Session.
 Click on the Line button Draw a line. Notice the line has handles to resize it.
 Holding <Shift> while drawing a line, will draw a straight line or force it to be drawn at
15° intervals. Holding <Shift> while drawing a circle/square/AutoShape will keep the
object in proportion.
 Position the mouse pointer back over the line until a four-headed arrow appears. Click
and drag to move the line
Select the Arrow button, and draw an arrow.
 Select the Rectangle button, , then the Oval button, , to draw the shapes
 Try drawing the object while holding <Shift>.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
117
  Notice how AutoShapes, Clip Art and WordArt can all be inserted from the Drawing
toolbar
 Experiment with drawing objects, but leave the document on screen for the next Session.
Note: If objects overlap, the most recently drawn object will appear at the top

Formatting Drawing object

Once a drawing object has been created, it can be formatted to adjust the color, style and
thickness of the lines and the color and pattern that fill the object.
 Draw a line or select a line if one is already created.
 Click on the Line Style button, to change the style of the line
 Click on the Dash Style button, and choose a style from the list. Click on Arrow Style
and select a style.
 Select or draw a rectangle. Change the Line Style and Dash Style
Note: To select more than one object at a time, select the Select Drawing
Object button then drag the mouse around the objects that are to be selected. Holding
<Shift> while clicking an object will also allow multiple selections.
 Click on Shadow and choose a shadow for the rectangle
 Click the 3-D button, and move the mouse over the styles until the
ToolTip 3-D Style 14 appears. Click once to apply this 3-D effect
Select an Oval and change its styles. Try the Shadow or 3-D effects
 Select a rectangle and click on Fill Color and change the color. Select Fill Color again
and choose Fill Effects. From Gradient choose two colors then a Shading Style. Click OK
 Select a line and change the color of the line by selecting a color from the line color
button
 Select or draw a rectangle. From the menu select Format | AutoShape
 Change the formatting of the object using the dialog box
Keep the rectangle selected. From the Drawing toolbar choose the Free
Rotate button. Position the mouse over a green handle. Click and drag the mouse to rotate
the rectangle
 Close the document without saving

Activity 4: Insert Hyperlink (10 minutes)

 Open a new, blank Word document.
 Open the Insert Hyperlink dialog box.
 Insert a hyperlink to www.gcflearnfree.org that displays the text Free Computer
Training. Save and close the document.

Step 6: Using AutoText and Data Source (30 minutes)

AutoText is a feature that recognizes commonly used words and phrases as you type them.
The AutoText feature can save you a great deal of time.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
118
 To Insert a Word Recommended by AutoText:
Type text into your document. If AutoText recognizes a word or phrase, a suggestion box
will hover over the word.

Press Enter to accept the AutoText suggestion.

 To Insert Predefined Text from the AutoText List:
o Select Insert AutoText from the main menu.
o Choose the text you wish to insert from the predefined list of words and phrases.
 To Insert a New Word or Phrase into the AutoText list:
o Select Insert from the main menu.
o Select AutoText AutoText... from the cascading menu. The AutoCorrect dialog
box will appear.
o Select the AutoText tab.
o Enter the word or phrase in the Enter AutoText entries here: field.
Click Add then Click OK.

Figure 9: Inserting Word by AutoText

Source: print screen from Microsoft Word 2003

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
119
Step 7: Key Points (10 minutes)
 The Drawing Toolbar offers many options for including lines, lines with arrows, and
many types of shapes into your document
 Using WordArt, you can create text graphics that bend, slant, and appear metallic or
wooden and much, much more. WordArt can even be shadowed, skewed, rotated, and
stretched
 A picture doesn't have to be in the Clip Gallery in order for you to insert it into your
document. The Clip Gallery is just an easy place to store clips you want to use again
and again
 Also included on the Drawing toolbar is the WordArt Feature. Using WordArt, you
can create text graphics that bend, slant, and appear metallic or wooden and much,
much more. WordArt can even be shadowed, skewed, rotated, and stretched
 Word comes bundled with hundreds of Clip Art images that are copyright free and
available for your personal use.
 Moving Clips
Once you have inserted a graphic into your document you can re-position the graphic
until it is in the appropriate location. You can also drag the image anywhere on the
page.

Step 8: Evaluation (5 minutes)

 What are steps involved to insert and set objects?
 What are steps involved to insert and set pictures?
 How do you create and modify Diagrams and Charts?
 What are steps involved to insert Hyperlinks?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
120
Reference
Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.
Ventage Press.
Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to

Computers for Healthcare Professionals.

Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.

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

O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona

State University: Boston Burr Ridge.

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

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
121
Session 11: Demonstration on Printing and Managing
Documents
Total Session time: 60 minutes + 120 minutes Practical
Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Print Envelopes
 Print Labels
 Use Track Changes Tool
 Accept and Reject Changes
 Insert Comments
 View and Edit Comments

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer, LCD and Printer
 Handout 11.1: Envelope Labels

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation,
2 30 minutes Print Envelopes
Exercise
Presentation,
3 25 minutes Print Labels
Exercise
Presentation,
4 20 minutes Track Changes Tool
Exercise
5 30 minutes Presentation, Accept and Reject Changes
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
122
 Exercise
Presentation,
6 30 minutes Insert Comments
Exercise
Presentation,
7 20 minutes View and Edit Comments
Exercise
8 10 minutes Presentation Key Points
9 10 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
123
SESSION CONTENT

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

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

ASK students if they have any questions before continuing

Step 2: Printing Envelopes (30 minutes)

To Address and Print Envelopes

 Select Tools from the main menu.
 Select Letters and Mailings Envelopes and Labels from the cascading menu. The
Envelopes and Labels dialog box will appear.
 Enter the Delivery Address. This will appear automatically if you are working with a
letter at the same time.
 Enter the Return Address.
 Click Options to set the envelope and printing options. The Envelope Options dialog box
will appear.

Figure 1: Envelopes

Source: Print Screen From Ms Word

 Click the Envelope Options tab.

 Make any changes to the envelope size or font.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
124
 Figure 2:Envelope Options

Source: Print Screen From Ms Word 2003

 Click the Printing Options tab.

 Choose the correct feed method for your printer.
 Click OK.
 Click Add to Document if you are working with a letter. This will display a version
of the completed envelope.
OR
 Click Print to just print the envelope.

Activity: Group Activity Envelopes and Labels (10 minutes)

Handout 11.1: Envelopes and Labels to complete this Challenge.

 Open the Envelopes and Labels document.
 Create a size 10 envelope with a delivery address and a return address.
 Close the document.

Step 3: Printing Labels (25 minutes)

Word allows you to print a single mailing label or a full sheet of mailing labels.
To Print Mailing Labels
 Select Tools from the main menu
 Select Letters and Mailings Envelopes and Labels from the cascading menu. The
Envelopes and Labels dialog box will appear
 Select the Labels tab
 Enter the address in the Address: field
Select Full Page of same label or Single label

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
125
Figure 3: Labels

Source: Print Screen From Ms Word 2003

 Click Options. The Labels Options dialog box will appear.

 Select the product number for the labels you are using
 Select the printing tray
 Click OK
 Click New Document to view the labels in a new document.
OR
 Click Print to just print the labels

Activity: Group Activity Complete Below Bullet (10 minutes)

ASK student to refer Envelopes and Labels from

Handout 11.1: Envelopes and Labels to complete this Challenge.

 Open the Envelopes and Labels document.
 Create a full page of address labels for ABC Construction.
 Close the document.

Step 4: Tracking Changes (20 minutes)

The Track Changes feature of Word allows multiple people to work on a document, and for
suggested changes to be tracked
To Track Changes to a Document
 Select Tools Track Changes from the main menu. The Track Changes feature will
be active
 Change the document formatting or edit the text. Notice how the changes are documented
on the screen

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
126
Figure 4: Red Word Represent Tracking Changes

Source: Goodwill Community Foundation 2002.

Activity: Group Activity Track Changes (10 minutes)

Refer students to Handout 11.2 Cover Letter

 Open the Cover Letter document.
 Turn on the Track Changes feature.
 Insert a new paragraph.
 Delete a sentence.
 Save and close the document

Step 5: Accepting and Rejecting Changes (30 minutes)

When you receive a Word document that has been edited using the Track Changes feature,
you will need to decide whether you want to accept or reject each of the changes.
To Accept or Reject Changes
 Select View from the main menu
 Select Toolbars Reviewing. The Reviewing Toolbar will appear

Figure 4: Reviewing Toolbar

Source: Goodwill Community Foundation 2002.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
127
 Position your cursor next to the first proposed change
 Click the Accept Change or Reject Change button
 Use the Next and Previous buttons to navigate through each proposed change. Choose to
accept or reject each change

Activity: Group Activity Use Reviewing Toolbar to Do Below Bullets (10 minutes)
 Use the Next and Previous buttons to review the changes.
 Use the Accept Changes button to accept several proposed changes.
 Use the Reject Change button to reject several proposed changes.
 Save and close the document.

Step 6: Inserting Comments (30 minutes)

Microsoft Word provides several tools for document collaboration. One of these features
allows you to insert comments into a document and provide suggestions to the document's
author without changing the original text.
To Insert a Comment
 Position your cursor next to the word where you would like to insert a comment
 Select Insert Comment from the main menu. The Reviewing toolbar will appear at the
top of the page and a comment balloon will appear in the margin
 Type your comment in the balloon
 Click outside the balloon

Activity: Group Activity (10 minutes)

 Open any Word document on your computer.

 Insert at least three comments.

 Save and close the document

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
128
 Step 7: Viewing and Editing Comments (20 minutes)
Word provides you with several document collaboration tools. One of these tools allows a
person to insert comments into a document, and a different person to view and edit those
comments.
To View and Edit Comments
 Select View Markup from the main menu
 View the comments in each comment balloon and decide whether to modify the
document based on the comment. Right-click each comment balloon after reviewing the
comment
 Select Delete Comment
 Click the Next Tool on the Reviewing Toolbar to move to the next comment in the
document

Activity: Group Activity (10 minutes)

 Open any word document on your computer.
 Insert at least three comments.
 Save and close the document.
 Open the same document.
 View each comment balloon.
 Edit the document, as necessary.
 Delete all the comments in the document.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
129
Step 8: Key Points (10 minutes)

 To address and print envelopes: Select Tools from the main men, then Select Letters and
Mailings Envelopes and Labels from the cascading menu. The Envelopes and Labels
dialog box will appear
 The Track Changes feature of Word allows multiple people to work on a document, and
for suggested changes to be tracked. To Track Changes to a Document: Select Tools
Track Changes from the main menu. The Track Changes feature will be active
 To Accept or Reject Changes: Select View from the main menu. Select Toolbars
Reviewing. The Reviewing Toolbar will appear. Position your cursor next to the first
proposed change. Click the Accept Change or Reject Change button
 To Insert a Comment: Position your cursor next to the word where you would like to
insert a comment. Select Insert Comment from the main menu

Step 9: Evaluation (10 minutes)

 What are steps involved to print envelopes?
 What are the steps involved for making track changes in a word document?
 What are steps involved to accept and reject changes in the word document?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
130
Reference
Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.
Ventage Press.

Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to

Computers for Healthcare Professionals.

Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.

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

O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona

State University: Boston Burr Ridge.

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

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
131
 Handout 11.1: Envelope Labels

ABC CONSTRUCTION
1511 Main Street
Sanford, SC 37222
(999) 333-2222

January 9, 2007

Jones Distributing Company

3918 Chelsey Drive
Carrington, GA 40211

Dear Mr. Jones:

Thank you for your interest in using ABC Construction as your Consultant on the
construction of your new facility. We’d be pleased to meet with you to discuss the details of
this exciting endeavor.

Sincerely,

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
123
 Handout 11.2: Envelope Labels

Date

Your name
Your address
Your address
Your telephone number

Mr. Joe Smith

Health Insurance Corporation, Inc.
Director of Sales
123 Page Street
Raleigh, NC 12345

Dear Mr. Smith:

I am interested in the administrative assistant position with Health Insurance Corporation,

Inc. (job #3456) that was advertised through www.trianglejobs.com. I am familiar with your
company because I am one of the 2.5 million North Carolinians you insure. As a group
member, I am impressed by the flexibility of your health care plans and commitment to
helping people learn how to make their health a priority. Because Health Insurance
Corporation was recently named the largest stand-alone HMO plan in the state, I understand
that your need for capable assistants is growing. Please take a moment to review some of my
strengths that qualify me for the position:

I would like to meet with you to further explore the contribution I could make at Health
Insurance Corporation, Inc. I will call you in 10 days to confirm that you've received this
package, answer any questions, and see if we can arrange a meeting or phone interview. I
invite you to call me at 213-555-1212 if you need more information. Thank you for your
consideration.
Sincerely,

Your Name (Your signature)

Your Name (Typed)

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
124
Session 12: Demonstration on PowerPoint Basics
Total Session Time: 60 minutes +120 minutes Practical

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Define Power Point Program
 Identify Components of PowerPoint Window
 Create a Blank Presentation
 Insert, Copy and Delete Slides
 View Slides with Different Slide Views

Resources Needed:
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer and LCD
 Handout 12.1: PowerPoint Sample Slides in Word

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Tasks
Presentation
2 5 minutes Meaning of Power Point Program
Buzzing
Presentation
3 40 minutes Component of the PowerPoint Window
Exercise
Presentation,
4 35 minutes Creating a Blank Presentation
Exercise
Presentation,
5 40 minutes Inserting, Copying and Deleting Slides
Exercise
Presentation,
6 30 minutes Working with Slide Views
Exercise
7 10 minutes Presentation Key Points
8 5 minutes Presentation Evaluation
9 10 minutes Presentation Take home Assignment

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
125
SESSION CONTENT

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

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

ASK students if they have any questions before continuing

Step 2: Meaning of Power Point ( 05 Minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What is Power Point?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Power Point is computer software created by Microsoft which allows the user to create slides
with recordings, narrations, transitions and other features in order to present information. An
example of PowerPoint is presentation software made by Microsoft.

Microsoft PowerPoint, part of the Office suite, is a presentation graphics application. A

presentation is a combination of slides, handouts, notes, and outlines all in one file. You can
add text, graphics, photos, clip art, sound and video to your slides. PowerPoint can help you
present a topic at work, home, or school.

Step 3: Components of the Power Point Window (40 minutes)

The Parts of the PowerPoint Window

 The PowerPoint Window has toolbars and panes to help you quickly create
presentations. Most of the toolbars are common in Office applications but may feature
options unique to PowerPoint.
o Title Bar - displays the document name followed by a program name
o Menu Bar - contains a list of options to manage and customize documents
o Standard Toolbar - contains shortcut buttons for the most popular commands
o Formatting Toolbar - contains buttons used for formatting
o Status Bar - displays slide position and the type of design in PowerPoint
o Drawing Toolbar - contains tools for drawing lines, shapes and objects
o Task Pane - located on the right side of the computer screen, this pane allows you to
select tasks in different categories and allows you to quickly enhance your slides in a

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
126
 few steps. It provides quick access to the most common actions and features in
PowerPoint
o Outline and Slides Tabbed Pane - allows the user to easily view the presentation in
outline format (text), as well as a list of all the slides in the presentation (with visuals)
o Help - provides quick access to Help topics
The default view for PowerPoint is the Tri-Pane View. This view, which opens when you
launch PowerPoint, allows you to see multiple parts of a presentation at once

Figure 1: PowerPoint components/parts

Source: Goodwill Community Foundation 2002

The Outline and Slides Tabbed Panes are located on the left side of the screen. Click on the
tabs to view an outline or a slide of your presentation. The tabs render differently based on
the size of the pane.

You can show or hide PowerPoint's toolbars. Click on the View menu and choose Toolbar.
Decide which ones you want to show or hide.

View Buttons and Slide Views

The view buttons at the left bottom corner of the screen allow three slide views: Normal
View, Slide Sorter View and Slide Show.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
127
 The view buttons can be useful as you prepare your presentation. They control the
way slides are displayed on the screen. Click a view button to see a different view.

Normal View contains the Outline and Slides Tabbed Panes on the left, the Slide pane
in the center and the Task Pane on the right.

The Outline View shows the text of your presentation for easy editing while Slides View
shows text and graphics of the slide you're working on. Click on the tabs to switch between
the two views. Under the center slide area is a place for notes.

Figure 2: Text Area Of PowerPoint

Source: Goodwill Community Foundation 2002

You can hide or show the different panes in Normal View. To hide the Task Pane, click on
the View menu and choose Task Pane. (The View menu also allows you to choose other
views). To hide the Outline View and Slide Tabbed Panes, click on the X to the right of the
Slides Tab.

More Views
Here are some other views that may be useful as you create your presentations:
Slide Sorter View lets you see small versions of all the slides you have created. You can
delete, copy, and move slides in this view.
Slide Show lets you see your presentation electronically as it will appear to an audience.

The Task Pane

The PowerPoint Task Pane is located on the right side of the screen. The down-pointing
arrow in the top, right corner of the pane allows you to select different menus and tools. By
default, the Task Pane appears when PowerPoint is launched.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
128
 Figure 3: Task Pane

Source: Goodwill Community Foundation 2002

The Slide Layout and Slide Design panes within the Task Pane help organize layouts, design
templates, and color schemes. When you select a design option, your slides are quickly
updated with the new look.
You can view the Slide Layout and Slide Design panes by clicking on the down-pointing
arrow next to New Presentation in the Task Pane.

Figure 4: Task Pane Show Slide Design

Source: Goodwill Community Foundation 2002

Select Slide Layout or Slide Design (Design Templates, Color Schemes, Animation
Schemes). You'll learn more about using these panes later in this course.

Figure 5: Selection of Slides

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
129
 Source: Goodwill Community Foundation 2002

Figure 6: More Options from View

Source: Goodwill Community Foundation2002

Activity Hand on Practice

Parts of the PowerPoint Window (5 Minutes)
ASK student to use Microsoft PowerPoint
REFER Students to Handout 12.1. PowerPoint Sample Slides in Word
ALLOW them to make practice in order to be memorable with Parts.
 Open Microsoft PowerPoint from the Start menu.
 Review the parts of the PowerPoint window.
 Click on the View Buttons.
 Click on the Outline tab and the Slides tab.
 Close PowerPoint and do not save anything you have done.

Step 4: Creating a Blank Presentation (35 minutes)

 PowerPoint offers three ways to create a presentation:
o Blank presentation, From Design Template or
o From AutoContent Wizard.
 The Blank presentation option is one of the more commonly used methods. It offers
several blank slides with layouts for text and graphics.
 To Create a Blank Presentation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
130
 o Open PowerPoint
o A slide featuring a place for a title and subtitle appears by default. You may begin
your presentation with this slide or choose a different slide layout.

Figure 7: Blank Presentation

Source: Goodwill Community Foundation 2002

o The New Presentation Pane appears on the right side of the screen
o Under New, click Blank Presentation
o A list appears

Choosing a Slide Layout

 As you work on your presentation, think about the type of layout you want. Do you want
a slide with text and lots of clip art or one with text and a chart? PowerPoint offers many
layout options.
 To Choose a Slide Layout
o Move your arrow pointer over the layouts or use the scroll bar in the Slide Layout
Panel
o A gray bar appears on the right of each layout
o When you find a layout that you like, click the down-pointing arrow and choose
Apply to Selected Slide

Figure 8: Slide Layouts Dialog Box

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
131
 Source: Goodwill Community Foundation 2002

You can also click on the slide layout to apply it. Notice that the slide you are currently
working on has a dark border in the Outline Pane.

Placeholders
Once you choose a layout for your slides, you can begin adding text, graphics or other items.
You do this with placeholders - specials places within a slide where you can add content.
 To Add Text to a Placeholder
o Click on the placeholder
o Start typing

Saving a Presentation
You can save, close, and exit presentations in PowerPoint just as you would while using other
Microsoft applications.
 To Save a Presentation
o Click on File Save. (Ctrl + S)

Figure 12: Save Option

Source: Goodwill Community Foundation 2002

o Choose the location where you want to save your presentation. (My Documents is a
good place).
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
132
 o Type a name in the File Name box or keep the one that PowerPoint has provided.

Closing a Presentation and Exiting PowerPoint

Once you've finishing working on your presentation, you can quickly close it.
 To Close a Presentation
o Click the X in the PowerPoint presentation window (Ctrl + W).

o The PowerPoint application remains open and you can start a new presentation. (See
next page for details).
 To Exit PowerPoint
o Click the X in the far right top corner

o Choose File Exit. (Alt + F4)

Before you exit PowerPoint, make sure that you save any work that you want to keep.

Creating a New Presentation Using the Traditional Method

Remember, after you have closed one presentation, you can easily start a new one while
PowerPoint is still open by using the traditional new file creation method.
 To Start a New Presentation
o Click on File New. (Ctrl + N)

Figure 13: Creation of New Presentation Dialog Box

Source: Goodwill Community Foundation 2002

o In the New Presentation Pane, under New choose Blank Presentation.

Figure14: New Presentation Pane

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
133
 Source: Goodwill Community Foundation 2002

o Choose the design layout that you want

Remember, if your Task Pane disappears from the right side of the screen, click on View
Task Pane.
Step 5: Inserting, Copying and Deleting Slides (40 minutes)
Procedures:
You can quickly open a presentation that you've previously saved by using the Task Pane.
 To Open a Presentation
o Start PowerPoint.
o In the Task Pane, click on from existing presentation and select the presentation
that you want to open.

Figure15: Task Pane

Source: Goodwill Community Foundation 2002

OR
o Choose File Open.
o Navigate to the file you want to open.

Inserting a New Slide

Once you've created your opening slide, you'll want to add more slides to your presentation.
 To Insert a New Slide
o Click on Insert New Slide. (Ctrl + M)

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
134
 o Move your arrow pointer over layouts or use the scroll bar and choose a slide layout.

Figure 16: Slide Layout Application

Source: Goodwill Community Foundation 2002

o A gray bar appears on the right
o Click the down-pointing arrow and choose Insert New Slide.
OR
o Click the New Slide button at the top of the screen

o Move your arrow pointer over layouts or use the scroll bar and choose a design
layout.
o A gray bar appears on the right
o Click the down-pointing arrow and choose Insert New Slide.

Copying a Slide
Copying is another technique that you may use as you work on your slide presentation. For
example, you may want to repeat a slide later in the presentation or copy a slide and make
slight changes to it to make a different point.

 To Copy a Slide
o Click the slide you want to copy in the pane on the left
o Click on the Copy Button on the Standard Toolbar. (Ctrl + C)
o Move the arrow pointer to where you want the copied slide to appear.
OR
o Right click the slide you want to copy in the pane on the left
o Move the arrow pointer to where you want the copied slide to appear.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
135
 o A horizontal cursor appears
o Click the Paste Button on the Standard Toolbar or right click Paste. (Ctrl + V)

Figure 17: Example of Prepared Slide

Source: Goodwill Community Foundation 2002

Note: This example of how to copy a slide was shown in the Slide Sorter View; however,
the same instructions apply for copying a slide in Normal View.
Deleting a Slide
Sometimes you may want to take one or more slides out of your presentation.
 To Delete a Slide
o Click the slide
o Press Delete on your keyboard
OR
o Right click the slide you want to delete in the pane to the left Delete Slide

Figure 18: How to Delete Slide

Source: Goodwill Community Foundation 2002

Step 6: Different Slide Views (30 minutes)

The procedure of making different slide views
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
136
As you are working on your presentation, you may want to change the order of your slides.
You can rearrange slides in Slide Sorter View. It allows you to view miniature slides that
you can drag and drop.
 To Move Slides in Slide Sorter View
o Click on the Slide Sorter View button in the left bottom corner of the page
o Click the slide you want to move.
o Hold down the left mouse button and drag the slide to its new location. A pointer with
a box appears as you drag the slide
o Click on the Normal View button to return to Normal View

Working with Slides in Normal View

You can also easily move slides in Normal View. Remember, this is the Tri-Pane View that
shows small slides on the left, a slide in the center and the Task Pane on the right.
 To Move Slides in Normal View
o Click on the Normal View button
o Click a slide in the left pane and drag and drop it to its new location
o Hold down the left mouse button and drag the slide to its new location. A pointer with
a box appears as you drag the slide
To toggle between the different views in PowerPoint 2003, click on the View buttons or
click on View Slide Sorter, Normal or Slide Show

Changing and viewing Slides in Outline View

Outline View also allows you to make changes to slides. While you can drag and drop slides
in this view, it's also useful for making changes to the text of your slides or for viewing
multiple slides.

 To View or Make Changes to Text in Outline View

o Click the Outline View tab in the left pane.

o
o An outline view of your slides appears with text.
o Click on the small gray slide you want to make changes to
o Scroll through the slides in outline view
o Select the slide in the outline and then type changes directly onto the center slide
o You can view the text of all of your slides in this view
o Return to Normal View by clicking the Slides tab in the left pane

Viewing Slides in Slide Show View

After you have made some changes to your PowerPoint presentation, you can get an idea of
how it will look as a slide show.
 To View Slides in Slide Show View
o Click on the Slide Show button at the bottom left corner of the screen
OR
o Click on View Slide Show
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
137
 o Click on each slide until you reach the end of the slide show (black screen)
o Click to exit and return to Normal View

Activity: Where I learn (Take-home assignment)

 Open the presentation, Where I Learn, which you have worked with in the last two
activities
 View the presentation in Slide Sorter View. Currently, you should have three slides.
Your slides may look something like this:
 Move the city/state slide (currently your second slide) so that it is the third slide in the
slide show.
 View the slides in Outline View.
 Add an exclamation point (!) to the first slide after “Where I Learn”!
 View the slides in Slide Show View.
 Save and close your presentation.

Step 7: Key Points (10 minutes)

 Microsoft PowerPoint part of the Office suite, is a presentation graphics application. A
presentation is a combination of slides, handouts, notes, and outlines all in one file. You
can add text, graphics, photos, clip art, sound and video to your slides
 Copying is another technique that you may use as you work on your slide presentation.
For example, you may want to repeat a slide later in the presentation or copy a slide and
make slight changes to it to make a different point
 As you are working on your presentation, you may want to change the order of your
slides. You can rearrange slides in Slide Sorter View. It allows you to view miniature
slides that you can drag and drop
 PowerPoint offers Design Templates to make it easy to create an attractive presentation.
These templates come in a variety of colors and styles. You can apply a design to existing
slides or begin a new presentation with a template

Step 8: Evaluation (5 minutes)

 What is the default view for PowerPoint?
 What are steps of creating a Blank Presentation?
 What are steps of inserting, copying and deleting slides?
 What are the procedures for opening a presentation that you've previously saved?

STEP 9: Take home Assignment (10minutes)

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
138
Activity: Take home Assignment I ( 5 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

Type your name or username and today's date in the subtitle placeholder.
Save the document as Where I Learn.
Exit PowerPoint.
Important Reminder: If you are using a public computer, such as one at a library or learning
center, you may not be able to use the same computer each time. It is very important to
understand the policies on saving documents to public computers. Some places do not allow
you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the
public computers where you are. If you are unsure how you will keep a recent copy of the
assignment, you can always email a copy of the document to yourself when you finish
working on the document.

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

For Example:

Activity: Take home Assignment II (5 minutes)

Open the Where I Learn presentation you created in the previous activity
 Insert a new slide with title and text placeholders.
 Type the name of the city and state/province where you live in the title line.
 Type details about this location in the bulleted list.
 Copy and paste the slide you just created.
 Delete the copy you just made.
 Insert a new slide with title and text placeholders.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
139
 Type the name of the place where you learn in the title placeholder. For example, if you
use the GCFLearnFree.org website from your home, you would type Home in the title
placeholder.
 In the bulleted list type information about the location where you learn.
 Save and close your presentation.

Figure 19: Examples of Slides

OR

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
140
Reference
Cook, L.R. (2001). 1st Edition, Computer Fundamentals –Understanding How they Work.
Ventage Press.

Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to

Computers for Healthcare Professionals.

Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.

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

O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona

State University: Boston Burr Ridge.

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

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
141
 Handout 12.1: PowerPoint Sample Slides in Word

Slide 1 Slide 2

Gather Your Tools

 Container
Fertilizer
Container Gardening 

 Soil
Starr City Garden Club  Water Hose
 Spade
By: Maxine Greene
 Bedding Plants

Slide 3 Slide 4

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
142
 Container Placement Container Preparation
 Temperate Zone
 Plant Types
 Amount of Sun Exposure

 Drainage
 Light Exposure
 Fill Level of Soil
 Placement of Bedding Plants

Slide 5 Slide 6

What About Windy Areas?

 Some Locations Make

Container Gardening
Difficult
 High Wind Areas

 Can be Done Anywhere

– J ust Plant Your Beds
Inside

Session 13: Demonstration on Enhancing PowerPoint

Presentation
Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Format Text
 Format Bulleted and Numbered Lists
 Add Clip Art and Pictures
 Add Charts, Diagrams and Tables
 Add AutoShapes, WordArt and Hyperlinks

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
143
Resources Needed
 Flip charts, marker pens, and masking tape.
 Black/white board and chalk/whiteboard markers.
 Computer.
 LCD.

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Presentation, Formatting Text
2 45 minutes
Exercise
Presentation, Formatting Bulleted and Numbered Lists
3 40 minutes
Exercise
Presentation, Adding Clip Art and Pictures
4 30 minutes
Exercise
Presentation, Adding Charts, Diagrams and Tables
5 25 minutes
Exercise
Presentation, Adding AutoShapes, WordArt and
6 25 minutes
Exercise Hyperlinks
7 05 minutes Presentation Key Points
8 05 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
144
SESSION CONTENT

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

READ or ASK student to read the learning tasks and clarify.
ASK students if they have any questions before continuing

Step 2: Formatting Text (45 minutes)

Procedures for formatting text:
Adding Text to an Original Slide
 Many of PowerPoint's slides have text boxes already included and ready for you to add
information. To add text to a slide, you can just click inside the text box on the slide
However, if you create an original slide you'll need to add a text box or two
 To Add Text to an Original Slide
o Insert a blank New Slide.

o Click on the Text Box button in the Drawing Toolbar.

o Click and drag your mouse pointer to create a text box on the slide

o Click on Insert Text Box.

o Click and drag your mouse pointer to create a text box

The Formatting Toolbar

PowerPoint's default font or text type is Arial. However, you may want to change the font
type, font size and more. Use the Formatting Toolbar to set the color, size, and overall look
of your text. It doesn't matter whether the text is an original slide or is in a preset layout.
 Here are some of the formatting options
o Font type
o Font size
o Bold, Italics, and Underline
o Center, Align Left, and Align Right
o Bullets and Numbering
o Font color
o Increase Font Size
o Decrease Indent
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
145
 Figure 1: Formatting Toolbar

Source: Goodwill Community Foundation 2002

For more formatting buttons, click on the down-pointing arrow at the end of the toolbar.
Choose Add or Remove Buttons - Formatting. Choose any additional options you want on
the Formatting Toolbar. You can also choose Show Buttons on Two Rows.

Formatting Text
The Formatting Toolbar allows you to make many changes to your text to give it the look you
want for your presentation.
 To Format Text
o In the Formatting Toolbar, click on the down-pointing arrow OR button for the item
you want to format
o For example, to set the font size for text you haven't typed yet, click on the down-
pointing arrow next to the number and choose the font size. To change the font color,
click on the down-pointing arrow next to the "underlined" A

Figure 2 Formatting Text Bar

Source: Goodwill Community Foundation 2002

o To make formatting changes to existing text, highlight the text and click on the down-
pointing arrow OR button for the formatting change

o Take some time to experiment with the different formatting options to decide what's
best for your presentation.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
146
The Format Menu
You can also use the Format menu to make formatting changes to the text in your
presentation.
 To Use the Format Menu
o Click on Format Font.
Figure 3: Font Option from Formatting

Source: Goodwill Community Foundation 2002

Figure 4: A Dialog Box Opens.

Source: Goodwill Community Foundation 2002

o Choose the font, font style, and/or size.

o Click OK

Cut, Copy, and Paste

Once you've determined how your text will appear in your slides, you may need to cut copy
or paste some information.
 To Copy and Paste
o Select the text you want to copy.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
147
 o Click the copy button on the Standard Toolbar. (Ctrl + C)
o Move your mouse pointer to the location on the slide where you want the text to
appear
o Click the paste button on the Standard Toolbar. (Ctrl +V)
o To Cut and Paste
o Select the text you want to cut
o Click the cut button on the Standard Toolbar. (Ctrl + X )
o Move your mouse pointer to the location on the slide where you want the text to
appear
o Click the paste button on the Standard Toolbar. (Ctrl +V)

The keyboard shortcuts - Ctrl + C, Ctrl + X, and Ctrl + V - can help make cutting, copying
and pasting faster. If you don't already know them, learn these shortcuts.

Activity: classroom assignment (15 minutes)

ASK student to do below task and make sure everyone participate full.
 Create a Presentation
ALLOW them to do either computer lab or outside the college.

 In this series of activities you will create a presentation about how you spend your free
time (i.e., what your hobbies are). PowerPoint is a great program and it allows you to be
creative with the way you display information, so have fun!
 Open PowerPoint.
 Choose a slide with a title and a subtitle placeholder.
 Type the title How I Spend My Free Time.
 Format the title using a 44 point Arial font. Make the title bold and in some color other
than the default black.
 Type a subtitle with your name or GCF username and today's date.
 Format the subtitle using a 28 point, Arial font.
 Insert a Title and Text placeholder slide.
 Type the title My Hobbies Are... on that slide.
 Type at least three things you like to do in your free time in the bulleted list text
placeholder.
 Insert a Blank Slide.
 Add a text box and type some information about the first item in your bulleted list that is
on the previous slide, My Hobbies Are...
 Format slide 2 and 3 with whatever font and font size you wish.
 Apply a design template to your presentation, if you wish.
 Save your presentation as My Hobbies and close PowerPoint.

Step 3: How to Format Bulleted and Numbered Lists (40 Minutes)

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
148
Procedures for formatting Bulleted and Numbered Lists

Bulleted Lists
PowerPoint provides several bulleted lists slides for you to choose from for your
presentation. You can use these slides or create bulleted list slides of your own.

Figure 5: Bullet List Show Below

Source: Goodwill Community Foundation 2002

Bullets can be dots, check marks, arrows, squares and more.

Picture bullets - colorful bullets in various shapes - are also available.

Figure 6: Picture Bullet dialog

Source: Goodwill Community Foundation 2002

Formatting a Bulleted List

You can format the look of bullets from the Format menu.
 To Format a Bulleted List
o Place your cursor in the section of the slide you want your bullet or bulleted list. Click
on Format Bullets and Numbering.

Figure 7: Bullets and Number Dialog Box

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
149
 Source: Goodwill Community Foundation 2002

Figure 8: A Dialog Box Opens. Make Sure the Bulleted Tab is Selected.

Source: Goodwill Community Foundation 2002

o Choose the bullet style that you want from the examples that appear on the screen or
click Picture and choose a style from the bullets that appear. (You can also choose
size and color)
o Click OK
Customizing a Bulleted List
If you don't like the traditional bullets or the picture bullets that PowerPoint offers, you can
customize your own.
 To Customize a Bulleted List
o Place your cursor in the section of the slide you want your bullet or bulleted list. Click
on Format Bullets and Numbering

A dialog box appears. Make sure the Bulleted tab is selected.

Figure 9:Selected Bullet From Bullet and Number

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
150
 Source: Goodwill Community Foundation 2002

o Click on Customize near the bottom right corner of the dialog box
o A dialog box appears

Figure 10: Symbols Dialog Box

Source: Goodwill Community Foundation 2002

o Choose a symbol from the list that appears. Note that you can change the font by
clicking on font in the upper left corner of the dialog box.
o Click OK.

Formatting a Numbered List

PowerPoint also gives you different options for formatting a numbered list.
 To Format a Numbered List
o Place your cursor in the section of the slide you want your bullet or bulleted list. Click
on Format Bullets and Numbering.
o A dialog box opens. Make sure the Numbered tab is selected

Figure 11: Number Tab Dialog Box

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
151
 Source: Goodwill Community Foundation 2002

o Choose the number style that you want. (You can also choose size, color, and the
number you wish to start from
o Click OK

Activity: classroom assignment (10 minutes)

ASK student to use previous work (activity 2) and do the following activity
My Hobbies-Bullet styles
 Open the presentation, My Hobbies, which you created earlier.
 Insert a new slide with title and text placeholders. This is the fourth slide in your
presentation.
 Type a title for the slide. You may want this slide to be about the second hobby on your
list from slide 2, My Hobbies are....
 Format a different bullet style for the slide.
 Type a list of things related to the topic of the slide.

Step 4: Adding Clip Art and Pictures (30 minutes)

Procedures of Adding Clip Art and Pictures

Inserting Clip Art into a Slide

Clip art is a collection of graphical images. You can easily enhance your presentation with
clip art in a few easy steps.
 To Insert Clip Art into a Slide
o In the Outline view in the left pane, select the slide in which you want the clip art to
appear
o Click the Clip Art button on the Drawing Toolbar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
152
 OR
o Select the slide you want to work on
o Click on the down-pointing arrow in the Task Pane Clip Art
If you are working with a slide that has an icon for clip art, click on the icon. You'll learn
more about this later in this lesson

Searching for Clip Art

Once you activate the Clip Art option, a search menu appears on the screen.
 To Search for Clip Art
o With the Search dialog box open, type the name of the image that you are looking
for. For example, people, buildings, winter.
o Click on Go.

Figure 13: Clip Art

Source: Goodwill Community Foundation 2002

o Click on the clip art that you want to insert.

o Click OK.
o The clip art appears in your slide.
You can move or resize clip art and other content once it has been inserted into a slide. You'll
learn more about this later in this lesson.

Inserting Pictures from File

Adding pictures to your presentation may also help engage the audience's attention. You can
insert pictures that you have on file on your computer.
 To Insert a Picture from File
o Click on Insert Picture From File.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
153
 Figure 15: Inserting Pictures Options

Source: Goodwill Community Foundation 2002

o Navigate to the folder where you've saved your picture.

o Click on the picture you want to insert into the slide.
OR
o Click the Insert Picture button on the Drawing Toolbar.

o Navigate to the picture that you want to use.

o Select the picture and click Insert.

Inserting Pictures or Clip Art Using a Slide Design Layout

Some slide layouts already have icons for clip art and pictures. PowerPoint allows you to
insert pictures though these slide design layouts.
 To Insert Pictures Using a Slide Design Layout
o Browse the slide design layouts to find one with an icon for a picture
o Click on the picture icon
o Navigate to the picture you want to insert
o Select the picture and click Insert

Resizing Pictures and Clip Art

Once you insert clip art or a picture, you may need to resize it to better fit your slide.

 To Resize Pictures or Clip Art

o Click the cursor the edge of the graphic and a resizing handle appears. A resizing
handle is a black, double-headed arrow that changes to a "plus sign", + ,once you
start resizing the image
o Drag the graphic to the size that you want

Step 5: Adding Charts, Diagrams and Tables (30 minutes)

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
154
Procedures of Adding Charts, Diagrams and Tables

Inserting a Chart
PowerPoint allows you to insert charts into your slide presentation to display different types
of information to your audience.
 To Insert a Chart
o Insert a new slide with a title and a chart icon.
o When the slide appears, click the Insert Chart icon.
o Replace the sample data in the data sheet with actual data that you want to present.
The Y axis is for values or numbers. For example, number of hours worked or amount
of money earned. The X axis is the label for the information. It now reads East, West,
and North.
o You can delete some information in columns or rows of the sheet. Right click on the
row or column and choose Cut, Delete or Clear Contents
o NOTE: You can expand the chart columns to fit your data or titles. Place your mouse
pointer over the end of the column in the gray heading. A black cross with double
arrows appears. Right click and drag the columns to the size you want.
o To format column width, click on Format Column width
o Notice that as you enter the new data and titles etc., the chart on the slide changes to
show this new information
If the datasheet disappears, double click on the chart and choose View Datasheet.

Inserting a Table
PowerPoint also gives you the option of displaying information within your presentation in a
table.
 To Insert a Table:
o Insert a new slide with a table icon.
o Click on the Insert Table icon.
o When the dialog box appears, set the number of columns and rows for your table.

Figure 27: Insert Table Dialog Box

Source: Goodwill Community Foundation 2002

o Click OK.
o Enter the data for your table.
o To format the table, choose Format Table.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
155
 o Click on the tabs and make any necessary changes.
o Click OK.

Step 6: Adding AutoShapes, WordArt and Hyperlinks (30 minutes)

Inserting an AutoShape
PowerPoint provides many different items that you can use to enhance your slides. For
example, an AutoShape can be a useful graphical element. AutoShapes include lines, arrows,
banners, stars and other shapes that you can add to your presentation
 To Insert an AutoShape
o Click Insert Pictures AutoShapes.

Figure 29: Auto shapes. Option

Source: Goodwill Community Foundation 2002

o A small AutoShapes toolbar appears.

o Click on the various options and a list of AutoShapes appears.

o Choose the one for your presentation.
o To format an AutoShape, right click on it and choose Format AutoShape.
o A dialog box appears with various formatting options.
OR
o Insert AutoShapes by clicking on the Drawing Toolbar at the bottom of the
PowerPoint screen. A list of options appears.

Figure 30: Drawing Toolbar

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
156
 Source: Goodwill Community Foundation 2002

You can click and drag an AutoShape to increase its size and you can add text by choosing
Insert Text Box.

Inserting WordArt
WordArt is colorful and artful text that is available in a variety of styles. It allows you to
create interesting titles, logos and text in your PowerPoint presentation.
 To Insert Word Art
o Click the WordArt button on the Drawing Toolbar.

Figure 31: The Word art Gallery Appears.

Source: Goodwill Community Foundation 2002

o Choose the WordArt that best fits your slide presentation.

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
157
 o Click OK.
o When the Edit WordArt Text dialog box appears, click on Your Text Here to add
text. Type the text for your slide. You can also make any formatting changes to your
font.
o Click OK.
o The WordArt appears in your slide. You may drag it to where you want it to appear
on your slide.

Figure 32: Click Insert Pictures Word Art

Source: Goodwill Community Foundation 2002

Inserting a Hyperlink
PowerPoint also allows you to add hyperlinks to your slides to make them more interactive.
A hyperlink can link to a web site which provides more information for your presentation.
 To Insert a Hyperlink
o Select the text in your document that you want to be a hyperlink. For example,
www.gcflearnfree.org or Free Computer and Career Classes.
o Click the Hyperlink button on the Standard Toolbar.

(If this button does not show, you may want to add it to your toolbar by clicking on the down-
pointing arrow at the end of the bar to display Toolbar Options. Click on Insert Hyperlink to
add the button to your toolbar.
o Click the Existing File or Web Page button.

Figure Insert Hyperlink

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
158
 Source: Goodwill Community Foundation 2002

o Type any text that you want to display. For example: Free Computer and Career
Classes. This type will display instead of the web address
o Click OK
To make sure that the hyperlink works, click the Slide Show button and click on the link on
the slide.

Activities 4: My Hobbies-Hyperlink (Take home assignment)

ASK student: How can insert Title in slide.

 Open the My Hobbies presentation.
 Insert a new Title Only slide. This is your sixth and final slide.
 Type a title for the slide. You may want to make this slide about the final hobby you have
listed.
 Insert a text box and type any necessary information related to the topic of the slide.
 Insert an AutoShape, WordArt, or a Hyperlink onto the slide.
 Save and close the presentation.
The Challenge presentation about your hobbies is now complete. The presentation should
have a total of six slides with information about the things you do in your free time.

Step 7: Key Points (15 minutes)

 Many of PowerPoint's slides have text boxes already included and ready for you to add
information. However, if you create an original slide you'll need to add a text box or two.
 PowerPoint provides several bulleted lists slides for you to choose from for your
presentation. You can use these slides or create bulleted list slides of your own.
 Clip art is a collection of graphical images. You can easily enhance your presentation
with clip art in a few easy steps. To Insert Clip Art into a Slide: In the Outline view in the
left pane, select the slide in which you want the clip art to appear. Click the Clip Art
button on the Drawing Toolbar. OR Select the slide you want to work on. Click on the
down-pointing arrow in the Task Pane Clip Art.
 PowerPoint allows you to insert charts into your slide presentation to display different
types of information to your audience
 An AutoShape can be a useful graphical element.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
159
Step 8: Evaluation (10 minutes)
 What are the steps for formatting text?
 How can you format using bullets and numbers?
 What steps shoukd be followed in adding clip art and pictures?
 What are the procedures for adding AutoShapes, WordArt and Hyperlinks?

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
160
Ed Bott and Carl Siechert. (2001). Microsoft Windows XP Inside Out.

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). 4th Edition, Introduction to

Computers for Healthcare Professionals.

Jones & Bartlett’s Publishers International, Barb House, Barb Mews: London.

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

O’leary, T. J, O’leary, L. I. (2006). Computing Essentials, Introductory Edition. Arizona

State University: Boston Burr Ridge.

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

The Basics of the Word Window (n.d) Retrieved from http://www.gcflearnfree.org/computer/

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
161
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
162
Session 14: Demonstration on Creating PowerPoint Slide
Show
Total Session Time: 60 minutes + 120 minutes Practical

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Animate Slides
 Create a Slide Master
 Use Spell Check
 Print a slide Presentation
 Add Transition

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer and LCD

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Tasks
Presentation,
2 30 minutes Brainstorm, Animating Slides
Exercise
Presentation, Creating a Slide Master
3 35 minutes
Exercise
Presentation, Spell Check and Printing
4 30 minutes
Exercise
Presentation,
5 30 minutes Printing a Slide Presentation
Exercise
Presentation,
6 35 minutes Adding Transition
Exercise
7 15 minutes Presentation Key Points
8 10 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
163
SESSION CONTENT

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

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

ASK students if they have any questions before continuing

Step 2: Animating Slides (30 minutes)

Activity 1: Brainstorm (5 minutes)

 ASK student: What is animation in slides?
 ALLOW for some responses.
 SUMMARIZE and go to information below for Animating slides

Animating slides involves adding movement and sometimes sound to text or to the slides in
a presentation. Animation can help create a livelier and more interesting slide show.
PowerPoint provides some preset animation or allows you to customize the animation to fit
your needs.
 To Animate Slides using Animation Schemes
o Open the PowerPoint presentation that you want to work on
o Select the slide that you want to animate
o In the Task Pane, click the down-pointing arrow and select Slide Design -
Animation Schemes
Figure 1: Application of Animation Schemes

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
164
Choosing Animation for Your Slides

 PowerPoint offers several options for animating your slides

o Once you click on Slide Design Animation Schemes, the Slide Design pane
appears with a list of options
o Click on an Animation Scheme that you think might work well in your presentation.
(To preview your choice, make sure that the Auto Preview option is checked).
o Preview different schemes to see which one best fit your slides
o You can apply different animation to each individual slide or click on APPLY TO
ALL SLIDES
o Once you have applied your animation you can click on Play or Slide Show to view it
o Remove animation by selecting No Animation in the white box

Adding Custom Animation

You can also decide how text and other slide elements 'perform' by using custom animation.
You can add effect, set speed and direction, and animate text on your own.
For example, you can decide how words or graphics enter or exit a slide. You may want to
begin by adding effect to the titles in your presentation.
 To Add Effect to Text
o Open the presentation you want to add an effect to
o Click on the down-pointing arrow in the Task Pane Custom Animation

Figure 2: Task Pane (Custom Animation)

Source: Goodwill Community Foundation 2002

o Click the text that you want to add an effect to

o The Add Effect button will be activated. (Note the button is inactive until you select a
part of the slide to work on)

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
165
 Figure 3: Additon of Effect in the slide

Source: Goodwill Community Foundation 2002

o Click on Add Effect Entrance.

o A list of options appears for the entrance including Blinds, Box, Check board, and Fly
In.
o Decide how your text will appear on the screen and choose an option.
o You can easily remove the effect by clicking Remove. Or, you can modify it by
setting direction and speed underneath Modify. (PowerPoint lets you know the
specific effect by listing it next to Modify. For example, Modify: Blinds).

Emphasis and Exit

If you want to add an effect to make text or graphics grow, shrink, or change in another way,
click on Add Effect Emphasis. Choose an effect. If you want to add an effect to have text
or graphics exit the slide, click on Add Effect Exit. Choose the effect.

Setting Direction and Speed

Once you choose an effect, decide the direction for that effect. For example, you may want
text to Fly In from the bottom. (Make sure your animation doesn't cross important graphics
or text in your presentation)
 To Set Direction
o Underneath Modify in the Custom Animation pane, click on the down pointing
arrow beneath Direction. (Note that direction options vary depending on the type of
effect)
Figure 4: Modify Blinds Options (Direction)

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
166
 Source: Goodwill Community Foundation 2002
o Choose the side of the slide from which you want the title to enter
o Underneath Modify next to Start, select With Previous (Animation starts
automatically) or On Click (Animation starts when you click the mouse)
Decide the speed at which you want effects to happen in your slides. You can choose very
slow, slow, medium, fast or very fast to fit the rhythm of your presentation.
 To Set Speed
o Click on the down-pointing arrow underneath Speed and choose an option

Figure 5: Modify Blinds (Speed)

Source: Goodwill Community Foundation 2002

Animating a Bulleted List

A bulleted list may be another area that you might want to animate.
 To Add Animation to a Bulleted List
o Open the slide with the bulleted list you want to animate
o Click on the text box that contains the text you want to animate
o Click on the down-pointing arrow in the Task Pane Custom Animation
o The Add Effect button is now active

Controlling Your Text

With the Add Effect button active, you can control the text in your bulleted list:
 To Set Animation in a Bulleted List
o Select the line of text you want to animate.
o Once a line is selected, the Add Effect button becomes active.
o Select whether you would like to add Entrance, Emphasis, Exit, and/or Motion
Paths.
o Using the downward pointing arrow to the right of each category:
 Decide if you want this animation to occur On the Click, With Previous, or
After Previous.
 Select the Direction the animation will occur (direction options will differ
depending on the animation.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
167
  Choose a Speed for the animation.
To make changes to an animation, simply locate the number of the animation you
wish to change and use the downward pointing arrow to the right of that numbered
animation.
 To set the direction/timing, you can select Effect Options from the menu.
Figure 6:Effect Option

Source: Goodwill Community Foundation 2002

o Click on the Text Animation tab.

Figure 7: Blinds a Dialog Box Appears.

Source: Goodwill Community Foundation 2002

o The default option is by 1st level paragraphs. This is the level for the main bullet
points. Bullets points will enter one at a time on the slide
o If you want the bullet points to enter as a group, choose as one object.
If you have multiple levels of bullets in a slide and you want to animate all levels,
choose by 2nd level paragraphs if you have 2nd level bullets, and choose by 3rd level
paragraphs if you have three levels of bullets etc.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
168
Activities 2: My Hobbies – Fly In (15 minutes)

In this series of activities you will complete one of the PowerPoint presentations you have
been working on. Decide whether you would like to continue working on your My Hobbies
presentation or the Where I Learn presentation.
 Open the presentation you would like to continue working on.
 Add an Entrance effect to the title on the first slide in your presentation. Have the text
Fly In.
 Set the speed and direction-- Have the text come in from the left -- very fast.
 Save your changes.
 Select the second slide.
 Apply the same Entrance effect to the title of this slide as you did for the first slide. (Fly
In from left - very fast).
 Animate the bulleted list by having all of the bullets Fly In as one object from the left at
medium speed.
 Save your changes and close the presentation

Step 3: Creating a Slide Master (35 minutes)

The Slide Master

If you work for a company, you may be asked to prepare long presentations. Or, you may
want to prepare slides about a special event or occasion. A Slide Master allows you to create
a presentation with different types of slides but enable them to all have the same "look".
The elements that you add to the Slide Master - such as a company logo, background, and
font color - will be applied to all of your slides.

Creating a Slide Master

If you have a Slide Master, you don't have to format every single slide in a presentation with
the same basic design and text.
 To Create a Slide Master
o Start a new presentation or open an existing one.
o Click on View Master Slide Master.
o A slide with placeholders appears.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
169
Figure 8: Slide Master Dialog Box

Source: Goodwill Community Foundation 2002

o Click on Format Background.

Figure 9: Background Dialog Box Appears.

Source: Goodwill Community Foundation 2002

o Choose a background color. For more colors, click on More Colors.

o Select the text in the Master title style placeholder.
o Click on the down-pointing arrow next to the font in the Formatting toolbar.
OR
o Choose Format Font and choose a font, font color and font style. Close Master
View to save changes.

Choosing Fonts for Levels of the Slide Master

As you continue working on your Slide Master, notice that the Master text styles placeholder
contains a model of up to five bullets in which the text gets smaller for each level.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
170
In the Slide Master, the font sizes are pre-selected. The sizes are based on what a normal
person is able to read from a reasonable distance. You can change the font size, but this is
fine-tuning that you might want to do later.
Generally, you should keep the text the same color for the title and all text levels.
 To Edit the Text Styles for Each Level
o Start a new presentation or open an existing one.
o Click on View Master Slide Master.
o Select the text and then choose a font and font color in the Formatting Toolbar.

Figure 10: Formatting Toolbar.

Source: Goodwill Community Foundation 2002

Viewing the Slide Master Elements

After creating or making changes to your Slide Master, you can view all of the basic design
elements in your presentation.
 To See the Slide Master Elements Applied
o Click on View Normal.
OR
o Click the Normal View button.
o A slide or slide appears with the design elements of the Slide Master.

Figure 11: Desidned Slides

Source: Goodwill Community Foundation 2002

The Title Master

When you create your Slide Master, you can also create a Title Master. This is the second
slide that appears in the left pane when you are working on the Slide Master of a presentation
using a Design Template.
This is a special slide for the title slide of your presentation. Remember, the Slide Master is a
basic blueprint for all the slides of your presentation while the Title Master only addresses the
elements of your title slide
 To Edit the Title Master
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
171
 o Select the text in the Master title style placeholder.
o Choose Format Background and choose a background color.
o Click on the down-pointing arrow next to the font in the Formatting Toolbar.
OR
o Choose Format Font and choose a font, font color and font style.

Activities 3: My Hobbies – Slide Master (15 minutes)

 Open the My Hobbies presentation or the Where I Learn presentation that you worked
on in the previous challenge.
 Design a Slide Master for this presentation.
 Choose such elements as font and background color.
 Type your name in the footer area.
 Choose Normal View.
 Insert a New Slide and notice that all the elements of the Slide Master are present in this
new slide.
 Save and close the presentation.

Step 4: Spell Check (30 minutes)

Using Spell Check

The Spell Check tool allows you to check your entire presentation for spelling errors.
PowerPoint has a dictionary that you can customize with words typically not included in a
standard dictionary.
 To Use the Spell Check Tool
o Click on Tools Spelling.

Figure 12: Spelling Check Tool

Source: Goodwill Community Foundation 2002

o Click the Spelling button on the Standard Toolbar.

Scanning for Errors

 Once you launch the Spell Check tool, a couple of scenarios can occur:
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
172
 o PowerPoint quickly scans your presentation, searching for words that aren't in its
dictionary. If there are no recognizable errors, a dialog box will appear stating that the
spelling check is complete.

Figure 13:Spelling Check Notification

Source: Goodwill Community Foundation 2002

o If there are possible spelling errors, the Spelling dialog box opens and offers you a
number of options. Any unrecognized word appears in the Not in Dictionary box.

 You can choose from one of the options in the Spelling dialog box:
o Ignore - the word is correct and does not need to be added to the custom dictionary.
o Ignore All - ignore all occurrences of the word.
o Change - correct the word.
o Change All - change all occurrences of the spelling of a word.
o Add - add a word to the custom dictionary.
o Suggest - PowerPoint suggests possible correct spellings of a word. Scroll through the
list to find the correct spelling. Select the appropriate one and click the Change
button.
o AutoCorrect - automatically corrects many common spelling, typing, and
grammatical errors.

Once the entire presentation has been checked for spelling errors, and you have made your
corrections or changes, click Close.

The Spell Check tool does not catch all errors. Be sure to read through your text carefully to
find any typographical errors.

Step 5: Printing a Slide Presentation (30 minutes)

Previewing and Printing

Once you've corrected any errors in your document, it's time to print. PowerPoint 2003
allows you to preview your presentation before you print. You can preview and print slides,
handouts, notes pages and outlines.
 To Preview and Print a Presentation
o Click on File Print Preview.

Figure 16: Print Preview Option

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
173
 Source: Goodwill Community Foundation 2002

OR
o Click the Print Preview button on the Standard Toolbar.

o On the Print Preview Toolbar, click the down-pointing arrow next to the Print What
box.

Figure 17:Different Layout That You Want To Preview

Source: Goodwill Community Foundation 2002

o Select the layout that you want to preview and/or print.

o Click the Close button to return to the presentation or choose Print to print the
layout.

Printing a Slide Presentation

If you don't want to preview your presentation in the various formats, you can simply print it.
 To Print a Presentation
o Click on File Print.

Figure 18: Print Dialog Box Option

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
174
 Source: from Ms PowerPoint print screen

o The Print dialog box opens.

o Click the down-pointing arrow next to the Print What box.
o Choose Slides, Notes, Handouts, or Outline.
o Select the print range and number of copies.

Figure 19: Print Dialog Box Component

Source: Goodwill Community Foundation 2002

o Click OK.

Activities 4: My Hobbies-Spell Check (10 minutes)

ASK student to refer previous activities to complete the task below

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
175
 Open the My Hobbies presentation or the Where I Learn presentation that you
worked on in the previous activity.
 Use Spell Check to check your spelling.
 Make any necessary corrections.
 Preview Handouts (6 slides per page).
 Print a Handout and keep this copy for your records.
 Save and close the document.

Step 6: Adding Transition (35 minutes)

Adding Transition

Once you've completed all of your slides, create a cohesive presentation by adding transition.
You can move from slide to slide with interesting transitions that affect the timing, entrance
and exit of your slides. A transition is an effect that is applied to some or all of the slides in a
presentation.

 To Make Transitions from Slide to Slide

o Click on Slide Show Slide Transition.

Figure 20: Slide Transition

Source: Goodwill Community Foundation 2002

OR
o In the Task Pane, click on the down-pointing arrow and select Slide Transition.

Figure 21: Slide Transition Option

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
176
 Source: Goodwill Community Foundation 2002

o In the Slide Transition pane, choose the effect; you want from the drop-down menu.
Ex. Blinds Horizontal, Blinds Vertical, Box In and Box Out.
o Automatically preview each transition by clicking on it. (Auto Preview has to be
selected).
o Click Apply to All when you have chosen an effect.
o Choose to advance from slide to slide on mouse click or automatically after the
number of seconds that you select.
o To see how your transition works, preview the slide show. Learn more about this
later in this lesson.

Some transitions work well with effects that have been added to text and graphics. Others do
not. Preview a variety of transitions before finalizing your slide presentation.
Previewing a Slide Show

If you want to get an idea of what your completed show will look like to an audience,
preview it. PowerPoint allows you to view your show in slide show format.
 To Preview a Slide Show
o Click on View Slide Show. (F5)

Figure 22: Slide Show

Source: Goodwill Community Foundation 2002

OR
o Click on Slide Show View Show.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
177
 OR
o Click on the Slide Show button to start the presentation.
o To move to the next slide, click the mouse. (Space bar or Enter).
o When the screen goes dark, click the screen to return to the PowerPoint screen.
o You can exit the slide show by pressing ESC on the keyboard at any time.

If you have set the slides to advance automatically, you don't need to click through the
slides. Just sit back and enjoy the show. At the end of the show, click the left mouse button to
return to the PowerPoint Screen.
Setting Up a Slide Show

Once you have added created a presentation and previewed it, set up a show. Take the
necessary steps to make sure your slides are ready for a real audience.

 To Set Up a Slide Show

o Click on Slide Show Set Up Show.

Figure 23: Set Up Show

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
178
 Figure 24: The Set up Show dialog box appears.

Source: Goodwill Community Foundation 2002

o Choose your show type. Typically, it's presented by a speaker.

o Choose which slides you will show. For example, all or slides 3 - 12.
o Choose show options. You can leave these blank unless you're planning to run a
show continuously on a kiosk or want to show it without animation etc.
o Next, decide how you plan to advance your slides.
o Click OK.

Activities 5: My Hobbies – Add Transition (10 minutes)

ASK student How to add transition

 Open the My Hobbies presentation or the Where I Learn presentation that you worked on
in the previous activity.
 Add transition.
 Preview it in Slide Show view.
 Set up your show.

Step 7: Key Points (15 minutes)

 Animating slides involves adding movement and sometimes sound to text or to the slides
in a presentation. Animation can help create a livelier and more interesting slide show.
 A Slide Master allows you to create a presentation with different types of slides but
enable them to all have the same "look".
 The elements that you add to the Slide Master - such as a company logo, background, and
font color - will be applied to all of your slides.
 The Spell Check tool allows you to check your entire presentation for spelling errors.
PowerPoint has a dictionary that you can customize with words typically not included in a
standard dictionary.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
179
 Once you've completed all of your slides, create a cohesive presentation by adding
transition. You can move from slide to slide with interesting transitions that affect the
timing, entrance and exit of your slides. A transition is an effect that is applied to some or
all of the slides in a presentation.

Step 8: Evaluation (10 minutes)

 What steps are involved in animating slides?
 How can you create a Slide Master?
 What are steps involved in spell checking and printing?
 How do you add transition to slides for presentation?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
180
References
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006), 4th Edition, Introduction to
Computers for Healthcare Professionals, Jones & Bartlett’s Publishers International,
Barb House, Barb Mews, London W6 7PA UK

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

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

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

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

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
181
Session 15: Demonstration on Microsoft Excel Windows
Features
Total Session Time: 60 minutes + 120 minutes of practical

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Identify Basic Parts of the Excel Window
 Explain How to Create, Open and Save Workbooks
 Explain How to Enter, Edit and Delete Data
 Explain How to Move, Copy and Delete Cell Contents

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer
 LCD
 Handout 14.1: Monthly Budget

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming Identifying Basic Parts of the Excel
2 30 minutes
Presentation Window
3 45 minutes Presentation, Exercise Create, Open and Save Workbooks
4 40 minutes Presentation, Exercise Entering, Editing and Deleting Data
Moving, Copying and Deleting Cell
5 40 minutes Presentation, Exercise
Contents
6 10 minutes Presentation Key Points

7 10 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
182
SESSION CONTENT

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

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.

Step 2: Identifying Basic Parts of the Excel Window (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What differences are there between excel and word?

 What specific purposes are of excel?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Microsoft Excel is a spreadsheet application in the Microsoft Office Suite. A spreadsheet is

an accounting program for the computer. Spreadsheets are primarily used to work with
numbers and text. Spreadsheets can help organize information, like alphabetizing a list of
names or ordering records, or calculate and analyze information using mathematical
formulas.

The Excel Window

Many items you see on the Excel screen are standard in most other Microsoft software
programs like Word, PowerPoint and previous versions of Excel. Some elements are specific
to this version of Excel.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
183
 Figure 1: Microsoft excel elements

Source: Goodwill Community Foundation 2002

Workbook
Also called a spreadsheet, the Workbook is a unique file created by Excel.

Figure 2: Title bar

Source: Goodwill Community Foundation 2002

The Title bar displays both the name of the application and the name of the spreadsheet.

Figure 3: Menu bar

The Menu bar displays all the menus available for use in Excel 2003. The contents of any
menu can be displayed by clicking on the menu name with the left mouse button.

Toolbar
Some commands in the menus have pictures or icons associated with them. These pictures
may also appear as shortcuts in the Toolbar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
184
Figure 4: Toolbar

Source: Goodwill Community Foundation 2002

Figure 5: Column Headings

Source: Goodwill Community Foundation 2002

Each Excel spreadsheet contains 256 columns. Each column is named by a letter or
combination of letters.

Figure 6:Row Headings

Source: Goodwill Community Foundation 2002

Each spreadsheet contains 65,536 rows. Each row is named by a number.

Figure 7: Name Box

Shows the address of the current selection or active cell.

Figure 8: Formula Bar

Source: Goodwill Community Foundation 2002

Displays information entered-or being entered as you type-in the current or active cell
The contents of a cell can also be edited in the Formula bar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
185
Cell
Figure 9: Active Cell B3

Source: print screen from Microsoft Excel

A cell is an intersection of a column and row. Each cell has a unique cell address. In the
picture above, the cell address of the selected cell is B3. The heavy border around the
selected cell is called the cell pointer.

Navigation Buttons and Sheet Tabs

Navigation buttons allow you to move to another worksheet in an Excel workbook. Used to
display the first, previous, next or last worksheets in the workbook.
Sheet tabs separate a workbook into specific worksheets. A Workbook defaults to three
worksheets. A Workbook must contain at least one worksheet

Workbooks and Worksheets

A Workbook automatically shows in the workspace when you open Microsoft Excel 2003.
Each workbook contains three worksheets. A worksheet is a grid of cells, consisting of
65,536 rows by 256 columns. Spreadsheet information--text, numbers or mathematical
formulas--is entered in the different cells.
Figure 10: workbook

Source: Goodwill Community Foundation 2002

Column headings are referenced by alphabetic characters in the gray boxes that run across the
Excel screen, beginning with the Column A and ending with Column IV.
Rows are referenced by numbers that appear on the left and then run down the Excel screen.
The first row is named Row 1 and the last row is named 65536.
Important Terms
 A workbook is made up of three worksheets.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
186
 The worksheets are labelled Sheet1, Sheet2, and Sheet3.
 Each Excel worksheet is made up of columns and rows.
 In order to access a worksheet, click on the tab that says Sheet#.

The Cell
An Excel worksheet is made up of columns and rows. Where these columns and rows
intersect, they form little boxes called cells. The active cell, or the cell that can be acted upon,
reveals a dark border. All other cells reveal a light gray border. Each cell has a name. Its
name is comprised of two parts: the column letter and the row number.

Figure 11: Cell Point

Source: Goodwill Community Foundation 2002

In the following picture the cell C3, formed by the intersection of column C and row 3,
contains the dark border. It is the active cell.

Figure 12: Active

Source: Goodwill Community Foundation 2002

Important Terms
 Each cell has a unique cell address composed of a cell's column and row.
 The active cell is the cell that receives the data or command you give it.
 A darkened border, called the cell pointer, identifies it.

Moving around the worksheet

You can move around the spreadsheet in several different ways.
 To Move the Cell Pointer
o To activate any cell, point to a cell with the mouse and click.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
187
 o To move the pointer one cell to the left, right, up, or down, use the keyboard arrow
keys.

To Scroll Through the worksheet

The vertical scroll bar located along the right edge of the screen is used to move up or down
the spreadsheet. The horizontal scroll bar located at the bottom of the screen is used to
move left or right across the spreadsheet.

Figure 13: Vertical Scrolling Bar

Source: Goodwill Community Foundation 2002

The Page Up and Page Down keys on the keyboard are used to move the cursor up or down
one screen at a time. Other keys that move the active cell are Home, which moves to the first
column on the current row, and Ctrl+Home, which moves the cursor to the top left corner of
the spreadsheet or cell A1.

To Move between worksheets

As mentioned, each Workbook defaults to three worksheets. These worksheets are
represented by tabs-named Sheet1, Sheet2 and Sheet3-that appear at the bottom of the Excel
window.

To Move from one worksheet to another worksheet:

Click on the sheet tab (Sheet1, Sheet2 or Sheet 3) that you want to display

Step 3: Create, Open and Save Workbooks (45 Minutes)

Understanding File Terms
The File menu contains all the operations that we will discuss in this lesson: New, Open, and
Close, Save and Save As.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
188
Figure 14: Save, Save As and Close

Source: Goodwill Community Foundation 2002

New-Used to create a new Workbook

Open-Used to open an existing file from a floppy disk or hard drive of your computer

Close-Used to close a spreadsheet

Save As-Used when to save a new file for the first time or save an existing file with a
different name.

Save-Used to save a file that has had changes made to it. If you close the workbook without
saving then any changes made will be lost.

Creating a workbook
A blank workbook is displayed when Microsoft Excel is first opened. You can type
information or design a layout directly in this blank workbook.

To Create an Excel Workbook

Choose File New from the menu bar.

Figure 15: Show How to Open New Worksheet

Source: Goodwill Community Foundation 2002

The New Workbook task pane opens on the right side of the screen.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
189
 Figure 16:Blank Workbook

Source: Goodwill Community Foundation 2002

Choose Blank Workbook under the New category heading.
A blank workbook opens in the Excel window. The New Workbook task pane is closed.

Saving a workbook
Every workbook created in Excel must be saved and assigned a name to distinguish it
from other workbooks. The first time you save a workbook, Excel will prompt you to
assign a name through the Save As operation. Once assigned a name, any additional
changes made to the text, numbers or formulas need to be saved using the Save operation

To Save a new Workbook: Choose File Save As from the menu bar.
Figure 17:Save As command

Source: Goodwill Community Foundation 2002

The Save As Dialog Box appears.

Click on the Save In: dropdown menu and locate where the file will be saved. Choose 3
1/2 Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to
your computer.
Type a name for your file in the File Name: box.
Click the Save button.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
190
 Figure 18: Uses of Save As Button, Save in.

Source: Goodwill Community Foundation 2002

 To Save Changes Made to an Existing Workbook
o Choose File Save from the menu bar, or

Click the Save button on the Standard toolbar.

o If you're saving the file for the first time and you do not choose a file name, Microsoft
Excel will assign a file name for you.
o It is a good idea to Save frequently when working in a spreadsheet. Losing
information is never fun! You can quickly save your spreadsheet by using the quick-
key combination Ctrl + S.
 Opening a workbook
You can open any workbook that has previously been saved and given a name.
To Open an Existing Excel 2003 Workbook
Choose File Open from the menu bar.

Figure 20: Opening Workbook

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
191
The Open dialog box opens.

Source: Goodwill Community Foundation 2002

In the Look in list, click the drive, folder, or Internet location that contains the file you
want to open.

In the folder list, open the folder that contains the file. Once the file is displayed, click on
the file you want to open.
Click the Open button.

Closing a Workbook

To close an existing Excel Workbook

Choose File Close from the menu bar. The workbook in the Excel window is closed.

Figure 21:Close Workbook

Source: Goodwill Community Foundation 2002

Excel 2003 will prompt you to save information if any has been typed between the last save
and the time you close the file

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
192
Step 4: Enter, Edit and Delete Data (40 minutes)
 Entering Text in a Cell
You can enter three types of data in a cell: text, numbers, and formulas. Text is any
entry that is not a number or formula. Numbers are values used when making
calculations. Formulas are mathematical calculations.
 To Enter Data into a Cell
o Click the cell where you want to type information.
o Type the data. An insertion point appears in the cell as the data is typed.

o The data can be typed in either the cell or the Formula bar.

Figure 22: Text area

Figure 23: Data being typed appears in the both active cell and in the formula bar.

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
193
 o Notice the Cancel and Enter buttons in the formula bar.

Click the Enter button to end the entry and turn off the formula bar buttons.
Excel's AutoComplete feature keeps track of previously-entered text. If the first few
characters you type in a cell match an existing entry in that column, Microsoft Excel fills in
the remaining characters for you

Editing Information in a Cell

Information in a spreadsheet is likely to change over time. Information can be changed in
either of two ways.

Quick and Easy Method

 Click the cell that contains the information to be changed.
 Type the new entry. The old entry is replaced by the new entry.

If the original entry is long and requires only a minor adjustment (in spelling, for example),
then you can directly edit the information in the cell.

To Edit Information in a Cell

 Direct Cell Editing
Double-click on the cell that contains the information to be changed.
The cell is opened for direct editing.

Figure 24:Direct Editing

Source: Goodwill Community Foundation 2002

Make the necessary corrections.

Press Enter or click the Enter button on the Formula bar to complete the entry.
 Formula Bar Editing
o Click the cell that contains the information to be changed.
o Edit the entry in the formula bar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
194
 Figure 25: Editing Toolbar

Source: Goodwill Community Foundation 2002

Deleting Information in a Cell
 To Delete Data that Already Appears in a Cell
o Click the cell that contains the information to be deleted.
o Press the Delete key, or
o Right-click and choose Clear Contents from the shortcut menu.
 Selecting Multiple Cells
The currently-selected cell in Excel is called the active cell. You can also select a group
of adjacent cells, or a cell range. Many operations can be done against a cell range: move
it, copy, it, delete it or format it. A cell range can be defined in different ways: select a
specific range of cells, select multiple columns or rows, or select the entire worksheet.
 To Select a Range of Cells
o Move to the first cell in the range.
o The mouse pointer becomes a large cross.
o Click-and-hold the left mouse button and drag left or right, up or down to the last cell
you want to select.
o Release the mouse button.
Figure 28: The Cells You Selected are Shaded.

Source: Goodwill Community Foundation 2002

 To Select All Cells in a Column or Row
Click the gray Column heading to select the entire column. (Click and drag the cursor
across other column headings to select those columns).

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
195
 Figure 29: How to Select Column

Source: Goodwill Community Foundation 2002

Click the gray Row heading to select the entire row. (Click and drag the cursor down
through the row headings select those rows).
Figure 30: How to Select Row

Source: Goodwill Community Foundation 2002

 To Select the Entire Worksheet:
Click the gray rectangle in the upper left corner to select entire worksheet.

Figure 31: How to Select Entire Worksheet

Source: Goodwill Community Foundation 2002

If the cells and columns you want to select are not directly next to one another, select one of
the ranges you want to select, and hold down the Control key while selecting other ranges.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
196
Figure 31: Selected Area

Source: Goodwill Community Foundation 2002

Activities 4: Monthly bills (Take-home assignment)

Refer Handout 14.1: Monthly Budget.
Type the following data in the spreadsheet
 In cell A1, type Monthly Budget.
 In cell A2, type Rent or Mortgage.
 In cell A3, type Car Payment.
 In cell A4, type Cable.
 In cell A5, type Power.
 In cell A6, type Phone.
 In cell A7, type Insurance.
 In cell A8, type Credit Cards.
 In cell A9, type Groceries.
 In cell A10, type Gas.
Type your other monthly bills in Column A, cells A11-A14 (if you have any)
Type Total Monthly Expenses in cell A15
Type Income in cell A16
Type Savings in cell A17

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
197
 .
Save and close the Monthly Budget file
.
Step 5: Moving, Copying and Deleting Cell Contents (40 minutes)

Cut, copy, paste defined

Cut, Copy and Paste are very useful operations in Excel. You can quickly copy and/or cut
information in cells (text, numbers or formulas) and paste them into other cells. These
operations save you a lot of time from having to type and retype the same information.
The Cut, Copy and Paste buttons are located on the Standard toolbar.

Figure 32: The Cut, Copy and Paste operations also appear as choices in the Edit menu:

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
198
The Cut, Copy and Paste operations can also be performed through shortcut keys:

Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V

Copy and Paste Cell Contents

The Copy feature allows you to copy selected information from the spreadsheet and
temporarily place it on the Clipboard, which is a temporary storage file in your computer's
memory. The Paste feature allows you to select any of the collected items on the Clipboard
and paste it in a cell of the same or different spreadsheet.

 To Copy and Paste:

o Select a cell or cells to be duplicated.

o Click on the Copy button on the standard toolbar.

The border of the copied cell(s) takes on the appearance of marching ants.

Figure 33:Marching Ants Appear

Source: Goodwill Community Foundation 2002

Click on the cell where you want to place the duplicated information. The cell will be
highlighted. If you are copying contents into more than one cell, click the first cell
where you want to place the duplicated information.

Press the Enter key. Your information is copied to the new location.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
199
Be careful if you paste copied cell information into cells that already contain data. If you do,
the existing data is overwritten.
You can copy information from many different sources including Web sites, emails or other
Office applications like Word and PowerPoint and paste it into an Excel spreadsheet.

Cut and Paste Cell Contents

The Cut feature allows you to remove information from cells in the spreadsheet. Information
that is cut can be pasted in another cell, as long as the pasting occurs before you perform
another operation. If you don't paste the cut information immediately, it is removed from the
Office clipboard.

 To Cut and Paste:

o Select a cell or cells to be cut.

o Click on the Cut button on the Standard toolbar.

o The information in the cell is deleted.
o The border of the cut cell(s) take on the appearance of marching ants.
o Click on the cell where you want to place the duplicated information. The cell will be
highlighted. If you want to paste the contents into more than one cell, click the first
cell where you want to place the duplicated information.

Press the Enter key. Your information is pasted to the new location.
You do not have to paste information that has been cut. You can use Cut to delete
information from a cell.

Moving Information Using Drag-and-Drop

Another way to move information from one cell to another is to use the drag-and-drop
method. You use the cursor to point to the information to be moved and then drag the cell to
its new location.
 To Use Drag and Drop
o Highlight and select the cell(s) you want to move to a new location.
o Position the mouse pointer near one of the outside edges of the selected cell(s). The
mouse pointer changes from a large, white cross and becomes a slender, black cross
with arrows at all ends.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
200
 Keep the mouse pointer on the outer edge of the selected cell, click and hold the left
mouse button and drag the cell(s) to a new location.

Release the mouse button to move the information to its new location.

Refer to Handout 14.1: Monthly Budget.

Activities 5: Monthly Bills (Take-home assignment)

ASK student to refer to Handout 14.1 Monthly Budget.
Move the word Insurance from cell A7 to A4 and the word Cable from A4 to A7
using the cut, copy, and paste, and drag and drop features you learned in this
lesson.
Type January in C2.
Type the corresponding amounts for your monthly expenses and income in Column
C.
In cell C3, type your rent/mortgage bill amount
In cell C4, type your Car Payment amount
In cell C5, type your Car Payment amount
In cell C6, type your Power bill amount
In cell C7, type your Phone bill amount
In cell C8, type your Cable bill amount
In cell C9, type your Credit Card bill amount
In cell C10, type your Grocery/Food bill estimate
In cell C11, type your Gas bill estimate
In cells C12 - C16, type the amount of any additional bills you have listed
In cell C17, type your Income

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
201
 Save and close the Monthly Budget file
Note: Be sure to leave cells C15 and C17 blank

Step 6: Key Points (10 minutes)

 Spreadsheets can help organize information, like alphabetizing a list of names or ordering
records, or calculate and analyze information using mathematical formulas.
 Every workbook created in Excel must be saved and assigned a name to distinguish it
from other workbooks.
 You can enter three types of data in a cell: text, numbers, and formulas
 You can quickly copy and/or cut information in cells (text, numbers or formulas) and
paste them into other cells.

Step 7: Evaluation (10 minutes)

 What are the tasks of the following Excel window parts?
Title bar, Menu bar, Toolbar, Formula Bar
 How do you create, open and save workbooks?
 How do you enter, edit and delete data in worksheet?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
202
Activity: Take home Assignment (5 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

 Create a new blank file and save as Monthly Budget

 Close the blank file

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

Important Reminder: If you are using a public computer, such as one at a library or learning
centre, you may not be able to use the same computer each time. It is very important to
understand the policies on saving documents to public computers. Some places do not allow
you to use floppy disks due to the risk of computer viruses. Ask someone in charge of the
public computers where you are. If you are unsure how you will keep a recent copy of the
assignment, you can always email a copy of the document to yourself when you finish
working on the document.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
203
References
Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006), 4th Edition, Introduction to
Computers for Healthcare Professionals, Jones & Bartlett’s Publishers International,
Barb House, Barb Mews, London W6 7PA UK

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

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

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

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
204
 Handout 14.1: Monthly Budget

Figure

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
198
Session 16: Demonstration on Worksheet Layout
Management
Total Session Time: 120 minutes

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Describe on How to Work with Multiple Worksheets
 Describe on How to Insert and Delete Rows and Columns
 Explain Process of Changing Column Width and Row Height

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer
 LCD
 Handout 16.1: Monthly Budget

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and
1 05 minutes Presentation
Learning Tasks
Brainstorming
2 30 minutes Work with Multiple Worksheets
Presentation Exercise
Presentation
3 30 minutes Insert and Delete Rows and Columns
Exercise
Presentation
4 35 minutes Change Column Width and Row Height
Exercise
5 5 minutes Presentation Key Points

6 15 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
199
SESSION CONTENT

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

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing

Step 2: Working with Multiple Worksheets (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What are worksheets?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Naming Worksheets

At the beginning of this course, we learned that the tabs displayed at the bottom of the screen
are named Sheet1, Sheet2 and Sheet3. These are not very informative names. Excel 2003
allows you to define a meaningful name for each worksheet in a workbook-Checkbook,
Reports, Accounts-so you can quickly locate information.
 To Name a Worksheet
o Double-click the sheet tab to select it. The text is highlighted by a black box.

o Type a new name for the worksheet.

o Press the Enter key.

o The worksheet now assumes the descriptive name defined.

Inserting Worksheets

By default, each new workbook in Excel defaults to three worksheets named Sheet1, Sheet2
and Sheet3. You have the ability to insert new worksheets if needed or delete others you no
longer want.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
200
 To Insert a New Worksheet
o Choose Insert Worksheet from the menu bar.
o A new worksheet tab is added to the bottom of the screen. It will be named Sheet4,
Sheet5 or whatever the next sequential sheet number may be in the workbook.

Figure 1: Show Worksheet

Source: Goodwill Community Foundation 2002

Deleting Worksheets

Any worksheet can be deleted from a workbook, including those that have data in it.
Remember, a workbook must contain at least one worksheet.
 To Delete One or More Worksheets
o Click on the sheet(s) you want to delete.
o Choose Edit Delete Sheet from the menu bar.

Figure 2: The Following Dialog Box Appears if the Sheet Being Deleted Contains
Information On It.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
201
 Source: Goodwill Community Foundation 2002
o Click the Delete button to remove the worksheet and all the data in it.

Another way to delete or insert a worksheet is to right-click on the sheet to be deleted

and then select Delete or Insert from the shortcut menu.

Figure 3: Delete or Insert Sheet

Source: Goodwill Community Foundation 2002

Grouping and Ungrouping Worksheets

A workbook is a multi-page Excel document that contains multiple worksheets. Sometimes

you will want to work with the worksheets one at a time as if each is a single unit. Other
times, the same information or formatting may need to be added to every worksheet. You can
type and retype the same information in each worksheet, or apply identical formatting, or you
can group the worksheet and enter the information once.
Worksheets can also be combined together into a group. Grouping worksheets allows you to
apply identical formulas and/or formatting across all the worksheets in the group. When you
group worksheets, any changes made to one worksheet will also be changed in any other
worksheets in the group. If many worksheets are to have the same data--regions, departments,
quarters, months, weeks and days, for example--then you type it once and it will appear on
every worksheet included in the grouping.

Figure 3: Grouping Worksheets

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
202
 To Group Worksheets
o To select one worksheet, click on the sheet tab.
o To select more than one worksheet, hold the Control key down and click on one or
more worksheet tabs in the workbook.
o To select all worksheets in a workbook, right-click on any worksheet tab and choose
Select All Sheets from the shortcut menu.
When finished entering, moving, copying or formatting the data, you will need to ungroup
worksheets. If you do not ungroup the sheets, any work you do in one sheet will be
duplicated in all the others.
 To Ungroup Worksheets
o Right-click on any of the selected worksheet tabs.
o Choose Ungroup Sheets from the shortcut menu.

Moving Worksheets

When you move a sheet, you are moving it to a new location in this or another workbook.
 To Move a Workbook
o Select the worksheet you want to move/copy.
o Choose Edit Move or Copy from the menu bar.

In the Move or Copy dialog box, use the drop down boxes to select the name of the
workbook you will move the sheet to (the current workbook is the default). Also define
where you want the sheet positioned in the workbook.
Figure 5:Sheet And Check Book

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
203
 Source: Goodwill Community Foundation 2002
Check Create a copy to copy it.
Click the OK button to move the worksheet to its new location.

Copying Worksheets

When you copy a sheet, you make an exact copy of it.

 To Copy a Worksheet
o Select the worksheet you want to move/copy.
o Choose Edit Move or Copy from the menu bar.
o In the Move or Copy dialog box, use the drop down boxes to select the name of the
workbook you will copy the sheet to (the current workbook is the default). Also
define where you want the sheet positioned in the workbook.
o Click the Create a copy checkbox.
o Click OK to create an exact copy of the worksheet and move it to the location

Step 3: Inserting Deleting Rows and Columns (30 minutes)

Inserting a row

You can insert a row in a spreadsheet anywhere you need it. Excel moves the existing rows
down to make room for the new one.
 To Insert a Row
o Click anywhere in the row below where you want to insert the new row.
o Choose Insert Rows from the menu bar.

Figure 6:Insert Rows Into Worksheet

Source: Goodwill Community Foundation 2002

A new row is inserted above the cell(s) you originally selected. OR

Click anywhere in the row below where you want to insert the new row.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
204
 Right-click and choose Insert from the shortcut menu.

Figure 7: The Insert dialog box opens.

Source: Goodwill Community Foundation 2002

Choose the Entire Row radio button.

Click the OK button.
Figure 8: A New Row Is Inserted Above The Cell(S) You Originally Selected.

Source: Goodwill Community Foundation 2002

Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same
number of new rows that you originally selected.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
205
Inserting a column

In Excel, you can insert a column anywhere you need it. Excel moves the existing columns to
make room for the new one.

 To Insert a Column
o Click anywhere in the column where you want to insert a new column.
o Choose Insert Columns from the menu bar

Figure 9: Inserting Column

Source: Goodwill Community Foundation 2002

A new column is inserted to the left of the existing column. OR Click anywhere in the
column where you want to insert a new column. Right-click and choose Insert from the
shortcut menu.

Figure 10:Inserting Column Into Cell

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
206
 The Insert dialog box opens.

Source: Goodwill Community Foundation 2002

Click the Entire Column radio button in the Insert dialog box.
Click the OK button.

Figure 11: A New Column is inserted to The Left of the Existing Column.

Source: Goodwill Community Foundation 2002

You can also select multiple columns before choosing Insert to add columns quickly. Excel
inserts the same number of new columns that you originally selected.

Deleting columns and rows

Columns and rows are deleted in much the same manner as inserting columns and rows.
 To Delete a Row and All Information in It
o Select a cell in the row to be deleted.
o Choose Edit Delete from the menu bar.
o Click the Entire Row radio button in the Delete dialog box.
o Click the OK button.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
207
 Figure 12: Show How to Delete Row

Source: Goodwill Community Foundation 2002

 To Delete a Column and All Information in it:

o Select a cell in the column to be deleted.
o Choose Edit Delete from the menu bar.
o Click the Entire Column radio button in the Delete dialog box.
o Click the OK button.

Figure 13: Show How to Delete column

Source: Goodwill Community Foundation 2002

Step 4: Changing Column Width and Row Height (35 minutes)

Adjusting column widths

By default, Excel's columns are 8.43 characters wide, but each individual column can be
enlarged to 240 characters wide.
If the data being entered in a cell is wider or narrower than the default column width, you can
adjust the column width so it is wide enough to contain the data.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
208
 Figure 14: Unadjusted Column

Source: Goodwill Community Foundation 2002

You can adjust column width manually or use AutoFit.

 To Manually Adjust a Column Width
o Place your mouse pointer to the right side of the gray column header.
o The mouse pointer changes to the adjustment tool (double-headed arrow).

Figure 15: Adjusted Column

Source: Goodwill Community Foundation 2002

Drag the Adjustment tool left or right to the desired width and release the mouse
button.

 To AutoFit the Column Width

o Place your mouse pointer to the right side of the column header.
o The mouse pointer changes to the adjustment tool (double-headed arrow).
o Double-click the column header border.
o Excel "Auto Fits" the column, making the entire column slightly larger than the
largest entry contained in it.
To access AutoFit from the menu bar, choose Format Column AutoFit Selection.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
209
Adjusting row height

Changing the row height is very much like adjusting a column width. There will be times
when you want to enlarge a row to visually provide some space between it and another row
above or below it.
 To Adjust Row Height of a Single Row
o Place your mouse pointer to the lower edge of the row heading you want to adjust.
o The mouse pointer changes to the adjustment tool (double-headed arrow).

o Drag the Adjustment tool up or down to the desired height and release the mouse
button.

 To AutoFit the Row Height

o Place your mouse pointer to the lower edge of the row heading you want to adjust.
o The mouse pointer changes to the adjustment tool (double-headed arrow).
o Double-click to adjust the row height to "AutoFit" the font size.
o Excel "Auto Fits" the row, making the entire row slightly larger than the largest entry
contained in the row.

Activities 4: Make adjustment of column (5 minutes)

Refer students to Handout 13.1: Monthly Budget

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
210
1. AutoFit the column width of Column A
2. Manually adjust the column width for any columns that you need to enlarge. For example,
Column A may need to be adjusted so the word Car payment fits in the cell.
3. Adjust the row height of Row 1 to at least double its current width.
4. Save and close the document.

Step 5: Key Points (5 minutes)

 By default, each new workbook in Excel 2003 defaults to three worksheets named
Sheet1, Sheet2 and Sheet3. You have the ability to insert new worksheets if needed or
delete others you no longer want.
 Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same
number of new rows that you originally selected.
 By default, Excel's columns are 8.43 characters wide, but each individual column can be
enlarged to 240 characters wide. If the data being entered in a cell is wider or narrower
than the default column width, you can adjust the column width so it is wide enough to
contain the data.

Step 6: Evaluation (15 minutes)

 How do you define a meaningful name for each worksheet in a workbook?
 How do you insert and delete Rows and columns?
 How do you change column width and row height?

Activity: Take home Assignment (10 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

Refer students to handout 16.2:Monthly budget

 ALLOW student to rename Sheet1 to 2005, Sheet2 to 2006 and Sheet3 to 2007.
 INSERT two worksheets and name them 2008 and 2009.
 Move the 2008 and 2009 worksheets so they are immediately following the 2007
sheet.
 Use the Grouping feature so that the 2006, 2007, 2008, and 2009 sheets contain the
same information as Column A and Row 1 of the 2005 sheet.
 Delete the 2009 sheet.

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
211
Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

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

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

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
212
 Handout 16.1: Monthly Budget

Handout 16.2: Monthly Budget

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
213
 Handout 16.3: Monthly Budget

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
214
Session 17: Demonstration on Excel Cells and Creating
Formulas
Total Session Time: 60 minutes

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Describe on How to Insert and Delete Cells
 Describe Text and Cell Alignments
 Explain How to Apply Font, Color and Borders to Cells
 Explain How to Create Simple Formulas

Resources Needed:
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer and LCD
 Handout 17.1: Monthly Budget

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming
2 35 minutes Presentation, Inserting and Deleting Cells
Exercise
Presentation,
3 35 minutes Manage Text and Cell Alignments
Exercise
Presentation,
4 35 minutes Applying Font, Color and Borders to Cells
Exercise
Buzzing
5 50 minutes Presentation, Creating Simple Formula
Exercise
6 5 minutes Presentation Key Points
7 5 minutes Presentation Evaluation
8 10 minutes Presentation Assignment

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
215
SESSION CONTENT

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

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing

Step 2: Inserting and Deleting Cells (35 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What is a cell in excel worksheet?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Cell is Intersection between row and column

Inserting a cell

When working in an Excel worksheet, you may need to insert or delete cells without
inserting or deleting entire rows or columns.
 To Insert Cells
o Select the location where the new cell(s) should be inserted. It can be a single cell or a
range of cells.
o Right-click and choose Insert.
Note: You could also choose Insert Cell on the menu bar.

Figure 1: Inserting A Cell

Source: Goodwill Community Foundation 2002

o The Insert dialog box opens. Select either:

o Shift cells right to shift cells in the same row to the right.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
216
 o Shift cells down to shift selected cells and all cells in the column below it downward.

Figure 2: Inserting Dialog Box

Source: Goodwill Community Foundation 2002

o Choose an option and click the OK button.

o Your result displays in the spreadsheet.
Figure 3: Inserted Figure

Source: Goodwill Community Foundation 2002

Deleting a cell
 To Physically Delete the Cell from the Spreadsheet
o Right-click and choose Delete.

Figure 4:Deletind Cell

Source:
Goodwill Community Foundation 2002

o The Delete dialog box opens. Select either:

o Shift cells left to shift cells in the same row to the left.
o Shift cells up to shift selected cells and all cells in the column above it upward.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
217
 Figure 5: Shifting Cell

Source: Goodwill Community Foundation 2002

o Choose an option and click the OK button.

o Your result displays in your spreadsheet.

Merging cells

In Excel, you have another alignment option available to you: merge and centre. This is
performed when you want to select one or more cells and merge them into a larger cell. The
contents will be centered across the new merged cell.
The picture below shows why we might want to merge two cells. The spreadsheet presents
Last Month and This Month Sales and Expenses for Sally. Notice that Sally's name appears
above the Last Month column. To evenly centre Sally's name across the two cells we would
perform a merge and centre.

Figure 6: Merging Cell

Source: Goodwill Community Foundation 2002

 To Merge Two Cells into One

o Select the cells that you want to merge. It can be cells in a column, row or both
columns and rows.
o Click the Merge and Center button on the standard toolbar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
218
 Figure 7:Marging Cell More Than Two

o The two cells are now merged into one.

Source: Goodwill Community Foundation 2002

Step 3: Manage Text and Cell Alignments (35 minutes)

Using the Standard Toolbar to Align Text and Numbers in Cells

You've probably noticed by now that Excel 2003 left-aligns text (labels) and right-aligns
numbers (values). This makes data easier to read.
Figure 8: Align and Numbers in cells

Source: Goodwill Community Foundation 2002

You do not have to leave the defaults. T

ext and numbers can be defined as left-aligned, right-aligned or centered in Excel 2003. The
picture below shows the difference between these alignment types when applied to labels.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
219
Text and numbers may be aligned using the left-align, center and right-align buttons of the
Formatting toolbar:

 To Align Text or Numbers in a Cell

o Select a cell or range of cells
o Click on the Left-Align, Center or Right-Align buttons in the standard toolbar.
o The text or numbers in the cell(s) take on the selected alignment treatment.

Changing Horizontal Cell Alignment

We've previously seen how to align text or numbers using the left-align, center and right-
align buttons in the standard toolbar. You can also define alignment in the Alignment tab of
the Format Cells dialog box.

Figure 9: Horizonatal Alignment

Source: Goodwill Community Foundation 2002

The Horizontal section features a drop-down that contains the same left, center, and right
alignment options in the picture above and several more:
Fill-"Fills" the cell with the current contents by repeating the contents for the width of the
cell.
Justify-If the text is larger than the cell width, Justify wraps the text in the cell and adjusts
the spacing within each line so that all lines are as wide as the cell.
Centre Across Selection-Contents of the cell furthest to the left are centred across the
selection of cells. Similar to merge and centre, except the cells are not merged.

 To Change Horizontal Alignment using the Format Cells Dialog Box

o Select a cell or range of cells.
o Choose Format Cells from the menu bar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
220
 Figure 10: Format-Cell Option

Source: Goodwill Community Foundation 2002

(You could also right-click and choose Format Cells from the shortcut menu.)
o The Format Cells dialog box opens.
o Click the Alignment tab.

Figure 11:Alignment Text Option

Source: Goodwill Community Foundation 2002

o Click the Horizontal drop-down menu and select a horizontal alignment treatment.
o Click OK to apply the horizontal alignment to the selected cell(s).

Changing Vertical Cell Alignment

You can also define vertical alignment in a cell, similar to how it is done for horizontal
alignment. In Vertical alignment, information in a cell can be located at the top of the cell,
middle of the cell or bottom of the cell. The default is bottom.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
221
Figure 12: Vertical Alignment view

Source: Goodwill Community Foundation 2002

 To Change Vertical Alignment using the Format Cells Dialog Box:

o Select a cell or range of cells.
o Choose Format Cells from the menu bar
 (You could also right-click and choose Format Cells from the shortcut
menu.)
o The Format Cells dialog box opens.
o Click the Alignment tab.
o Click the Vertical drop-down menu and select a vertical alignment treatment.
o Click OK to apply the vertical alignment to the selected cell(s).

Changing Text Control

Text Control allows you to control the way Excel 2003 presents information in a cell. There
are three types of Text control: Wrapped Text, Shrink-to-Fit and Merge Cells.

Figure 14: Text Control

Source: Goodwill Community Foundation 2002

The Wrapped Text wraps the contents of a cell across several lines if it's too large than the
column width. It increases the height of the cell as well.
Shrink-to-Fit shrinks the text so it fits into the cell; the more text in the cell the smaller it
will appear in the cell.
Merge Cells can also be applied by using the Merge and Center button on the standard
toolbar.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
222
 To Change Text Control using the Format Cells Dialog Box
o Select a cell or range of cells.
o Choose Format Cells from the menu bar.
o The Format Cells dialog box opens.
o Click the Alignment tab.
o Click on either the Wrapped Text, Shrink-to-Fit or Merge Cells check boxes-or
any combination of them-as needed.
o Click the OK button.

Changing Text Orientation

The fourth type of cell alignment in the Format Cells dialog box is Text Orientation, which
allows text to be oriented 90 degrees in either direction up or down.

Figure 15: Changing Text Orientation

Source: Goodwill Community Foundation 2002

 To Change Text Orientation using the Format Cells Dialog Box

o Select a cell or cell range to be subject to text control alignment.
o Choose Format Cells from the menu bar.
o The Format Cells dialog box opens.
o Click the Alignment tab.
o Increase or decrease the number shown in the Degrees field or spin box.
Click the OK button.

Activities 3: Monthly Budget (Take-home assignment)

Refer students to Handout 17:1 Monthly Budget
 Center the text horizontally in Column A and Row 2.
 Apply a distributed vertical text alignment to Row 2.
 Save your document.
 Use the text control and text orientation features so that you are familiar with them.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
223
  Close the document without saving any of the formatting from the text control and
text orientation features.

Step 4: Applying Font, Colour and Borders to Cells (35 minutes)

Change font type, size and colour

In Excel a font consists of three elements: Typeface or the style of the letter; Size of the
letter; and Color of the letter. The default font in a spreadsheet is Arial 10 points, but the
typeface and size can be changed easily.
 Selecting a Font Typeface
The amount of typefaces available for use varies depending on the software installed on your
computer.

Figure 19: Box for Different Font

Source: Goodwill Community Foundation 2002

 To Apply a Typeface to Information in a Cell

o Select a cell or range of cells.
o Click on the down arrow to the right of the Font Name list box on the Formatting
toolbar.

Figure 20

Figure 20: A Drop-Down List Of Available Fonts Appears.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
224
 Source: Goodwill Community Foundation 2002

o Click on the Typeface of your choice.

o The selection list closes and the new font is applied to the selected cells.

Change font type, size and colour (continued)

 To Apply a Font Size to Information in a Cell

The "Font Size" list varies from typeface to typeface. The Arial font sizes, for example, are 8,
9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48, and 72.

Figure 21: Example of Different Font Size

Source: Goodwill Community Foundation 2002

o Select a cell or range of cells.

o Click on the down arrow to the right of the font size list box on the Formatting
toolbar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
225
 Figure 22: A Drop Down List of Available Font Sizes Appears.

Source: Goodwill Community Foundation 2002

o Click on the Font Size of your choice.

o The selection list closes and the new font size is applied to the selected cells.

Change font type, size and colour (continued)

 To Apply Colour to Information in Cells

o Select a cell or range of cells.
o Click on the down arrow to the right of the font Color list box.

Figure 23: A drop-down list of available Colors appears.

Source: Goodwill Community Foundation 2002

o Click on the Color of your choice.

o The selection list closes and the new font Color is applied to the selected cells.

Underline, italics and bold

In addition to the typeface, size and Color, you can also apply Bold, italics, and/or underline
font style attributes to any text or numbers in cells.
 To Select a Font Style
o Select a cell or range of cells.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
226
 o Click on any of the following options on the Formatting toolbar.

Bold button (Ctrl + B).

Italics button (Ctrl + I).
Underline button (Ctrl + U).
The attribute(s) selected (bold, italics, or underline) are applied to the font.

The Bold, Italics, and Underline buttons on the Formatting toolbar are like toggle switches.
Click once to turn it on, click again to turn it off.

Design and apply styles

Styles can save a lot of time when formatting a spreadsheet. A Style is a unique collection of
font attributes (Number, Alignment, Font, Border, Patterns and Protection). Many different
styles can be created in a spreadsheet, each with different attributes and names. When applied
to a cell, information in it resembles the attributes defined for that style.
 To Apply a style
o Select the cell or range of cells.
o Choose Format Style from the menu bar.

Figure 24: Formatting Style Box

Source: Goodwill Community Foundation 2002

Figure 25: Select A Style From The Style Name Drop-Down List.

Source: Goodwill Community Foundation 2002

You can change the style attributes (Number, Alignment, Font, Border, Patterns and
Protection) for any Style Name.
You can create new styles by clicking on the Add button in the Style dialog box.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
227
Adding a border to cells

Borders can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
 To Add a Border to a Cell or Cell Range
o Select a cell or range of cells.
o Click on the down arrow next to the Borders button.
o The Border drop-down appears.

o Choose a borderline style from the Border drop-down menu.

o The selected cells display the chosen border.

Adding Colour to Cells

Colors can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
 To Add Colour to a Cell
o Select a cell or range of cells.
o Click the down arrow next to the Fill Color button. A Fill Color drop-down menu
displays.
o
Figure 26: Figure 27: Choose a Fill Color From The Fill Color Drop-Down Menu.

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
228
Step 5: Create Simple Formulas (50 minutes)

Activity: Buzzing (5 minutes)

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

 What are formulas?

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

WRITE their response on the flip chart/board

CLARIFY and SUMMARIZE by using the content below

Formulas

In school, you learned formulas used to calculate math problems. Microsoft Excel uses these
same formulas to perform calculations in a spreadsheet.
A formula can be a combination of values (numbers or cell references) and math operators (+,
-, /, *, =) into an algebraic expression. Excel requires every formula to begin with an equal
sign (=).
The following table illustrates the mathematical operators learned in school and those
represented in Excel.

School Excel
Addition + +
Subtraction - -
Multiplication X *
Division / /
Equals = =

The result of a formula-the answer to 2+3, for example-displays in the cell on the Excel
worksheet. The formula is visible only in the formula bar. A formula's result will change as
different numbers are entered into the cells included in the formula's definition.

Creating a Simple Addition Formula

A simple formula in Excel contains one mathematical operation only: one number plus a
second number equals a third number. Writing a simple formula is really no more difficult
than that: 1+1. The only difference in Excel is that all formulas must begin with the equal
sign (=). It is not enough to type 1+1 in Excel because what will appear in the cell is "1+1."
You must begin the equation with an equal sign, or =1+1. This holds true for any formula,
simple or complicated, that adds, subtracts, multiplies or divides.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
229
Let's add two numbers to create a third, 128+345=473. In Excel, this would be expressed by
the formula, =128+345, as shown below.

Figure 1: Exaple of Simple Mathematics

Source: Goodwill Community Foundation 2002

 To Create a Simple Formula that Adds Two Numbers

o Click the cell where the formula will be defined.
o Type the equal sign (=) to let Excel know a formula is being defined.
o Type the first number to be added (128, for example)
o Type the addition sign (+) to let Excel know that an add operation is to be performed.
o Type the second number to be added (345, for example
o Press Enter or click the Enter button on the Formula bar to complete the formula.

 Creating a Simple Addition Formula (continued)

But what if a column contains many numbers, each of which regularly changes? You don't
want to write a new formula each time a number is changed. Luckily, Excel 2003 lets you
include cell references in formulas.
A formula can add the value of two cells-B2 and B3, for example. Type any two values in
these two cells and the formula will adjust the answer accordingly.
Using this method to calculate two numbers-128 and 345, for example-requires that you type
128 in cell B2, for example, and 345 in cell B3. The Excel formula, =B2+B3, would then be
defined in cell B4.
Figure 2: Show Formula and Total

Source: Goodwill Community Foundation 2002

 To Create a Simple Formula that Adds the Contents of Two Cells:

o Type the numbers you want to calculate in separate cells (for example, type 128 in cell
B2 and 345 in cell B3).
o Click the cell where the answer will appear (B4, for example).
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
230
 o Type the equal sign (=) to let Excel know a formula is being defined.
o Type the cell number that contains the first number to be added (B2, for example).
o Type the addition sign (+) to let Excel know that an add operation is to be performed.
o Type the cell number that contains the first number to be added (B3, for example).
o Press Enter or click the Enter button on the Formula bar to complete the formula.

 Creating a Simple Subtraction Formula Using the Point-and-Click Method

Formulas can be created by using either numbers or cell references in the definition. You can
also use the mouse to select the cells to be used in the formula instead of typing the cell
number or cell reference. Using this method, we are going to write a simple formula that
subtracts one cell from another: =B3-B2.

Figure 3: Subtraction Formula

Source: Goodwill Community Foundation 2002

 To Create a Simple Formula using the Point and Click Method

o Type the numbers you want to calculate in separate cells (for example, type 128 in
cell B2 and 345 in cell B3).
o Click the cell where the answer will appear (B4, for example).
o Type the equal sign (=) to let Excel know a formula is being defined.
o Click on the first cell to be included in the formula (B3, for example).
o Type the subtraction sign (-) to let Excel know that a subtraction operation is to be
performed.
o Click on the next cell in the formula (B2, for example).
o If you include multiple cells in the formula, repeat steps 4 and 5 until the entire
formula is entered.
o Press Enter or click the Enter button on the Formula bar to complete the formula.

 Creating Simple Multiplication Formulas

Creating multiplication formulas is very similar to addition and subtraction formulas. To
multiply two cells the formula, B2 and B3, you would need to insert a multiplication
operator * between them, =B2*B3.

Figure 3: Multiplication Formula

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
231
Source: Goodwill Community Foundation 2002

 To Create a Simple Formula that Multiplies the Contents of Two Cells

o Type the numbers you want to calculate in separate cells (for example, type 128 in cell
B2 and 345 in cell B3).
o Click the cell where the answer will appear (B4, for example).
o Type =
o Click on the first cell to be included in the formula (B2, for example).
o Type a mathematical operator (Ex: the multiplication symbol *). The operator
displays in the cell and Formula bar.
o Click on the next cell in the formula (B3, for example).
o If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula
is entered.
o Press Enter or click the Enter button on the Formula bar to complete the formula.

 Creating Simple Division Formulas

Creating division formulas is very similar to the addition, subtraction and multiplication
formulas. To divide the contents of cell B2 by cell B3, you would need to insert a division
operator / between them, =B2/B3.

Figure 4: Divides Formula

Source: Goodwill Community Foundation 2002

 To Create a Simple Formula that Divides One Cell by Another

o Type the numbers you want to calculate in separate cells (for example, type 128 in cell
B2 and 345 in cell B3).
o Click the cell where the answer will appear (B4, for example).
o Type the equal sign (=) to let Excel know a formula is being defined.
o Click on the first cell to be included in the formula (B2, for example).
o Type a mathematical operator (Ex: the division symbol /). The operator displays in
the cell and Formula bar.
o Click on the next cell in the formula (B3, for example).

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
232
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire
formula is entered.
Very Important: Press Enter or click the Enter button on the Formula bar. This
step ends the formula.

Filling Formulas to Other Cells

Sometimes, you will write a formula that gets used a lot in different places of a worksheet.
For example, a spreadsheet may contain several columns of numbers. Each column will
contain a formula that adds all the numbers in it. You could write the formula several times,
once in each column. Or you could copy-and-paste it into each column. The fill formula
method allows you to copy a formula and fill it into many different consecutive cells at the
same time.
The mouse pointer changes to a black crosshair when passed over the fill handle, or the
square box in the lower right corner of the cell.

Figure 6: Filling Formulas to Other Cell

Source: Goodwill Community Foundation 2002

 To Use the Fill Handle to Copy a Formula to a Surrounding Cell

o Click on the cell that contains the formula to be copied.
o Position the mouse pointer over the fill handle.
o Click and hold the left mouse button, and then drag the contents to the cell that's to
receive the fill formula.
o Release the mouse button.
o Select the Copy Cells option in the fill formula drop-down menu.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
233
 Figure 7: Fill Handle to Copy a Formula

Source: Goodwill Community Foundation

The cell references in a formula are automatically updated when the formula is copied to
other cells in the spreadsheet.
You can also use copy and paste to copy a formula to other cells. Click next to learn more
about the copy and paste method.

Copy and Paste Formulas

The process to copy and paste a formula is identical to that process used to copy and paste
text.
 To Copy and Paste a Formula
o Select the cell that contains the formula to be copied.
o Click the Copy button. Marching "ants" appear around the copied cell(s).

Figure 8: Marching ants appear

Source: Goodwill Community Foundation 2002

o Select the cell where the copied formula is to be pasted.

o Press the Enter key. The formula is copied to the new location.

Revising Formulas

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
234
You can revise any formula that was previously written in a worksheet.
 To Revise a Formula using the Keyboard
o Double-click the cell that contains the formula you want to revise.
o The cursor can now move left and right between the values in the formula in cell B5.

Figure 9: To Replace Cell

Source: Goodwill Community Foundation 2002

o Make the necessary changes to the formula.

o Press the Enter key or click the Enter button to accept the new formula.

Finding the Sum of a Range of Data

The AutoSum function allows you to create a formula that includes a cell range-many cells
in a column, for example, or many cells in a row.

Figure 13: AutoSum function

Source: Goodwill Community Foundation 2002

 To Calculate the AutoSum of a Range of Data

o Type the numbers to be included in the formula in separate cells of column B (Ex: type
128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6).
o Click on the first cell (B2) to be included in the formula.
o Using the point-click-drag method, drag the mouse to define a cell range from cell B2
through cell B6.
o On the Standard toolbar, click the Sum button.
o The sum of the numbers is added to cell B7, or the cell immediately beneath the defined
range of numbers.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
235
 Figure 14: formula, =SUM (B2:B6), has been defined to cell B7.

Source: Goodwill Community Foundation 200

Finding the Average of a Range of Numbers

The Average function calculates the average of a range of numbers. The Average function
can be selected from the AutoSum drop-down menu.
 To Calculate the Average of a Range of Data
o Type the numbers to be included in the formula in separate cells of column B (Ex: type
128 in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6).
o Click on the first cell (B2) to be included in the formula.
o Using the point-click-drag method, drag the mouse to define a cell range from cell B2
through cell B6.
o On the Standard toolbar, click on the drop-down part of the AutoSum button.
o Select the Average function from the drop-down Functions list.
o The average of the numbers is added to cell B7, or the cell immediately beneath the
defined range of numbers.

Figure 15: Average Function from the Drop-Down

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
236
 Figure 16: Notice the Formula, =AVERAGE (B2:B6), Has Been Defined To Cell B7.

Source: Goodwill Community Foundation 2002

Accessing Excel Functions

 To Access Other Functions in Excel

o Using the point-click-drag method, select a cell range to be included in the formula.
o On the Standard toolbar, click on the drop-down part of the AutoSum button.
o If you don't see the function you want to use (Sum, Average, Count, Max, and Min),
display additional functions by selecting More Functions.
o The Insert Function dialog box opens.
o There are three ways to locate a function in the Insert Function dialog box

Figure 17: Accessing Excel Functions

Source: Goodwill Community Foundation 2002

You can type a question in the Search for a function box and click GO, or
You can scroll through the alphabetical list of functions in the Select a function field, or
You can select a function category in the Select a category drop-down list and review the
corresponding function names in the Select a function field.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
237
 Figure 18: Search for a Function Box

Source: Goodwill Community Foundation 2002

Select the function you want to use and then click the OK button.

Step 6: Key Points (5 minutes)

 When working in an Excel worksheet, you may need to insert or delete cells without
inserting or deleting entire rows or columns.
 A formula can be a combination of values (numbers or cell references) and math
operators (+, -, /, *, =) into an algebraic expression. Excel requires every formula to begin
with an equal sign (=).
 Text and numbers can be defined as left-aligned, right-aligned or centered in Excel.

Step 7: Evaluation (5 minutes)

 Which steps are followed in inserting and deleting cells?
 How can a text be aligned to 45 degrees?
 When is the equal sign (=) used?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
238
Step 8: Assignment (10 minutes)

Activity: Take home Assignment (10 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

 Insert a blank row above the current Row 1, which contains the months of the year.
 Type My Budget in A1
 Use the merge and centre function to centre My Budget over Columns A through
N
 Save and close the document

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

Handout 17.1: Monthly Budget

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
239
Reference
Bott, E. & Siechert, C. (2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
240
 Handout 17.1: Monthly Budget

Handout 17.2: Monthly Budget

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
241
Session 18: Demonstration of Charts and Printing
Management of Excel Document
Total Session Time: 60 minutes + 120 minutes of practical

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Describe Procedures of Creating a Chart
 Explain How to Move, Resize, and Delete Charts
 Explain How to Edit Charts
 Explain on How to Format a Chart
 Describe Page Setup
 Describe Procedure of Printing Excel Sheet

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer and LCD

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 5 minutes Presentation
Task
Brainstorming
2 20 minutes Presentation, Creating Chart
Exercise
Presentation,
3 20 minutes Moving, Resizing, and Deleting Charts
Exercise
Presentation,
4 30 minutes Editing Charts
Exercise
Presentation,
5 30 minutes Formatting Chart
Exercise
Brainstorming
6 30 minutes Presentation, Page Setup
Exercise
Presentation,
7 30 minutes Printing Excel Document
Exercise

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
242
8 10 minutes Presentation Key Points
9 5 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
243
SESSION CONTENT

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

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing.

Step 2: Creating Charts (20 Minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What is a chart?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Understanding the Different Chart Types

Excel allows you to create many different kinds of charts.

Area Chart
An area chart emphasizes the trend of each value over time. An area chart also shows the
relationship of parts to a whole.

Column Chart
A column chart uses vertical bars or columns to display values over different categories.
They are excellent at showing variations in value over time.

Bar Chart
A bar chart is similar to a column chart except these use horizontal instead of vertical bars.
Like the column chart, the bar chart shows variations in value over time.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
244
Line Chart
A line chart shows trends and variations in data over time. A line chart displays a series of
points that are connected over time.

Pie Chart
A pie chart displays the contribution of each value to the total. Pie charts are a very effective
way to display information when you want to represent different parts of the whole, or the
percentages of a total.

Other Charts
Other charts that can be created in Excel 2003 include: Doughnut; Stock XY (scatter);
Bubble; Radar; Surface; or Cone, Cylinder, and Pyramid charts.

Identifying the Parts of a Chart

Have you ever read something you didn't fully understand but when you saw a chart or graph,
the concept became clear and understandable? Charts are a visual representation of data in a
worksheet. Charts make it easy to see comparisons, patterns, and trends in the data.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
245
Figure 1: Parts of a Chart

Source: Goodwill Community Foundation 2002

Source Data: The range of cells that make up a chart. The chart is updated automatically
whenever the information in these cells change.
Title: The title of the chart
Legend: The chart key, which identifies each colour on the chart represents
Axis: The vertical and horizontal parts of a chart. The vertical axis is often referred to as the
Y axis, and the horizontal axis is referred to as the X axis
Data Series: The actual charted values, usually rows or columns of the source data
Value Axis: The axis that represents the values or units of the source data
Category Axis: The axis identifying each data series.

Creating a Chart Using the Chart Toolbar

Charts can be created in a number of ways in Excel 2003. The quickest way to create and edit
your charts is to use the Chart Toolbar.
 To Show the Chart Toolbar
o Choose View Toolbars Chart on the menu bar.

Figure 2: Using the Chart Toolbar

Source: Goodwill Community Foundation 2002

PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
246
 Parts of the Chart Toolbar

o Chart Objects List Box: This list box lets you select different parts of a chart for
editing
o Format Chart Area: Used to format that part of the chart which is currently selected
o Chart Type: A drop-down menu that lets you selects different types of charts. The
chart type can be changed at any time
o Legend: Used to show or hide the chart legend
o Data Table: Used to show or hide the actual Source Data used to create the chart
o By Row: Plots the Data Series using the row labels (Y-axis)
o By Column: Plots the Data Series using the column labels (X-axis)
o Angle Text: Use to rotate the angle of the X-axis and Y-axis labels

Creating an Embedded Chart

Charts can be created in either of two ways in Excel 2003: Embedded Charts and a Chart
Sheet. Excel creates an embedded chart by default. An embedded chart is placed on the
same worksheet as the source data used to create it.
 To Embed a Chart in a Worksheet
o Choose View Toolbars Chart on the menu bar.
o Select the range of cells that you want to chart. Your source data should include at
least three categories or numbers.

Figure 3: Selected Data for Embedding Chart

Source: Goodwill Community Foundation 2002

o Click the chart type pull down on the chart toolbar and select the chart that you would
like to use.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
247
 Figure 4: Use Chart Bar To Select Different Type Of Chart

Source: Goodwill Community Foundation 2002

o Open the chart options dialog box: Chart Options to add a title to your chart.

Figure Chart Option

Source: Goodwill Community Foundation 2002

Figure 4: Select the Titles tab and type the title of the chart in the Chart Title text
box.

Source: Goodwill Community Foundation 2002

Different charts work best with different data. A pie chart, for example, can only display one
data series at a time.
Excel includes a 4-step Chart Wizard that you can use to guide you through the steps for
creating a chart. Highlight the cell range you want to chart, choose Insert Chart on the
menu bar and follow the instructions in the wizard.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
248
Step 3: Moving, Resizing, and Deleting Charts (20 minutes)

Moving a chart

An embedded chart can be moved anywhere on a worksheet. The easiest way to move a chart
is to drag it around the worksheet.

 To Move a Chart
o Click anywhere on the white space in the chart and use the cursor to drag the chart
anywhere on the worksheet.

Figure 8: How to Move Graph into Worksheet

Source: Goodwill Community Foundation 2002

Release the mouse button to place the graph in its new location

Resizing a Chart

Charts can be resized-made larger or smaller-to fit on a worksheet. Chart Titles are sized in
proportion to how large or small you make the chart. And within the Chart Area, the Legend
and/or Plot Area can be made larger or smaller. Chart Titles can be moved but not resized.

 To Resize a Chart
o Click anywhere on the white space of the chart area, plot area or legend you want to
move or resize.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
249
 Figure 9: Completed Chart

Source: Goodwill Community Foundation 2002

o Point the mouse to one of the Grab Handles or Resize Cursor-the pointer changes to a
double-headed arrow-to resize the chart.

Figure 10: How to Resize Chart

Source: Goodwill Community Foundation 2002

Use the mouse to drag the sizing handle until the chart is resized to the desired size.

Deleting a Chart

Any embedded chart or chart sheet can be deleted from a worksheet. A chart sheet is deleted
in the same manner a worksheet is deleted. This section discusses how to delete an embedded
chart.

 To Delete a Chart
o Click anywhere on the white space of the chart area to select the chart.
o Press the Delete key on your keyboard.
If you have difficulty deleting a chart, click anywhere outside of the chart and then select the
chart again.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
250
Step 4: Editing Charts (30 minutes)

Changing Chart Data

When you add a chart to your worksheet, Excel creates a link between the chart and your
source data. Any changes made to the original source data are automatically reflected in the
chart.

Figure 11: Changing chart Data

Source: Goodwill Community Foundation 2002

 To Change Chart Values Directly in Worksheet Cells

o Open the worksheet that contains the chart to be changed.
o Click in the cell whose value will change and type the new value.
o Press Enter to accept the new value.

Changing Chart Data (continued)

 To Add Data to an Existing Chart

o Rows or columns of data can be added to an existing chart by selecting the Add Data
option on the Chart Menu.
o Input any new Source Data into the worksheet (e.g., a new column called South
America).

Figure 12: Changing Chart with Additional Column E

Source: Goodwill Community Foundation 2002

o Click on the chart to select it for editing.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
251
 o Choose Chart Add Data from the menu bar.

Figure 13: Data additional

Source: Goodwill Community Foundation 2002

o The Add Data dialog box appears.

o Select the cell range of new data to be added to the chart. Marching ants appear
around the cell range. The selected cells are added to the Add Data dialog box.
o Click the OK button to add the new data to the chart.

Figure 14: Add Data Dialog Box

Source: Goodwill Community Foundation 2002

Changing the Chart Title

The Chart Title can be changed at any time to a name that's meaningful to you.
 To Change the Chart Title on the Chart
o Click on the Chart Title.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
252
 Figure 15: How to Change Chart Title

Source: Goodwill Community Foundation 2002

o Click anywhere in the title name and make any changes to the text.

Figure 16: Finished Chart

Source: Goodwill Community Foundation 2002

o Click anywhere outside of the title to apply your changes.

Changing the Data Series Names or Legend Text

Data Series Names and Legend Text are changed in much the same manner as when you
changed Chart Values in the worksheet.

 To Change the Data Series Names or Legend Text on the Worksheet

o Click the cell that contains the Data Series name or Legend that you want to change.

Figure 17: Data Series and Legend Text

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
253
 Source: Goodwill Community Foundation 2002

Type the new name.

o Press the Enter key to add the new name to the chart.

Changing the Chart Type

There are 14 different types of charts in Excel 2003, and, with each chart type, there can be
several variations. You can see that you can create any number of different charts. The Chart
Type can be changed at any time with a couple of clicks of the mouse.

 To Select a Different Chart Type

o Click on the chart to select it for editing.
o Click on the Chart Type dropdown list box and select a different chart.

Figure 18: Different Type of Chart

Figure 19: The New Chart Replaces That One Selected For Change.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
254
 Source: Goodwill Community Foundation 2002

Step 5: Formatting Charts (30 minutes)

Formatting the Chart Title

The Chart Title can be formatted to change colour, pattern, typeface, size and alignment
using the Format Chart Title dialog box.
 To format the chart title
o Select the Chart Title.
Figure 20: Formatting Chart Title

Source: Goodwill Community Foundation 2002

o Click the Format Button on the Chart Toolbar (or double click the Chart Title).

o The Format Chart Title dialog box contains three different tabs-Patterns, Font and
Alignment-that can be used to format the Chart Title.
o The Patterns tab lets you define borders and fill colours (see lesson 13).
o The Font tab lets you define Font, Font Style, Size and Colour (see lesson 11).
o The Alignment tab lets you define horizontal and vertical cell placement, as well as
text orientation (see lesson 11).
o Click the OK button to accept the Chart Title format changes

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
255
 Figure 21:Chart Font

Source: Goodwill Community Foundation 2002

Formatting the Chart Legend

The chart legend displays very useful information about the chart. Like a roadmap, the
Legend identifies what different colours or objects represent in the chart. The Chart Legend,
like the Chart Title and Category Axis Labels, can be formatted to your liking.

 To Format the Chart Legend

o Press the show/hide legend button on the Chart Toolbar to turn on the Legend
display. (This button acts like a toggle by turning the display on or off.)

Figure 22: Formatting Chart Legend

Source: Goodwill Community Foundation 2002

o Click to select the Chart Legend.

o Click the Format Button on the Chart Toolbar (or double click the chart legend).

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
256
 o The Format Legend dialog box contains three different tabs-Patterns, Font and
Alignment-that can be used to format the Chart Title.
o The Patterns tab lets you define borders and fill colours.
o The Font tab lets you define Font, Font Style, Size and Colour.
o The Placement tab lets you define the location where the Legend will appear on the
chart.
o Click the OK button to accept the Chart Legend format changes.

Figure 23: Format Legend Placement Option

Source: Goodwill Community Foundation 2002

The only way to change the actual text that appears in the Chart Legend is to change the
Source Data in the worksheet.

Formatting the Axis Labels

We've previously made reference to a Y-axis and an X-axis in Excel. In Excel, a graph
represents a data in two dimensions. The number of items sold in January is data on two
dimensions: number of items and month. The number of items might be plotted on one axis,
Y-axis, while the month may be plotted on the X-axis. The Y-axis runs up-and-down on the
graph. The X-axis runs left-to-right.
When formatting the Axis labels in your chart, you can adjust the numbers on the Scale of the
chart as well as change font, colour, and style.

 To Format an Axis
o Click anywhere in the Axis label that you want to edit:

Figure 24:X-Axis And Y-Axis Found in Chart

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
257
 Source: Goodwill Community Foundation 2002

o Click the Format Button on the Chart Toolbar (or double click the chart axis).

o The Format Axis dialog box contains five different tabs-Patterns, Font and
Alignment-that can be used to format the Chart Title.
o The Patterns tab lets you define borders and tick marks.
o The Scale tab lets you define numeric intervals on the Value (Y) Axis scale.
o The Font tab lets you define Font, Font Style, Size and Colour.
o The Number tab lets you define the format of numbers displayed in the Axis.
o The Alignment tabs let you define text orientation.
o Click the OK button to accept the Axis format changes.

Figure 25: Format Axis Number

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
258
 Source: Goodwill Community Foundation 2002

You can also use the angle axis buttons on the chart toolbar to change the angle of the value
and category axis.

Changing the Data Series Colour

When a chart is created in Excel 2003 you notice that colour is automatically applied to the
Data Series. You can keep this format or change it for each Data Series in the chart. Many
different aspects of each data series can be changed, but you'll probably change the colour of
bars, columns, pie slices and areas most often.
 To Change the Colour of a Data Series
o Select the data series that you wish to edit.

Figure 26: Color To Selected Data Sharing

Source: Goodwill Community Foundation 2002

o Click the Format Button on the Chart Toolbar (or double click the data series).

Format Data Series Dialog Box to Pick a New Colour.

Figure 27: Use the

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
259
 Source: Goodwill Community Foundation 2002

o Click the OK button to accept the Data Series colour changes.

Step 6: Page Setup Options (30 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What is the difference between hard copy and soft copy?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

Setting Page Margins

The Page Margins define where on the page Excel will print the worksheet. By default, the
top and bottom margins are set at 1 inch in Excel 2003. The left and right margins are set
at .75 inch. Margin settings can be changed to whatever you want. Different margins can be
defined for each worksheet in the workbook.
 To Change the Margins in the Page Setup Dialog Box
o Select the correct worksheet.
o Choose File Page Setup from the menu bar.

Figure 1: Page Setup Optional Figure 2: Page Setup Dialog Box

source: Goodwill community foundation 2002

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
260
 o Select the Margins tab.
o Use the spin box controls to define the settings for each page margin-Top, Bottom,
Left, Right, Header and Footer.
o Click the OK button to change the margin settings.

Changing the Page Orientation and Paper Size

The Page tab of the Page Setup dialog box lets you change page orientation (portrait or
landscape) or paper size (e.g., letter size or legal size). The default paper size in Excel 2003
is 8.5 X 11 inches, with a portrait orientation (prints up and down on the long side of the
page). A landscape orientation, on the other hand, prints up and down on the short side of the
page.

 To Change Page Orientation

o Select the correct worksheet.
o Choose File Page Setup from the menu bar.
o Click on the Page tab.

Figure 3: Changing Page Orientation Dialog Box

Source: Goodwill Community Foundation 2002

o Choose an Orientation (Portrait or Landscape) for the worksheet.

o Select a Paper Size from the list of available paper size options that appear in the list
box.
o Click on the paper size.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
261
 o Click the OK button to accept the page settings.
o The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it
fits on a specified number of pages when you print. Click the Fit to: option button
and enter the desired number of pages wide and pages tall.

The Page tab of the Page Setup dialog box lets define the resolution of the print job. Print
Quality is measured in dpi, or dots per inch. High dpi provides a better print quality.
Print Area: By default, Excel prints from the A1 to the last occupied cell in a worksheet. You
can specify a different range of cells to print
Print Titles: Prints column and row labels on each page of the printout. Specify these rows
or columns in the Rows to Repeat at Top and Columns to Repeat at Left textboxes
Print – Gridlines: Determines whether gridlines are printed. However, turning off gridlines
does not affect their appearance in Normal View
Print - Black and White: If you used colours in your worksheet but don't want to waste the
ink in your colour printer, use black and white
Print - Draft Quality: Choose draft quality to print the worksheet without gridlines or
graphics
Print - Row and Column Headings: Click this option to include row numbers and columns
letters in your printed document
Page Order: Determines the order in which worksheets are printed.

Step 7: Printing Document (30 Minutes)

In Excel you can print an entire workbook, a worksheet, a cell range or a cell. Excel defaults
to printing the entire worksheet. But if you want to print only a certain area of a spreadsheet
then you can define a print area.

 To Specify a Print Area

o Choose View Page Break Preview from the menu bar.

o A reduced image of the chart is displayed on the screen.

o Click on one of four blue-colored borders and drag to highlight and select the area to
print.

Figure 6: Represent Selected Area For Printing

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
262
 Source: Goodwill Community Foundation 2002
o Choose File Print Area Set Print Area on the menu bar.

Figure 7:Print Area Setup Options

Source: Goodwill Community Foundation 2002

Only that area you defined in the print range will print when the worksheet is submitted to the
printer for printing.

Preview a page before printing

Excel 2003 provides a Print Preview capability that shows a smaller picture of the printed
page directly on the computer screen. Print Preview is a good way for you to review the
formatting and make sure the columns, rows and margins appear exactly where you want
them.

 To Print Preview
o Choose File Print Preview on the menu bar, or
Click the Print Preview button on the standard toolbar.
In Print Preview window, the document is sized so the entire page is visible on the screen.
Simply check the spreadsheet for overall formatting and layout.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
263
Figure 8: Print Preview Box

Source: Goodwill Community Foundation 2002

The Zoom button in Print Preview will enlarge the data so it can be read.

Inserting and Removing a Page Break

There are two different kinds of page breaks in Excel: soft page breaks and hard page breaks.
A soft page break is automatically inserted into a spreadsheet when there is too much data to
fit on one page. A hard page break is one that you can insert into a spreadsheet, wherever you
want it to appear.

 To Insert a Page Break

o Move the cursor to the row where a page break needs to be inserted. This row will be
the first row on the new page.
o Choose Insert Page Break from the menu bar.

Figure 9: Insert Page Break Dialog Box

Source: Goodwill Community Foundation 2002

o A page break, indicated by a dashed line, is inserted into the worksheet. \

 To Delete a Page Break
o Move the cursor to the row where a page break appears
o Choose Insert Remove Page Break from the menu bar.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
264
 Figure 10: Removing Page Break

Source: Goodwill Community Foundation 2002

o The page break (represented by a dashed line) is removed from the page.

Printing a Worksheet or Workbook

Printing in Excel is much like printing in other Office applications like Microsoft Word. As
previously mentioned, Excel defaults to printing the entire worksheet.
 To Print a Worksheet
o Choose File Print from the menu bar.

Figure 11: The Print Dialog Box Opens.

Source: Goodwill Community Foundation 2002

o Specify the Printer Name where the spreadsheet will print. If you only have one
printer in your home or office, Excel will default to that printer.
o In Print Range, choose whether to print All or a certain range of pages (Pages From
n to y, where n and y are the beginning and ending page numbers.
o In print what; choose whether to print a Selection, the Active sheet or the Entire
Workbook (all worksheets in the workbook). Excel defaults to the Active Sheet.
o Choose the Number of Copies to print by clicking on the up or down arrows.
o Click the OK button to print the worksheet.
Don't print your Excel spreadsheet without checking spelling first! Excel includes two tools
to help correct spelling errors: AutoCorrect and Spelling.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
265
Step 8: Key Points (10 minutes)
 Charts are a visual representation of data in a worksheet. Charts make it easy to see
comparisons, patterns, and trends in the data.
 Charts that can be created in Excel include: Area charts, Column charts, Bar charts, Line
charts, Pie charts, and others (Doughnut; Stock XY (scatter); Bubble; Radar; Surface;
or Cone, Cylinder, and Pyramid charts).
 Excel provides a Print Preview capability that shows a smaller picture of the printed
page directly on the computer screen. Print Preview is a good way for you to review the
formatting and make sure the columns, rows and margins appear exactly where you want
them.
 The Chart Title can be formatted to change colour, pattern, typeface, size and alignment
using the Format Chart Title dialog box.

Step 9: Evaluation (5 minutes)

 How can a chart be created?
 Which steps are involved in moving, resizing, and deleting charts?
 How can we change a page orientation?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
266
Reference
Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
267
Session 19: Computer Safety: Virus, Data Storage And
Protection
Total Session Time: 120 minutes

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Explain How to Create Folders and Files for Data Storage
 Explain How to Keep Computer Running at Peak Performance
 Explain on How to Remove Spyware / Adware or Virus

Resources Needed:
 Flip charts, marker pens, and masking tape
 Black/white board and chalk/whiteboard markers
 Computer
 LCD

SESSION OVERVIEW

Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming
2 30 minutes Presentation Creation of Folders and Files
Exercise
3 30 minutes Presentation Keeping Computer Running at Peak
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
268
 Exercise Performance
Presentation
4 40 minutes Small group Removal of Spyware/Adware or Virus
discussion
5 10minutes Presentation Key Points
6 5 minutes Presentation Evaluation

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
269
SESSION CONTENT

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

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

ASK students if they have any questions before continuing

Step 2: Create Folders and Files for Data Storage (30 minutes)
Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What is computer folder?

 What is a computer file?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

 A folder is a virtual location where programs, files, and other folders can be located.

 File is a resource for storing information, which is available to a computer program and
is usually based on some kind of durable storage.
o A file is "durable" in the sense that it remains available for other programs to use after
the program that created it has finished executing.
o Computer files can be considered as the modern counterpart of paper documents
which traditionally are kept in office and library files, and this is the source of the
term.

 User Interface
o You typically interact with the operating system through the graphical user interface.
o Most provide a place, called desktop, which provides access to computer resources.
o Operating systems have several features in common with application programs
including icons, pointer, windows, menus, dialog boxes, and help.

 Icons: Graphic representations for a program or function

 Pointer: Controller by a mouse and changes shape depending upon its current
function. For example, when shaped like an arrow, the pointer can be used to
select items such as an icon.
 Window: Rectangular area for displaying information and running programs.
 Menus: Provide a list of options or request input.
 Help: Provide online assistance for operating system functions and procedures.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
270
 File Storage
o Most of operating systems store data and programs in a system of files and folders.
o Unlike the traditional filing cabinet, computer files and folders are stored on a
secondary storage device such as your hard disk.
o Files are used to store data and programs.
o Related files are stored into a folder, and for organizational purpose, a folder can
contain other folders.
o For example, you might organize your electronic files in the ‘my documents folder’
on your hard disk.

Figure 1: Windows Operating System

Icon Window File Desktop

Desktop Folder

Task bar
Source: print screen from Microsoft Window

How to create folder

A folder is a location where you can store your files. You can create any number of folders
and even store folders inside other folders (subfolders). Here’s how to create a new folder:

1. Go to the location (such as a folder or the desktop) where you want to create a new
folder.
2. Right-click a blank area on the desktop or in the folder window, point to New, and
then click Folder.

3. Type a name for the new folder, and then press Enter.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
271
The new folder will appear in the location you specified.

Step 3: Keeping Your Computer Running at Peak Performance (30

minutes)
 With the amount of information available for download on the internet, it's easy to
quickly fill up your valuable hard drive space and turn your computer into a sluggish,
unresponsive monster.
 Keeping your hard drive clean is essential to the high performance that the latest
computers can achieve.
 Fortunately, it's a simple process; one that can easily be performed on a regular basis and,
with some organization, keeps your computer running like a well-oiled machine.
 You can discover how much hard drive space is available on your computer by accessing
the DriveSpace program in your System Tools.
 A pie graph will show you the amount of used and unused space for each of your drives.
Check this often to keep an idea of how much space you are using.

There are six simple steps to clearing up your hard drive:

 Uninstall unused programs.
o Many times a new program will come along that looks fun to have or play with, but
after a week or two you simply stop using it.

 Clean out temporary files.

o When your computer is not shut down properly, it will pass information from memory
into fragmented files.
o Also, while you are running programs, your computer will write information that it
does not immediately need into temporary files.

 Empty your internet cache.

o As you surf the internet your computer stores web pages and images into a temporary
internet cache so that it can quickly recall and access information when you move
back and forth between pages.

 Empty your mail programs of clutter.

o It's easy to browse through your email and leave old messages there, promising
yourself you'll sort them out later.
o One or two messages don't take up much space, but hundreds certainly do.

 Empty your recycle bin.

o Once you've emptied your drive of cluttering, unnecessary programs; empty your
recycle bin to remove what has been placed there in the process.

 Scandisk and Defrag.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
272
 o When Windows installs programs, it will put the files it needs anywhere that it finds
free space, and not directly after the last program installed.
o As a result, your hard drive has patches of empty space on it that are not big enough
to fit a full program, and will result in a drive space error if you attempt to install
something new.

Tips for keeping your Computer Running Smoothly

 Never turn your computer off with the power switch until Windows has shut down.
o This rule prevents permanent Hard Disk (HD) defects caused by the hard drive heads
contacting the surface of the drive disc and can also result in lost data or Windows
files.
o The one exception to this rule is when your computer locks up and HD is not running
(HD light is not blinking).
o Recover from crashes by pressing the Ctrl + Alt + Delete keys at the same time. Press
them again to reboot your computer.

 Use UPS (uninterruptable power supply) for your computer.

o This will keep your computer from crashing during power outages, and will protect
your computer from low and high voltage occurrences.

 Run Scandisk and Defragment at least once a month to keep your HD healthy and prevent
crashes.

 Never unplug peripherals from the computer when it is powered up to avoid short out the
connector socket or the motherboard.

 Do keep at least 300 MBs of your C: drive free for Windows to use.
o If you use Windows XP or Vista then you should have 400-600 MBs of free space on
your C: drive.
o Inadequate free space chokes Windows and it will start dumping data to your hard
drive, or it will just get really, slow.
Use the ADD/Delete tool in the Windows Control Panel to delete unneeded programs
from your drive.

 Do not let a lot of programs load up when you start your computer.
o They use valuable memory and Windows Resources (Windows internal workspace).
All programs in your Windows System Tray (in the lower left of your screen) are
running on your computer.
o Close them if you don't need them or run them and configure them not to load when
you boot up.
Other programs running in the background can be found by pressing Ctrl + Alt +
Delete at the same time.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
273
 Do use a virus checker regularly.
o The best type of protection is continuous monitoring from a dedicated anti-virus
program like Norton Antivirus.

 If you have a high speed Internet connection you need a firewall program.
o A firewall program keeps those who want to hijack your computer from gaining
access to your system.
o You really do not want someone else running your computer.

 Keep track of the software disks you receive with your computer and new peripherals.
o These disks contain valuable software drivers and programs for Windows and are
needed when Windows must be reloaded.
o Keep these disks and your Windows software disks in a safe, dry, place -- you never
know when you will need them.

Step 4: How to Remove Spyware / Adware or Viruses (40 minutes)

 Spyware/Adware these are illegal programs which come onto your computer usually
while browsing the internet.
 This software will mostly slow your computer down and also some times report your
actions and files to the programmer.
 When a computer is infected with spyware/adware, it will become a little slower and you
will be getting a lot of pop-ups while browsing the internet.
 These pop-ups can be ads or false computer warning.
 In order to remove spyware/adware you require some special removal software.
 One example of this software is ad-aware by Lavasoft which can be downloaded for free
from www.lavasoft.com.
 Once you have downloaded and installed ad-aware you will see the following screen
bellow.

Figure 1:Ad –Aware Software View

Source :lavasoft

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
274
 Click on start to scan the computer for Adware. And select the default settings and click
next. Once the scan is complete, you can see as shown in the picture bellow that your
computer has 9 New Critical objects.
 Click next and select the objects you would like to remove (Usually just select all).

Activity: Small Group Discussion ( 15minutes)

DIVIDE students into small manageable groups

ASK students to discuss on the following question

How would you

 Detect virus to your computer?

 What to do if you discover a virus on your computer?
 Remove install and uninstall antivirus
 Define Antivirus?
 Defragment computer

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

CLARIFY and SUMMARIZE by using the contents below

Figure 2: Show Completed Scanned Object

Source :lavasoft

Please note that it is important you update you ad-aware program and before scanning for
adware on you system. In order to update your ad definitions click on the globe on the top
right

Removing a virus
Virus is illegal program designed to corrupt your computers files and there for eventually
either slow or crash your system. With the help of virus removal software such as Norton,
AVG and MacAfee antivirus software you can mostly find and remove viruses from a
machine. AVG is free antivirus software.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
275
It is important you make sure you update your antivirus software regularly to make sure your
virus software is aware of the latest virus threats and there for can protect your computer
from them.
In IFM we have been using Norton System works to protect our computers from viruses and
maintaining our computer.
 Click Start  All ProgramsNorton System Works  Norton System Works

Figure 3: Norton System dialog box

Source: Norton system works 2003

 Click Norton Antivirus  Scan for Viruses  Scan drives

Figure 4:Scan for Virus

Source: Norton system works 2003

 Select the drives you would like to scan and click scan.

Figure 5: Selected Drives for Scanning

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
276
 Source: Norton system works 2003

Once you have scanned follow the instructions, provided. If you require more help you can
always use Norton help.
Step 5: Key Points (10 minutes)
 With the amount of information available for download on the internet, it's easy to
quickly fill up your valuable hard drive space and turn your computer into a sluggish,
unresponsive monster.
 When Windows installs programs, it will put the files it needs anywhere that it finds free
space, and not directly after the last program installed. As a result, your hard drive has
patches of empty space on it that are not big enough to fit a full program, and will result
in a drive space error if you attempt to install something new.
 Virus is illegal program designed to corrupt your computers files and there for eventually
either slow or crash your system. With the help of virus removal software such as Norton,
AVG and MacAfee antivirus software you can mostly find and remove viruses from a
machine.

Step 6: Evaluation (5 minutes)

 How can you create computer folder and file?
 How can you maintain a computer?
 How can you remove spyware/ adware from a computer?

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
277
Reference
Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
278
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
279
Session 20: Internet, Web and Computer Communications
Total Session Time: 60 minutes + 120 minutes of Practical

Prerequisites
 None

Learning Tasks
By the end of this session, students are expected to be able to:
 Explain How the Internet and the Web Started
 Explain the Difference Between the Internet and the Web
 Uses of the Internet and the Web
 Describe Some Ways to Access the Internet
 Describe How to Access the Web Using Browser
 Describe Internet Communications

Resources Needed
 Flip charts, marker pens, and masking tape
 Black/ white board and chalk/ whiteboard markers
 Computer, LCD and Internet connectivity

SESSION OVERVIEW
Activity/
Step Time Content
Method
Presentation of Session Title and Learning
1 05 minutes Presentation
Tasks
Brainstorming
2 10 minutes Introduction to Internet
Presentation
Presentation
Small Group
3 45 minutes Description of Ways to Access the Internet
Discussion
Exercise
4 30 minutes Presentation Difference Between Internet and Web
Brainstorming
5 30 minutes Presentation Uses of the Internet and the Web
Exercise
Presentation Description Internet Communications
6 35 minutes
Exercise
7 10 minutes Presentation Key Points

8 5 minutes Presentation Evaluation

9 10 minutes Presentation Assignment

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
280
SESSION CONTENT

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

READ or ASK student to read the learning objectives and clarify.
ASK students if they have any questions before continuing
.
Step 2: Introduction to the Internet (10 minutes)

Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What is internet?

ALLOW few students to respond.

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

 What is internet?
o In simple words, internet is a huge number of computers that are worldwide
connected to each other.
o These computers are situated in many different countries and are connected through
telephone lines, cables in the ground and even satellites in space.

 Internet is used when

o You want to communicate with a friend across town, in another state, or even in
another country
o Perhaps you would like to send a drawing, a photo, or just a letter.
o When looking entertainment information.
o Perhaps you're researching a term paper or exploring different career paths.

Step 3: Description of Ways to Access the Internet (45 minutes)

 The internet is often referred to as the information superhighway.

 It is like a highway that connects you to millions of other people and organizations.
 Unlike typical highways that move people and things from one location to another, the
internet moves your ideas and information.
 Rather than moving through geographic space, you move through Cyberspace-the space
that moves ideas and information electronically.
 The web provides an easy-to-use, exciting, multimedia interface to connect to the internet
and to access the resources available in cyberspace.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
281
Access to the Internet
 The first step to using the Internet and Web is to get connected, or to gain access
to the Internet.
 Internet Service Providers (ISP) gives us access to the Internet.
 National, regional, and wireless are the three types of ISPs.
 Browsers provide access to Web resources.
 The Internet and the telephone system are similar you can connect a computer to
the Internet much like you connect a phone to the telephone system.
 Once you are on the Internet, your computer becomes an extension of what seem
like a giant computer-a computer those branches all over the world.
 When provided with a connection to the Internet, you can use a browser program
to search the Web.

The role of providers (Internet Service Providers)

 The most common way to access the Internet is through an Internet service
provider (ISP).
 The providers are already connected to the Internet and provide a path or
connection for individuals to access the Internet.
 Your college or university most likely provides you with free access to the
Internet either through its local area networks or through a dial-up or telephone
connection.
 There are also some companies that offer free Internet access.
 Commercial Internet service providers offer national, regional, and wireless
service.

Use Browsers to Access Internet

Activity: Small Group Discussion ( 15 minutes)

DIVIDE students into small manageable groups

ASK students to discuss on the following question

 What URL, HTML and Browser?

ALLOW students to discuss for 10 minutes

ALLOW few groups to present and the rest to add points not mentioned
CLARIFY and SUMMARIZE by using the contents below

Browsers
 Browsers are programs that provide access to Web resources.
 This software connects you to remote computers, opens and transfers files,
displays text and images, and provides in one tool an uncomplicated interface to
the Internet and Web documents.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
282
 Browsers allow you to explore, or to surf, the Web by easily moving from one
Web site to another.
 Two well-known browsers are Netscape Navigator and Microsoft Internet
Explorer.
 For browsers to connect to resources, the location or address of the resources
must be specified. These addresses are called Uniform Resource Locators
(URLs).
.
Part of URL
 All URLs have at least two basic parts.
o Protocol
Protocols are rules for exchanging data between computers. The protocol http:// is the
most widely used Web protocol.

o Domain name (top level domain)

It is the name of the server where the resource is located. www.mtv.com is an
example of Server (Many URLs have additional parts specifying directory paths, file
names, and pointers.) The last part of the domain name following the dot (.) is the
domain code. It identifies the type of organization. For example, .com indicates a
commercial site. The URL http:// www.mtv.com connects your computer to a
computer that provides information about MTV.
o Domain code (example com)

How Does The Browser Work?

 Once the browser has connected to the Web site, a document file is sent back to
your computer. This document contains Hypertext Markup Language (HTML)
commands.
 The browser interprets the HTML commands and displays the document as a
Web page. For example, when your browser first connects to the Internet, it
opens up to a Web page specified in the browser settings.
 This page presents information about the site along with references and
hyperlinks or links that connect to other documents containing related
information-text files, graphic images, audio, and video clips.
 These documents may be located on a nearby computer system or on one
halfway around the world.
 The computer that stores and shares these documents is called a Web server.
 The references appear as underlined and colored text and/or images on the Web
page.
 To access the referenced material, all you do is click on the highlighted text or
image.
 A connection is automatically made to the computer containing the material, and
the referenced material appears on your display screen.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
283
Step 4: Difference Between Internet and Web (30 minutes)

It is easy to get the internet and the web confused, but they are not the same thing.

 The internet
o Is the actual physical network.
o It is made up of wires, cables, and satellites.
o Being connected to this network is often described as being online.
o The internet connects millions of computers and resources throughout the world.

 The web
o Is a multimedia interface to resources available on the internet.
o Every day over a billion users from every country in the world use the internet
and the web.

Figure 1: Internet – A Worldwide Network of Computers, Making Information Available To

Everyone

Source: Jamani's Guide to Computers

On the picture below is how a website might look. The one you opened may look very
different.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
284
Figure 2:Yahoo.Com Web Look Like

Source: T. J, O’Leary, L. I, 2006

Getting Text from the Internet

 Click the cursor at the beginning of the text and keep the left mouse button pressed down
 Move the cursor to the end of the text to select the text

To copy the selected text into the computer’s memory:

 Move the cursor above the selection and click the right button
 In the menu that appears, choose ‘Copy’
 Go to MS Word by clicking the button in the taskbar
 Click on the ‘Paste’-button to put the text in your document
Note: The selected text remains in the memory until you copy another text or picture.

Getting pictures from the internet

To copy a picture into the computer’s memory:
 Move the cursor on a picture and click the right mouse button
 In the menu that appears, choose ‘Copy’
Note: To save the picture as a separate document in your folder, choose ‘Save picture
As…
 Go to MS Word by clicking the button in the taskbar
 Click on the ‘Paste’-button to put the picture in your document and create a colorful
leaflet.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
285
Step 5: The Uses of Internet and Web (30 minutes)
Activity: Brainstorming (5 minutes)

Ask students to brainstorm on the following question:

 What are the uses of internet and web?

ALLOW few students to respond?

WRITE their responses on the flip chart/ board

CLARIFY and SUMMARISE by using the content below

 Communicating
o This is the most popular internet activity.
o You can exchange e-mail with your family and friends almost anywhere in the world.
o You can join and listen to discussions and debates on a wide variety of special-interest
topics.
o You can even create your own personal web page for friends and family to visit.

 Shopping
o This is one of the fastest-growing internet applications.
o You can visit individual stores or a cybermall, which provides access to a variety of
different stores.
o You can window shop, look for the latest fashions, search for bargains, and make
purchases.
o You can purchase goods using checks, credit cards, or electronic cash.

Figure 3: Shopping over the internet is one of the Web’s growing activities

Source: T. J, O’Leary, L. I, 2006

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
286
 Searching.
o You can access some of the world’s largest libraries directly from your home
computer.
o You can visit virtual libraries, search through their stacks, read selected items, and
even check out books.
o You will also find the latest local, national, and international news.
o Most newspapers maintain an online presence and include interactive and multimedia
presentation related to current news stories.

 Using Google
You can also use Google to search for pictures or images on internet:
 Click on ‘Images’ to go to Google’s Image Search
 In the text-box, type the subject of the pictures you are looking for, for
example ‘Bagamoyo’
 Click the button ‘Google search’ and wait for the results
 The next screen shows the results: Google found 313 images related to
‘Bagamoyo’.

Figure 4: Searching Engine

Source: Jamani’s Guide to Computers

 Each result is a ‘link’ to a website containing an image. To go to the website,

just click on an image.
 Use the ‘Back’-button to go back to Google’s results and click on another
image
 Scroll down the page to see more images…
 Google shows a little text from each website.
 Google also shows the address of the website.
 At the bottom of each page, you can click to see the next ten results.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
287
Figure 5: result from search engine

Source: Jamani’s Guide to Computers

Figure 6:Searching For Information

Source: Jamani’s Guide to Computers

 Entertainment
o You can find music, movies, magazines, and computer games.
o You will find live concerts, movie previews, book clubs, and interactive live games.

 Education or e-leaning
o Education or e-leaning is another rapidly emerging Web application.
o You can take classes on almost any subject.
o There are courses just for fun and there are courses for high school, college, and
graduate school credit.
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
288
 o Some cost nothing to take and others cost a lot.

Step 6: Description of Internet Communications (35 Minutes)

There are three types of Internet Communication. Those are e-mail, instant messaging, and
discussion groups.

 E-Mail
o E-mail or electronic mail is the transmission of electronic messages over the
internet.
o The big difference with normal mail is speed.
o One second after you press a button to send an e-mail, it arrives at the e-mail
address you used even if you send it to the other end of the world.
o If your computer is connected to the internet, you can use e-mail for
communicating with friends and business relations.
o You can also ‘attach’ documents to an e-mail; such as reports or digital
photographs.
o There are special websites that give you e-mail service free of charge like
yahoo, Hotmail and Google.
o If you want to use e-mail, you simply visit one of these websites and open an
‘e-mail account’.
o You get a private e-mail address which you give to your friends, and then
they can send you e-mail.
o To read your e-mail and to send e-mails yourself, you visit the website again
and open your personal ‘mailbox’

A typical e-mail message has three basic elements:

 Header this appears first and typically includes the following information
o Addresses: Addresses of the persons sending, receiving, and, optionally, anyone else
who is to receive copies. E-mail addresses have two basic parts i.e:dcoats@usc.edu
(dcoats is a user domain, usc.edu is domain name, edu is the domain code)

o The first part is the user's name and the second part is the domain name, which
includes the domain code. In our example e-mail, dcoats is user name. The server
providing e-mail service for the user is usc.edu. The domain code indicates that the
provider is an educational institution.
o Subject: A one-line description, used to present the topic of the message. Subject
lines typically are displayed when a person checks his or her mailbox.
o Attachments: Many e-mail programs allow you to attach files such as documents and
worksheets. If a message has an attachment, the file name appears on the attachment
line.

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
289
 o The letter or message comes next. It is typically short and to the point. Finally, the
signature line provides additional information about the sender. Typically, this
information includes the sender's name, address, and telephone number.
 Message, is the text area where you can type anything so as ready for send
 Signature. This is where your Designation and contacts appears

 Instant Message (IM)

o Instant messaging (IM) is an extension of e-mail that allows two or more peo-
ple to contact each other via direct, live communication.
o To use instant messaging, you specify a list of friends (also known as buddies
or contacts) and register with an instant messaging server.
o Whenever you connect to the Internet, special software informs your
messaging server that you are online.
o In response, the server will notify you if any of your contacts are online.
o At the same time, it notifies your contacts that you are online.
o You can then send messages directly back and forth to one another.
o Many new instant messaging programs also include videoconferencing
features, file sharing, and remote assistance.
o To see how Instant Messaging works, visit us at www.olearyseries.com/CE06
and select Animations.

o The most widely used instant messaging services are AOLs Instant Messen-
ger, Microsoft's MSN Messenger, and Yahoo Messenger.
o One limitation, however, is that many instant messaging services do not
support communication with other services.
o For example, at the time of this writing, a user registered with AOL cannot
use AOLs Instant Messenger software to communicate with a user registered
with Yahoo Messenger.
o Recently, however, some software companies have started providing
universal instant messenger programs that overcome this limitation.
o For example, Gain, Odigo, and Trillian provide instant messaging services
that do support communication with other services.

 Discussion Groups
o You can also use e-mail to communicate in discussion groups with people
you do not know but with whom you wish to share ideas and interests.
o You can participate in forums and debates that range from general topics like
current events and movies to specialized forums like computer
troubleshooting and Hollywood animations. Discussion groups include
mailing lists, newsgroups, and chat groups.
 Mailing lists

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
290
  This allows members to communicate by sending messages to a
list address.
 Each message is then copied and sent via e-mail to every
member of the mailing list.
 To participate in a mailing list, you must first subscribe by
sending an e-mail request to the mailing list subscription
address.
Figure 7: Below is the Popular Mailing List:

DESCRIPTION SUBSCRIPTIONADDRESS
Music and bands dbird@netinfo.com.au
Movies moviereview@cuenet.com
Jokes Jokeaday.com
Travel tourbus@listserv.aol.com
Source: T. J, O’Leary, L. I, 2006

Once you are a member of a list, you can expect to receive e-

mail from others on the list.
 You may find the number of messages to be overwhelming.
 If you want to cancel a mailing list, send an e-mail request to
"unsubscribe" to the subscription address.
 Newsgroups
 Unlike mailing lists, use a special network of computers called
the UseNet.
 Each of these computers maintains the news group listing.
 There are over 10,000 different newsgroups organized into
major topic areas that are further subdivided into subtopics.
 Contributions to a particular newsgroup are sent to one of the
computers on the UseNet.
 This computer saves the messages on its system and
periodically shares all its recent messages with the other
computers on the UseNet.
 Unlike mailing lists, a copy of each message is not sent to each
member of a list.
 Rather, interested individuals check contributions to a particular
newsgroup, reading only those of interest.
 There are thousands of news- groups covering a wide variety of
topic areas.

Figure 8: Popular Newsgroups

Description Newsgroups
aerobics fitness Misc.ftness.aerobic
Cinema Rec.arts.movies

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
291
Mountain biking Rec.bicycles.off-road
Music Rec.misic.hip-hop
Clip art Alt.binaries.cli-art
Source: T. J, O’Leary, L. I, 2006

 Chat groups
 Like IM, allow direct live communication.
 Unlike IM, chat groups typically connect individuals who have
never met face-to-face.
 To participate, you join a chat group, select a channel or topic,
and communicate live with others by typing words on your
computer.
 Other members of your channel immediately see those words on
their computers and can respond in the same manner.
 One popular chat service is called Internet Relay Chat (IRC).
 This software is available free from several locations on the
Internet.
 Using the chat-client software, you log on to the server, select a
channel or topic in which you are interested, and begin chatting.
 To participate, you need access to a server or computer that
supports IRC. This is done using special chat-client software.
 Before you submit a contribution to a discussion group, it is
recommended that you observe or read the communications
from others.
 This is called LURKING. By lurking, you can learn about the
culture of a discussion group.
 For example, you can observe the level and style of the
discussions.
 You may decide that a particular discussion group is not what
you were looking for-in which case, unsubscribe.
 If the discussions are appropriate and you wish to participate,
try to fit into the prevailing culture.

Step 7: Key Point (10 minutes)

 The internet is the actual physical network. It is made up of wires, cables, and
satellites. Being connected to this network is often described as being online. The
internet connects millions of computers and resources throughout the world.
 The web is a multimedia interface to resources available on the internet. Every
day over a billion users from every country in the world use the internet.
 E-mail
PST 04107 Basic Computer Application
NTA Level 4 Semester 1 Facilitator Guide
292
 E-mail (electronic mail) is the transmission of electronic messages. Basic elements:
header (including addresses, subject, and attachments), message, and signature line.
Spam is unwanted and unsolicited e-mail that may include a computer virus. Anti-
spam programs (junk mail filters, spam blockers) identify and eliminate spam.
 Instant Messaging
Instant messaging (1M) extends e-mail to support live communication with friends
(buddies or contacts). Universal instant messengers support communication with
other services.

Step 8: Evaluation (5 minutes)

 What are types of internet communication?
 What is the difference between the internet and the Web?
 What are the most common uses of the Internet and the Web?

Step 9: Assignment (10 minutes)

Activity: Take home Assignment (10 minutes)

DIVIDE students in groups or individual.

ASK the students to work on the following assignment

 Create e-mail account

ALLOCATE time for students to do the assignment and submit

REFER students to recommended references

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
293
Reference
Bott, E. & Siechert, C.(2001). Microsoft Windows XP Inside Out. Microsoft Press

Cook, L.R. (2001). Computer Fundamentals –Understanding How they Work (1st ed).
Ventage Press. CPU. Retrieved from www.webopedia.com/TERM/C/CPU.html

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

Joos, I. Whitman, N. Smith, M. Nelson, R. et al. (2006). Introduction to computers for

healthcare professionals (4th ed). Barb Mews: London.

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

O’leary, T. & O’leary, L. (2006). Computing essentials, introductory Edition. Arizona State
University: Boston Burr Ridge.

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

PST 04107 Basic Computer Application

NTA Level 4 Semester 1 Facilitator Guide
294