Infotech Final PDF

Table of Contents
FUNDAMENTALS OF INFORMATION TECHNOLOGY

Fundamentals of Information Technology (IT).................................................. 1
Computer-&-Communications System................................................................................1
Elements of Computer-&-Communications System:.........................................................3
Hardware.............................................................................................................................3
Hardware Categories: ..........................................................................................................4
Software ..............................................................................................................................9
Categories of Software: .......................................................................................................9
Computer Viruses .............................................................................................................. 11
People ............................................................................................................................... 13
Procedures ......................................................................................................................... 13
Communications ............................................................................................................... 14
Overview Of Developments In Computer And Communication Technology ................ 15
Important Developments in Communication Technology: ............................................. 15
DATA COMMUNICATIONS
Data Communication and Networking ...........................................................19
Data Communication .......................................................................................................... 19
Elements of Data Communication ..................................................................................... 19
Analog and Digital Transmission ....................................................................................... 20
Data Transmission Modes ................................................................................................. 20
Computer Network ............................................................................................................ 21
Major Benefits of Computer Networks .............................................................................. 22
Types of Network .............................................................................................................. 24
Networking Components ................................................................................................... 24
Models of Networking ....................................................................................................... 25
Transmission Media .......................................................................................................... 26
Network Interconnection Devices ...................................................................................... 27
Network Topologies .......................................................................................................... 28
OPERATING SYSTEMS
What is an Operating System? ....................................................................33
Classification of Operating System ................................................................................... 34
Some Common Operating Systems .................................................................................... 34

Main Functions of Operating System ................................................................................ 37
Basic Components of GUI ................................................................................................... 39
Disk Operating System ....................................................................................................... 41
Input/Output System...................................................................................................... 41
Command Processor ....................................................................................................... 41
Disk Directory ................................................................................................................. 42
Date and Time................................................................................................................. 42
WINDOWS 7
Windows 7 ............................................................................................47
Notification Area lockdown ............................................................................................... 48
The Gadgets ...................................................................................................................... 48
The Start Menu ................................................................................................................... 48
Using Jump Lists to open programs and items .................................................49
To view the Jump List for a program ................................................................................. 49
To open an item ................................................................................................................. 49
To pin an item to a Jump List ............................................................................................ 49
To unpin an item ............................................................................................................... 49
Libraries ............................................................................................................................... 50
Taskbar ................................................................................................................................ 50
Power Button Options ........................................................................................................ 51
Turning off your computer properly .............................................................51
Use the Shut down button on the Start menu ................................................................ 51
Using sleep .......................................................................................................................... 52
When to shut down............................................................................................................. 52
Exploring Programs ....................................................................................55
Working with windows............................................................................................................ 56
Parts of a window.................................................................................................................. 56
Changing the size of a window................................................................................................. 57
Switching between windows ................................................................................................... 58
Arranging windows using Snap ............................................................................................... 60
To arrange windows side by side ....................................................................................... 60
To expand a window vertically .......................................................................................... 61
To maximize a window ..................................................................................................... 62

Dialog boxes ........................................................................................................................ 63
Introduction to the Control Panel ...............................................................67
Navigate the Control Panel ............................................................................................... 68
Set the Time and Date ....................................................................................................... 68
Changing the Theme .......................................................................................................... 69
Changing the Desktop Background ................................................................................... 70
Changing the Screen Saver ................................................................................................ 71
Adjusting the Screen Resolution ....................................................................................... 72
Customizing the Taskbar ................................................................................................... 73
Files, Folders and Libraries .......................................................................77
Creating, Renaming, and Deleting Files ................................................................................... 77
Folder .................................................................................................................................... 79
Creating, Renaming, and Deleting Folders.................................................................................. 79
Drive ..................................................................................................................................... 81
Working with libraries ........................................................................................................... 81
Using libraries to access your files and folders ................................................85
Exploring Windows Explorer.................................................................................................... 86
Copying and moving files and folders .............................................................................. 87
Creating and deleting files ................................................................................................ 88
Opening an existing file ..................................................................................................... 89
Selecting More Than One File Or Folder .................................................................................. 89
Viewing and arranging files and folders .......................................................................... 90
INTERNET
The Internet .........................................................................................95
What is the Internet? ......................................................................................................... 95
What is the difference between the World Wide Web and the Internet? ................... 95
Uses of Internet .................................................................................................................. 96
Web addresses .................................................................................................................... 96
Web browsers ...................................................................................................................... 96
The Menu Bars Options ..................................................................................................... 98
The navigation bar ............................................................................................................. 99
The location bar................................................................................................................. 99
To create a bookmark: ...................................................................................................... 99

Introduction to Search Engines ....................................................................................... 100
How to search the Web .................................................................................................... 100
Advanced search strategies .............................................................................................. 100
Email .................................................................................................................................. 101
E-mail addresses .............................................................................................................. 101
MS POWERPOINT 2007
Getting Started with PowerPoint .............................................................. 106
The Microsoft Office Button ............................................................................................ 107
The Quick Access Toolbar ................................................................................................ 108
The Title Bar ..................................................................................................................... 108
The Ribbon ........................................................................................................................ 108
Rulers ................................................................................................................................. 109
Slides, Placeholders, and Notes ...................................................................................... 109
Status Bar, Tabs, View Buttons, and More .................................................................... 110
Creating Your First PowerPoint Presentation ................................................. 114
Create a Title Slide .............................................................................................................. 114
Create a Title Slide .......................................................................................................... 114
Create New Slides ............................................................................................................ 116
Create an Outline ................................................................................................................ 117
Using Blank Layout ........................................................................................................ 118
Inserting Clip Art ............................................................................................................. 120
Inserting Pictures to your Presentation ................................................................................. 122
Make Changes to Your Slides ............................................................................................. 123
Saving your Presentation ............................................................................................. 124
Opening an Existing Presentation .............................................................................. 125
Apply a Theme .................................................................................................................... 129
Apply a Theme to Computer.pptx........................................................................................ 129
Add a Background............................................................................................................... 130
Run Your PowerPoint Slide Show ....................................................................................... 131
Run Your Slide Show .......................................................................................................... 132
Animations, Transitions, Spell Check, Outline Tab, Slides Tab, Sorter View, and
Printing ............................................................................................. 133
Add Animations .................................................................................................................. 133
Add an Animation to a Slide ............................................................................................ 134

Modify the Effect ............................................................................................................ 135
Add Another Animation .................................................................................................. 135
Modify the Animation ..................................................................................................... 136
Add Transitions ............................................................................................................... 137
Add Sound and Set the Speed .......................................................................................... 139
Advance Slide ................................................................................................................. 139
Spell Check ......................................................................................................................... 140
Spell Check ..................................................................................................................... 140
Use the Outline and Slides Tabs ...................................................................................... 141
Use the Outline and Slides Tabs ...................................................................................... 141
Use Slide Sorter View ......................................................................................................... 142
Use Slide Sorter View ..................................................................................................... 144
Print .................................................................................................................................... 144
Print an Outline ............................................................................................................... 145
Print Your Slides ............................................................................................................. 147
Print Your Slides as a Handout ........................................................................................ 147
MS WORD 2007
Understanding the Word Window and Creating a New Document .................... 151
Parts of the MS WORD 2007 Environment ...................................................................... 151
Editing a Document.............................................................................. 157
Open a file ......................................................................................................................... 157
Open a file as a copy........................................................................................................ 157
Keyboard shortcut ............................................................................................................ 158
Open a file as read-only .................................................................................................. 158
Formatting a Text ............................................................................... 169
The Office Clipboard and the System Clipboard .................................................................. 170
Styles save time and make your document look good ................................................. 172
Using direct formatting........................................................................................................ 172
Using styles ......................................................................................................................... 173
Built-in styles turn on timesaving features ....................................................................... 174
An assortment of style types........................................................................................... 174
Character, paragraph, and linked styles ............................................................................ 175
Paragraph styles .............................................................................................................. 176

Linked styles ................................................................................................................... 177
List styles ........................................................................................................................ 178
Table styles ..................................................................................................................... 182
Styles, Quick Style sets, and themes: putting the pieces together ........................... 183
Quick Style sets multiply the usefulness of styles ............................................................ 183
Themes provide font and color schemes for Quick Style sets ........................................... 184
Applying custom font choices.......................................................................................... 187
Applying custom color choices ........................................................................................ 188
Palettes of choices for applying layers of formatting ........................................................ 188
Emphasize or italicize? .................................................................................................... 190
Customized styles ............................................................................................................. 190
Previewing and Printing ................................................................................................... 193
Using the Preview Function ............................................................................................. 193
Using the Print Function .................................................................................................. 193
REVISITING THE DOCUMENT LAYOUT .......................................................... 199
Changing Document Views............................................................................................... 199
Adjust Page Margins ......................................................................................................... 208
Page margin options ......................................................................................................... 208
Change or set page margins ............................................................................................. 209
View page margins .......................................................................................................... 210
Set margins for facing pages ............................................................................................ 210
Set gutter margins for bound documents .......................................................................... 211
Align text left or right, center text, or justify text on a page ................................... 211
Align the text left or right ................................................................................................ 211
Center the text ................................................................................................................. 212
Justify the text ................................................................................................................. 212
Setting Indents and Spacing ............................................................................................. 212
Set an indent by using the TAB key ................................................................................. 212
Change line spacing ......................................................................................................... 213
Creating Headers and Footers......................................................................................... 214
Inserting Page Numbers ................................................................................................... 214
Editing Text ........................................................................................ 221
Using Undo and Redo ....................................................................................................... 221

Checking Spelling and Grammar ..................................................................................... 221
Using AutoCorrect ............................................................................................................ 221
Finding and Replacing Text ............................................................................................. 222
Using Word Count ............................................................................................................. 223
Inserting Date and Time .................................................................................................. 223
Word Templates .................................................................................. 227
Save as a template ........................................................................................................... 227
Start with a blank template .............................................................................................. 227
Create a template based on an existing document ............................................................ 228
Create a new template based on an existing template ....................................................... 229
Add content controls to a template......................................................................... 229
Add content controls........................................................................................................ 229
Add instructional text to a template ................................................................................. 230
Save and distribute building blocks with a template ......................................................... 231
Add protection to a template ............................................................................................ 231
Add protection to parts of a template ............................................................................... 231
Add protection to all of the contents of a template ........................................................... 232
Working with Graphics ........................................................................... 235
Insert clip art .................................................................................................................... 235
Insert a picture from a Web page................................................................................... 236
Insert a linked picture from a Web page ........................................................................... 236
Insert a picture from a file .............................................................................................. 236
Change an inline picture to a floating picture, and vice versa ........................................... 236
Inserting WordArt ............................................................................................................. 237
Inserting a Shape .............................................................................................................. 237
Add a shape to your document ......................................................................................... 237
Add multiple shapes to your document ............................................................................ 237
Add text to a shape .......................................................................................................... 238
Inserting a SmartArt Graphic .......................................................................................... 238
Insert and Create a Chart ................................................................................................ 239
Working with Columns ........................................................................... 247
Create Columns ................................................................................................................ 247
Modify Columns ................................................................................................................. 249

Insert a Column Break ...................................................................................................... 252
Organizing Content ............................................................................... 255
Table .................................................................................................................................. 255
Create a table ................................................................................................................... 255
Design Ribbon under Table Tools ................................................................................... 258
Designing Table .............................................................................................................. 258
MS EXCEL 2007
Overview and Creating New Workbook ....................................................... 263
What is Microsoft Excel 2007? ...................................................................................... 263
Advantages of Using MS Excel 2007 .............................................................................. 263
The Ribbon ........................................................................................................................ 263
Three parts of the Ribbon ................................................................................................ 264
Tabs .................................................................................................................................... 265
Page View Options and Zoom bar ................................................................................... 266
Dialog Box Launcher ......................................................................................................... 266
Display and Hide Ribbon .................................................................................................. 266
Formula Bar ....................................................................................................................... 266
Starting Excel 2007........................................................................................................... 267
Using Start menu. Here are the ways to start Excel 2007 from the Start menu ...... 267
Saving a workbook .......................................................................................................... 268
Closing Workbooks ............................................................................................................ 268
Exiting Excel 2007 ............................................................................................................ 269
Entering Data into the Worksheet ............................................................. 273
Understanding Excel Data Types .................................................................................. 273
Entering Text, Numbers, Dates and Times ....................................................................... 273
Enter Text and Numbers in a Cell ............................................................................ 274
Entering dates .............................................................................................................. 274
Copying or Filling the Same Data using Autofill............................................................ 275
Using Undo and Redo ....................................................................................................... 275
AutoFill .............................................................................................................................. 275
Editing Cell Content ......................................................................................................... 277
Editing Data Using the Formula Bar ................................................................................ 277
Replacing and Deleting Text in the Cell .......................................................................... 278

Inserting and Removing Cells, Rows and Columns ........................................ 281
Adjusting a Column Width ............................................................................................... 281
Adjusting Row Height ....................................................................................................... 282
Inserting Columns............................................................................................................ 283
Inserting Rows ................................................................................................................... 284
Deleting Cells, Rows and Columns ............................................................................... 284
Adding Number Formats to Data .................................................................................... 285
Adding the Currency Symbol .......................................................................................... 285
Decreasing Decimal Places .............................................................................................. 286
Merging Cells, Rows and Columns................................................................................... 287
Rotating Text and Changing Indents .............................................................................. 288
Adding Cell Borders and Shading and Working with Ranges ............................... 293
Adding Borders to Cells .................................................................................................... 293
Apply or remove cell shading .......................................................................................... 294
Fill cells with patterns ................................................................................................... 294
Using AutoFormat ........................................................................................................... 295
Applying Conditional Formatting .................................................................................... 296
What is Range? ............................................................................................................... 297
Selecting Range ............................................................................................................... 297
Selecting non-adjacent cells ..................................................................................... 297
Naming a range of cells ................................................................................................... 297
Creating Range Names from Worksheet Labels ............................................................... 298
Define a Name ................................................................................................................ 298
Inserting a Range Name to a Formula or Function ............................................... 299
Using Named Ranges in Formulas ............................................................................... 299
Different Ways to View Your Worksheets..................................................... 303
Changing the Worksheet View ........................................................................................ 303
Hiding and Unhiding worksheet ...................................................................................... 303
Unhide a Worksheet ........................................................................................................ 304
Hiding a Workbook ......................................................................................................... 304
Unhide a Workbook ........................................................................................................ 305
Hide and unhide rows or columns .................................................................................... 305
Freezing Column and Row Levels ................................................................................... 306

Splitting Worksheets ....................................................................................................... 306
Locking Cells in a Worksheet .......................................................................................... 307
Unlocking cells ................................................................................................................. 308
Managing Worksheet and its Information ..................................................... 311
Selecting Worksheets ....................................................................................................... 311
Inserting Worksheet ......................................................................................................... 311
Deleting Worksheets ........................................................................................................ 312
Moving and Copying Worksheet ...................................................................................... 313
Renaming a Worksheet .................................................................................................... 314
Using Find and Replace .................................................................................................... 314
Find tab options ................................................................................................................ 315
Replace tab options ......................................................................................................... 315
Sorting Data Using One Column ...................................................................................... 316
Sorting Data Using Two or More Columns ...................................................................... 316
Using AutoFilter ................................................................................................................ 317
To clear a filter: .......................................................................................................... 318
Moving Information Using Drag and Drop....................................................................... 318
Copying Information Using Drag and Drop ..................................................................... 318
Customizing Header and Footer ..................................................................................... 318
Performing Calculations ......................................................................... 323
Understanding Excel Formulas ........................................................................................ 323
Elements of an Excel Formula: ................................................................................... 323
Entering a Basic Formula ................................................................................................. 323
Calculate with Functions ............................................................................................... 324
Some Common functions in Excel: ............................................................................. 324
Relative, Absolute and Mixed References .................................................................. 325
Linking Worksheets......................................................................................................... 326
Creating Charts.................................................................................... 333
Different Chart Types ...................................................................................................... 333
Elements of a Chart ......................................................................................................... 334
Create a Basic Chart ........................................................................................................ 335
Modifying a basic chart .................................................................................................... 338
Formatting to a chart....................................................................................................... 338

Using a predefined chart layout ..................................................................................... 338
Using a predefined chart style ........................................................................................ 339
Modify the layout of chart elements in a step by step procedure ............................. 339
Modify the format of chart elements in a step by step procedure ............................ 340
Insert a chart title ............................................................................................................ 341
Insert axis titles ................................................................................................................ 342
Insert data labels .............................................................................................................. 343
Learn how to print a partial or entire worksheet or workbook .............................. 347
Learn how to print several workbooks at once ......................................................... 347
Print an Excel table and a workbook to a file ........................................................... 347
Print a chart with worksheet data and a chart without worksheet data............... 347
Printing Your Workbook ......................................................................... 347
Printing a partial or entire worksheet or workbook ..................................................... 347
Printing several workbooks at once ............................................................................... 348
Printing an Excel table .................................................................................................... 348
Printing a workbook to a file .......................................................................................... 349
Printing a chart with worksheet data ............................................................................ 349
Printing a chart without worksheet data....................................................................... 350
Introduction to Information Technology

Lesson Objectives:
At the end of this topic, one has to:
1. Explain fundamentals of Information Technology (IT)
2. Categories Hardware and software according to its functions and uses.
3. Express the importance of securing computer system against viruses.
Fundamentals of Information Technology (IT)

We are living in an information age dependent upon digital information. Digital
information is electronic information, the result of computer processing. Every type of job
relies upon getting information, using it, managing it, and relaying information to others.
Computers enable the efficient processing and storage of information.
However, do not think of a computer merely as the machine with the keyboard and
the mouse, although that might be true for some types of computers. Embedded computers
may be inside your household appliances, the VCR, the automobile, planes, trains,
powerplants, water purification plants, calculators, and even inside a few toys. These
embedded computers are very small. They affect our lives each day. Why, even modern
traffic lights operate with computers. They are all around us. Think of additional ways in
which computers affect our lives each day.
INFORMATION TECHNOLOGY is a technology that merges computing with high-speed
communications links carrying data, sound and video. The most important consequence of
information technology is that it is producing a gradual fusion of several important industries
in a phenomenon that has been called technological convergence.
TECHNOLOGICAL CONVERGENCE, also known as digital convergence is the technological
merger of several fields through various devices that exchange information in the electronics,
or digital, format used by computers. The fields are computers, communications, consumer
electronics, entertainment, and mass media.
Technological Convergence is derived from a combination of two recent technologies:
computers and communications.
Computer-&-Communications System
Computer
is an electronic device capable of accepting data (input), processing data
arithmetically and logically, producing output and storing the results for future use under the
control of instructions stored in its own memory.
Communications (or telecommunications) technology consists of electromagnetic
devices and systems communicating over long distances.
Compilation of Lectures and Exercises
Fundamentals of Information Technology

Main aspects of computing:
1. Input : In the input phase, data is entered or otherwise captured electronically and
is converted to a form that can be processed by the computer.
Data is the raw material (facts and figures) to be processed by the computer.
Input is the data that you put into the computer for processing.
Example of data/input: name of student, grades in quizzes, projects and
major exams.
2. Processing:
information.
Example:
In the processing phase, the data is manipulated or transformed into

Computation of final grade
3. Output:
In the output phase, the information, which has been processed from the
data, is produced in a form usable by people.
Information is the processed, summarized data and output is the information
which is the result of processing
Example of information/output: Name of student with his/her final grade
4. Storage: In the storage phase, data, information, or programs are stored in computerprocessable form.
The four aspects of computing consist of the operations mentioned above. Communications is
an extension capability of each phase.
Data versus Information. The word data is the plural of datum, though data commonly
represents both singular and plural forms. Data are raw facts or observations, typically about
phenomena or business transactions. More specifically, data are objective measurements of
attributes (the characteristics) of entities (such as people, places, things and events).
People often use the terms data and information interchangeably. However, it is
better to view data as raw material resources that are processed into finished information
products. Information is data that have been converted into a meaningful and useful context
for specific end users. Information is processed data placed in its proper context to give it
value for specific end users. Thus, data are usually subjected to a value-added process (called
data processing or information processing) where:
a. its form is aggregated, manipulated and organized
b. its content is analyzed and evaluated
c. it is placed in a proper context for human user

Elements of Computer-&-Communications System:
The elements of computer and communication system are hardware, software,
data/information, people, procedure and communication.
HARDWARE
Hardware are the parts of the computer itself including the Central Processing Unit
(CPU) and related microchips and micro-circuitry, keyboards, monitors, case and drives (hard,
CD, DVD, solid-state (ssd), floppy, optical, tape, etc...). These are those components or
physical pieces that make up the computer. Hardware are those things you can touch. Other
extra parts called peripheral components or devices include mouse, printers, modems,
scanners, cameras and cards (sound, color, video) etc... Each piece plays a role in the
operation of a computer. Together they are often referred to as a personal computer. The
previous page shows different pieces of the computer's hardware.
Figure 1
Different Parts of a Desktop Computer
SYSTEM UNIT
The main part, processing unit and devices, of a microcomputer is a
system unit. A system unit includes a board called a motherboard that
holds a microprocessor chip (or a CPU), memory chips, and expansion
slots. Electronic circuitry is printed on the board and it connects between
two main parts of a microcomputer, the microprocessor and primary
storage and other parts. The system unit is housed within the system
cabinet. A system unit includes the following parts:
a. Motherboard
b. Microprocessor
c. Memory Chips
d. System Clock
e. Buses
f. Ports
g. Expansion Slots and Cards
Hardware Categories:
The element responsible for the main operations of the computer is the hardware.
The hardware categories are the following:
1.
2.
3.
4.
5.
Input hardware
output hardware
processing hardware
storage hardware
communications hardware
1. INPUT hardware consists of all devices that allow people to enter data and program (a
set of instructions that tells the computer what to do) into the computer. An input device
accepts data and converts it into computer-readable form ready for processing or storage.
Input devices can be categorized as keyboard entry device and source data entry device.
Keyboard entry device is a device used to encode data by key depression, these devices
include:
1. Computer keyboards The keyboard is used to type information into the computer or
input information. There are many different keyboard layouts and sizes with the most
common for Latin based languages being the QWERTY layout (named for the first 6
keys). The standard keyboard has 101 keys. Notebooks have embedded keys accessible
by special keys or by pressing key combinations (CTRL or Command and P for
example). Ergonomically designed keyboards are designed to make typing easier. Hand
held devices have various and different keyboard configuration and touch screens.

2. Terminals - ex.: ATM(automated teller machine), POS ( Point Of Sale Terminals)
3. Touch devices - ex.: express banking (customers use the telephone to transact
business with the bank where a recorded instruction guides the user from the
beginning up to the end of the transaction.
4. Set-top boxes (also called information appliance or communication appliance or
telecomputer ) - ex.: TV cable box, TV/pc smart box
Source data entry device is special equipment that collects data at its origin and sends
it directly to the computer.
Examples of Source data entry devices:
1. Pointing devices Ex.: mouse, trackball, joystick, light pen
2. Scanning devices - Ex.: bar code reader, MICR (Magnetic Ink
Character
Recognition), OMR (Optical Mark Recognition), OCR (Optical Character Recognition),
Fax machines, image scanner or graphics scanner.
3. Voice recognition devices convert human speech into digital form.
4. Audio input devices - record music and other sound signals and transform them into
digital format to be used as input for multimedia PCs.
5. Video input devices - transform video or films into digital format
6. Digital cameras a camera that takes video or still photographs by recording images on
an electronic image sensor. Most cameras sold today are digital, and digital cameras
are incorporated into many devices ranging from PDAs and mobile phones
(called camera phones) to vehicles.
7. Sensors - collect specific kinds of data from the environment
and convert it into
computer-readable data. Examples are temperature, humidity, smoke, and gas and
light sensors.
2. OUTPUT hardware consists of devices that transform information processed by the
computer into a form that humans can understand. An output machine is the medium used by
the computer in displaying its responses to the users requests and instructions. There are
three principal forms of output: screen display, printed and sound. Computer professionals
distinguish between softcopy output and hardcopy output.
Softcopy output refers to output that is in the form of sound or displayed on a
computer screen.
Examples of softcopy output devices:
1. Monitor ( display screen) or CRT (Cathode Ray Tube), LCD (Light Crystal Diode)
2. Video output devices : Video conferencing or teleconferencing, Picture phone
3. Audio output devices Ex.: speakers, Voice output device in ATMs, elevators,
telephones
Hardcopy output refers to printed output.
Examples of hardcopy output devices:

1. Printer The printer takes the information on your screen and transfers it to paper or
a hard copy. There are many different types of printers with various levels of quality.
The three basic types of printer are; dot matrix, inkjet, and laser.
2. Plotter - useful for creating maps, charts, graphs, architectural drawings and other
forms of graphics.
3. COM (Computer output microfilm/fiche) produces output in the form of tiny images
on a 3.5 mm. roll of film.
4. Multifunction machine - a device that combines the capability of printing, scanning,
copying and faxing.
3. PROCESSING hardware consists of the Central Processing Unit (CPU); this hardware is
considered as the brain of the computer. Also this is responsible for the processing and
control of all the data flowing into, out of and around the system.
Central Processing Unit is the processor - Though the term relates to a specific chip or the
processor a CPU's performance is determined by the rest of the computer's circuitry and
chips. Currently the Pentium chip or processor, made by Intel, is the most common CPU
though there are many other companies that produce processors for personal computers.
Examples are the CPU made by Motorola and AMD. With faster processors the clock speed
becomes more important. Compared to some of the first computers which operated at below
30 megahertz (MHz) the Pentium chips began at 75 MHz in the late 1990's. Speeds now exceed
3000+ MHz or 3 gigahertz (GHz) and different chip manufacturers use different measuring
standards (check your local computer store for the latest speed). It depends on the circuit
board that the chip is housed in, or the motherboard, as to whether you are able to upgrade
to a faster chip. Furthermore, CPU controls and manipulates data to produce information. In
a microcomputer the CPU is usually contained on a single integrated circuit or chip. The
single chip is called a microprocessor. This chip and other components necessary to make it
work are mounted on a main circuit board called a motherboard. In larger computers the CPU
is contained on one or several circuit boards.
4. STORAGE hardware consists of all devices that may store data and programs either
temporarily or permanently. This is sometimes called storage media, computer data
storage, or often called storage or memory, refers to computer components and recording
media that retain digital data. Data storage is a core function and fundamental component of
computers. Storage hardware has two categories primary (temporary, volatile, erasesable)
and secondary (permanent, non volatile) storage.

Primary storage (or main memory or internal memory), often referred to simply
as memory, is the only one directly accessible to the CPU. The CPU continuously reads
instructions stored there and executes them as required. Any data actively operated on is also
stored there in uniform manner. Alternatively referred to as internal memory and main
memory, primary storage is a storage location that holds memory for short periods of times
while the computer is on. For example, computer RAM and cache are both examples of a
primary storage device. This storage is the fastest memory in your computer and is used to
store data while it's being used. For example, when you open a program data is moved from
the secondary storage into the primary storage.
Examples
1. RAM random access memory, stores information that is being processed and offloads
it at a very fast rate to the motherboard of the computer so it can be sent to the
northbridge, and then for use to the GUI (graphic user interface), which allows the
user to access the information with the mouse, keyboard, monitor, etc.
2. Read-only memory (ROM) is a class of storage medium used in computers and other
electronic devices. Data stored in ROM cannot be modified, or can be modified only
slowly or with difficulty, so it is mainly used to distribute firmware (software that is
very closely tied to specific hardware, and unlikely to need frequent updates).
3. Processor Cache the processor, also known as the CPU (central processing unit),
processes information on your computer. In order to do this, it needs somewhere to
store the memory, which in this case is the "cache memory." The cache memory
transfers data at lightning fast speeds so it can be processed by the cores in the
processor. The cache memory holds a lot less space than RAM, however. For example,
a processor will usually have around 12 MB of cache memory, whereas RAM may have
up to 4 GB per stick. However, the cache memory makes up for that in sheer speed.
For instance, RAM will have a speed of 800 Mhz, while the cache memory can operate
at 2.4 GHz.
4. Processor Registers the processor registers are the smallest of all primary storage
devices. Typically, they hold around 32 to 64 bits, which is good enough for very
simple processes such as math calculations. However, the processor registers are the
fastest primary storage devices as well. They are primarily used by the processor to
handle calculations used to operate the programs. The larger processes involving
software and operating system files are handled by the cache memory.
Secondary storage sometimes called auxiliary storage and external memory is all
data storage that is not currently in a computer's primary storage or memory. An additional
synonym is external storage. These are storage medium that holds information until it is
deleted or overwritten regardless if the computer has power.
Examples:
1. Floppy Disk Drive - FDD or FD for short, is a computer disk drive that enables a user to
save data to removable diskettes. Although 8" disk drives were first made available
in 1971, the first real disk drives used were the 5 1/4" floppy disk drives, which were
later replaced with 3 1/2" floppy disk drives. Today, because of the limited capacity
and reliability of floppy diskettes many computers no longer come equipped with
2.
3.
4.
5.
6.
floppy disk drives and are being replaced with CD-R, other writable discs, and flash
drives.
CD ROM - Short for Compact Disc-Read Only Memory, CD-ROM drives or optical
drives are CD players inside computers that can have speeds in the range from 1x and
beyond, and have the capability of playing audio CDs and computer data CDs. Below is
a picture of the front and back of a standard CD-ROM drive.
CD R Alternatively referred to as CD-WO (Write once) or WORM (Write Once Read
Many) drive. CD-R is short for CD-Recordable and is a writable disc and drive that is
capable of having information written to the disc once and then having that disc read
many times after that. If the data is not written to the disc properly, has errors, or has
the incorrect information that disc or portions of that disc cannot be erased and is
often jokingly referred to as a coaster.
Jump Drive Alternatively referred to as a USB flash drive, data stick, pen
drive, keychain drive and thumb drive, a jump drive is a portable drive that is often
the size of your thumb that connects to the computer USB port. Today, flash drives
are available in sizes such as 256MB, 512MB, 1GB, 5GB, and 16GB and are an easy way
to transfer and store information.
Hard drive Alternatively referred to as a hard disk drive and abbreviated
as HD orHDD, the hard drive is the computer's main storage media device that
permanently stores all data on the computer. The hard drive was first introduced on
September 13, 1956 and consists of one or more hard disk platters inside of air sealed
casing. Most computer hard drives are in an internal drive bay at the front of the
computer and connect to the motherboard using either ATA, SCSI, or a SATA cable and
power cable. Below, is an illustration of what the inside of a hard disk drive looks like
for a desktop and laptop hard disk drive.
Tape or Magnetic tape A magnetically thin coated piece plastic wrapped around
wheels capable of storing data. Tape is much less expensive than other storage
mediums but commonly a much slower solution that is commonly used for backup.
Today, tape has mostly been abandoned for faster and more reliable solutions like disc
drives, hard drives, and flash drives. In the image to the right, is a picture and
example of magnetic tape taken by KENPEI and shared under the creative commons.

Media refers to the material that stores data, such as magnetic disk or magnetic tape.
Memory
is the working storage or the computers work space, where data and programs
for immediate processing are held. It is also known as main memory or primary storage or
RAM (Random Access Memory). The size of the memory is important. Memory size determines
how much data can be processed at once and how big and complex a program may be used to
process it.
5. COMMUNICATIONS hardware consists of devices used for communications. Examples
of communication devices are the modem, cable, and fax modem.
1. Modem (modulator/demodulator) is an electronic device that allows computers to
communicate with each other over telephone lines.
2. Cable is used in local area networks.
3. Fax modem is a modem with fax capability that enables to send signals directly from
computer to someone elses fax machine or computer fax modem. The fax modem
allows you to transmit information much more quickly than if it had to feed it page by
page into a fax machine.
SOFTWARE
The software is the information that the computer uses to get the job done. Also it
refers to the programs, routines, and symbolic languages that control the functioning of the
hardware and direct its operation. Software needs to be accessed before it can be used.
There are many terms used for process of accessing software including running, executing,
starting up, opening, and others. Computer programs allow users to complete tasks. A
program can also be referred to as an application and the two words are used
interchangeably.
Categories of Software:
1. Application Software - program that can be used to solve a particular problem or to
perform a particular task.
Types of Application Software:
1. Customized (or User-developed) software - are programs designed for a particular
customer or tailored to fit a specific organization.
Ex.:
Payroll System of a particular company
Student Registration System of a particular school
2. General-purpose or Productivity or Packaged software - are productivity tools
developed for sale to the general public (ready-made application programs). These are
programs that can perform useful work on general-purpose tasks.

The types of packaged software that you will most likely encounter are the following:
A. Word processing is the creation, input, editing, and production of documents and texts by
means of computer systems..
Ex.:
Microsoft Word, MacWrite, Word Perfect, Writer
B. Spreadsheet software allows a person to use the computer to use rows, columns, and
formulas to display, analyze, and summarize data (mostly numerical data).
Ex.:
Microsoft Excel, Lotus 1-2-3, Quattro Pro, Calc
C. Database Management System (DBMS) is a program used to manage multiple data files. It
enables users to create and maintain a database (collection of data) and to extract
information from the database.
Ex.:
Microsoft Access, Paradox, dBase, SQL, Oracle
D. Desktop Publishing is the design and production of publications using personal computers
with graphics capability.
Ex.: Adobe PageMaker, Microsoft Publisher
E. Presentation is software that allows users to use the computer for
purposes.
Ex.:
presentation
Microsoft PowerPoint, Impress, Storyboard, Flash
F. Graphics software enables users to present information in the form of charts and graphs
or to create complex freehand artwork.
Ex.: Hollywood,
Harvard Graphics, Adobe Illustrator, Fireworks, Cold Fusion, Flash
G. Communications software
wired or wireless channels.
manages the transmission of data between computers over
Ex.: ProComm, SmartCom, Crosstalk

Some kinds of programs integrate all these functions in one software package, called
integrated software. There are many other application programs such as personal
information managers, hypertext, multimedia programs and scheduling programs.
2. System Sotware
System Software are programs designed to manage the functions of the computer. It enables
the application software to interact with the computer. Examples of system software are
operating systems, language processors, utility programs, and performance-monitoring
software.
10

1. Operating System acts as the master control program that runs the computer. This
program acts as an interface between the user of the computer and the hardware. It oversees
the flow of program and data through the computer system.
Examples:
DOS, WINDOWS, UNIX, LINUX,
OS/2, Macintosh Operating System
2. Language Processors or Translators are programs that convert human readable

programming languages into machine level instruction and vice versa. There are three types
of language processors: the ASSEMBLER, COMPILER, and INTERPRETER.
3. Utility systems are programs developed for frequently used task. These are service routines
commonly used in computer operations such as copying, merging and sorting.
4. Performance- monitoring software is a program used to monitor, analyze and report the
performance of the overall computer system and the computer components.
Computer Viruses
A virus is a program designed by a computer programmer (malicious hacker) to do a
certain unwanted function. The virus program can be simply annoying like displaying a happy
face on the user's screen at a certain time and date. It can also be very destructive and
damage your computer's programs and files causing the computer to stop working.
The reasons why hackers create viruses are open for speculation. The most quoted
reason is simply to see if it can be done. Other reasons are Ludite based "smash the machine"
motivations, antiestablishment/anti-corporate actions, criminal intent, and various others
that range into the "conspiracy theory" realm.
Viruses take two basic forms
One is a boot sector virus which infects the section of a disk that is first read by the
computer. This type of virus infects the boot or master section of any disks that it comes in
contact with.
The second is a program virus that infects other programs when the infected program
is run or executed. Some viruses infect both and others change themselves (polymorphic)
depending on the programs they encounter.
Though viruses do not damage computer hardware there have been attempts to create
programs that will do things like run the hard drive until it fails or lodge itself in the
computer's clock (which has a rechargeable battery) allowing it to remain active even months
after the computer has been unplugged. Other viruses affect certain microchips (BIOS chip for
instance). These microchips need to be modified under normal computer use but the virus
program can produce changes which cause them to fail. Other viruses will affect the
characters or images displayed on the screen which may give the impression of monitor
failure.
Viruses can cause a great deal of damage to the computers it infects and can cost a lot
of time and money to correct it. Computer viruses have been around for a long time, even
before computers became widely used and they will likely remain with us forever. For that
11

reason computer users will always need ways to protect themselves from virus programs. The
main, common feature of a virus is that it is contagious! Their sole purpose is to spread and
infect other computers.
A computer gets a virus from an infected file. The virus might attach themselves to a
game, a program (both shareware and commercial) or a file downloaded from a bulletin board
or the Internet. You cannot get a virus from a plain email message or from a simple text file!
That is because the virus needs to be 'run' or executed before it can take effect. This usually
happens when the user tries to open an infected program, accesses an infected disk or opens
a file with an infected macro or script attached to it. A plain email message is made up of
text which does not execute or run when opened.
Modern email programs provide the ability to allow users to format email messages
with HTML and attach scripts to them for various purposes and it is possible for a malicious
hacker to attempt to spread a virus by building a virus script into an HTML type of email
message. When you are accepting software or scripts on Internet sites or reading mail from
unknown senders it is best not to run a program from that site or sender without checking it
with an anti-virus program first.
Protecting yourself
You can take safeguards against virus infection. The first thing is to get an anti-virus
program. Most reputable companies that create virus protection programs release an
evaluation copy that an Internet user can download for free and use for a certain amount of
time. This anti-virus program will be able to check your computer for viruses and repair
damage or delete files that are infected with viruses. You may have to replace infected files
that cannot be repaired.
The second thing you can do is purchase a copy of the program. The reason for this is
that viruses are constantly being created. When you purchase an anti-virus program you are
also purchasing periodical updates which keep your anti-virus program up-to-date and able to
deal with new viruses as they are encountered. Commercial virus programs also allow the user
to customize when and how the program will check the computer for viruses. You will need to
renew this updating service periodically.
If you find that your computer has been infected with a virus use an anti-virus program
to clean your computer and make sure to check all the disks that you use. This includes all
the hard drives on your computer(s) and all your floppy disks and CDs as well as any media
that you save information on. Remember that the virus can easily re-infect your computer
from one infected file!
If you have to reload your computer programs, use the original program disks. You may
want to check your original disks before reinstalling the software. If your original disks are
infected contact the distributor to get replacements.
Always take the time to ensure that your computer is properly protected. Spending
money on a good virus checking program could save you hundreds of dollars and lots of time
later.
A discussion of viruses would not be complete without mentioning hoaxes. Malicious
people without programming skills will send out fake virus warnings causing people to take
unnecessary measures which often cause your computer harm. One example tries to get the
unsuspecting computer user to delete an important system file by warning them that it is a
virus. A legitimate virus warning will provide a link to a website operated by an anti-virus
company with more information about that virus. Don't forward a virus warning until you have
check out whether it is legitimate.
12

People
People or Peopleware refers to IT Professionals
who provide computer-&- communications systems, and
the users, who are the beneficiaries of the systems.
People are the most important part of, and the
beneficiaries of, a computer and communications system
The IT Professionals are the trained workers in
the Information Technology field. Basically the Computer
Professionals are the following:
1. Data Encoder or Data Entry Operator
- prepares/enters data for processing
2. Computer Operator - monitors and run the computer equipment.
3. Computer Programmer - designs, writes, tests, implements and maintains
computer programs
4. Systems Analyst - plans and designs the entire systems of programs
5. IT Manager - coordinates the IT organization
Other IT Professionals:
Computer Librarian
Computer Technician
Computer Hardware Engineer
Software Engineer
Systems Administrator
Database Administrator
Network Administrator
Computer Support Specialist
Telecommunication Specialist
Computer Security Specialist
Web Developer/Web Master
Application Specialist
Application Architect
Procedures
Procedures are descriptions of how things are done, steps for
accomplishing a result. Some procedures may be expressed in
manuals. Manuals, called Documentation, contain instructions, rules,
or guidelines to follow when you use hardware or software.
13

Communications
Communications is defined as the electronic transfer of data or information from
one place to another. The term telecommunication means communication at a distance.
Communications has two components: digital and analog communications.
Digital or Data communication consists of digital transmission 0s and 1s.

This is the method of transmission by which computers communicate with each
other. This is also called computer communications.
Components of Data Communication System:
1. Transmitter - any circuit or electronic device designed to send
electronically encoded data to another location. This can also be
called the source.
2. Transmission path or channel is the path or link through which
information passes. This is also known as a line or circuit.
3. Receiver is any device designed to receive any conveyed message
from the transmitter or the source. This is also known as the sink.
4. Message is the information to be communicated. It is a combination
of text, graphics, image, audio and video.
14
Analog communication consists of non digital forms of transmission, including

voice and video. In the past, analog communications has been the method by
which telephone, radio, television, and cable-TV have transmitted.

Overview Of Developments In Computer And Communication
Technology
The Three Directions in Computer Technology
Smaller size:
Everything has become smaller.
ENIACs old-fashioned vacuum tubes gave way to the
smaller, faster, more reliable transistor. The next step
was the development of tiny integrated circuits.
Integrated circuits (ICs) are entire collections of
electrical circuits or pathways etched on tiny squares of
silicon half the size of your thumbnail. Silicon is a natural
element found in sand that is purified to form the base
materials for making computer processing devices.
More power:
In turn, miniaturization of
hardware components made more power into the computer machines, providing faster
processing speed and more data storage capacity.
Less expensive: The miniaturized processor in a personal desktop computer performs

the same sort of calculations once performed by a computer that filled an entire
room.
Important Developments in Communication Technology:

Better Communication Channels
The old kinds of telephone connections that is, copper wire have begun to yield to
the more efficient wired forms, such as coaxial cable and, more
important, fiber optic cable, which can transmit vast quantities of
information in both analog and digital form.
Even more interesting has been the expansion of wireless
communication. Federal regulators have permitted existing types
of
wireless channels to be given over to new uses, as a result of
which
we now have many more kinds of two-way radio, cellular telephone, and paging devices than
we had previously.
Communications networks connect one or more telephones and computers and
associated devices. The principal difference is that broadcast networks transmit messages in
only one direction, whereas communications networks transmit in both directions.
Communications networks are crucial to technological convergence, for they allow
information to be exchanged electronically.
15
A communications network may be large or small,

public or private, wired or wireless or both. Smaller networks
may be connected to larger ones. A local area network (LAN)
may be used to connect users located near one another, as in
the same building.
New Sending and Receiving Devices

A sending device initiates the transmission of data, instructions, and information
while a receiving device accepts the items transmitted. Examples of new devices for sending
and receiving information:
Cellular phone: Cellular telephones use a system that divides a geographical service
into a grid of cells. In each cell, low powered, portable, wireless phones can be
accessed and connected to the main (wire) telephone network. The significance of the
wireless portable phone is its effect on worldwide communication.
Fax machines: Fax stands for facsimile which means a copy. More specifically,
fax stands for facsimile transmission. A fax machine scans an image and sends a
copy of it in the form of electronic signals over transmission lines to a receiving fax
machine. The receiving machine re-creates the image on paper. Fax messages may
also be sent to and from microcomputers.
16

Name: ____________________________ Time: ________________
True/False: Write true if the statement is correct otherwise false. Write your answer on the
space provided before the number.
______
______
______
______
______
______
______
______
______
______
1. In the absence of processing an input cannot be converted to a desired output.

2. In computer system hardware and software are inseparable; these two elements
can stand alone in the absence of other elements.
3. Hard Disk Drive (HDD) is the computer primary storage device, internal in nature
but considered secondary storage.
4. Viruses are special customized software.
5. Storage media are affected and infected by viruses from an infected file saved
or stored to them.
6. Fields and records are what the computer hardware deals with.
7. A gigabyte is about 1 trillion bytes.
8. Analog communication is the method of transmission by which computers
communicate with each other.
9. A communications network may be large or small, public or private, wired or
wireless or both.
10. A receiving device initiates the transmission of data, instructions, and
information.
Identification: Identify the statements below. Write your answer on the space provided
before the number.
_________________
_________________
_________________
_________________
_________________
_________________
_________________
_________________
_________________
_________________
1. This accepts data and converts it into computer-readable form

ready for processing or storage.
2. A set of instructions that tells the computer what to do.
3. Transfers data at lightning fast speeds so it can be processed
by the cores in the processor.
4. The main part, processing unit and devices, of a
microcomputer.
5. A program designed by a computer programmer to do a certain
unwanted function.
6. The smallest unit of information inside the computer memory.
7. They are trained workers in the Information Technology field
8. It means communication at a distance.
9. A combination of text, graphics, image, audio and video.
10. It scans an image and sends a copy of it in the form of
electronic signals.
17

Name: ___________________________ Time: ________________________
Skills Review: Name the following Computer systems components. Write your answer
on the space provided.
1. _______________
2. _________________
3.________________
4.__________________
5.________________
18
6.
_______________
7._____________
8._______________
9._________________________
10. ______________

At the end of this lesson, the student should be able to:
1.
2.
3.
4.
5.
Learn the basic concepts of data communication and computer networks

Realize the benefits of computer networks
Describe the various components of data communication and computer networks
Differentiate between different types of computer networks
Compare the different network models and topologies
Data Communication and Networking

Data Communication
Communication is defined as the transfer of information, such as thoughts and messages
between two entities. The invention of telegraph, radio, telephone, and television made
possible instantaneous communication over long distances.
Data communication concerns itself with the transmission (sending and receiving) of
information between two locations by means of electrical signals. It is the name given to the
communication where exchange of information takes place in the form of 0s and 1s over some
kind of media such as wire or wireless. For data communications to occur, the communicating
devices must be part of a communication system made up of a combination of hardware
(physical equipment) and software (programs).
The effectiveness of a data communications system depends on four fundamental
characteristics: delivery, accuracy, timeliness, and jitter.
Delivery. The system must deliver data to the correct destination. Data must be
received by the intended device or user and only by that device or user.
Accuracy. The system must deliver the data accurately. Data that have been altered in
transmission and left uncorrected are unusable.
Timeliness. The system must deliver data in a timely manner. Data delivered late are
useless. In the case of video and audio, timely delivery means delivering data as they
are produced, in the same order that they are produced, and without significant
delay. This kind of delivery is called real-time transmission.
Jitter. Jitter refers to the variation in the packet arrival time. It is the uneven delay in
the delivery of audio or video packets.
Elements of Data Communication

Five basic elements are needed for any communication system. These are:
19
Data Communications
Message. It is the information to be communicated. This can be anything from text

and pictures to audio and video.
Sender. The computer or device that is used for sending data is called sender, source
or transmitter. In modern digital communication system, the source is usually a
computer.
Medium. The means through which data is sent from one location to another is called
transmission medium. If the receiver and transmitter are within a building, a wire
connects them. If they are located at different locations, they may be connected by
telephone lines, fiber optics or microwaves.
Receiver. The device or computer that receives the data is called receiver. The
receiver can be a computer, printer or a fax machine.
Protocols. There are rules under which data transmission takes place between sender
and receiver.
Analog and Digital Transmission

Data is transmitted from one point to another point by means of electrical signals that may be
in digital and analog form.
Analog Signal. The transfer of data in the form of electrical signals or continuous
waves is called analog signal or analog data transmission. An analog signal is measured
in volts and its frequency is in hertz (Hz).
Digital Signal. The transfer of data in the form of digit is called digital signal or
digital data transmission. Digital signals consist of binary digits 0 & 1. Electrical pulses
are used to represent binary digits. Data transmission between computers is in the
form of digital signals.
When digital data are to be sent over an analog form the digital signal must be
converted to analog form. So the technique by which a digital signal is converted to analog
form is known as modulation. And the reverse process, that is the conversion of analog signal
to its digital form, is known as demodulation. The device, which converts digital signal into
analog signal, and the reverse, is known as modem.
Data Transmission Modes
The manner in which data is transmitted from one location to another location is
called data transmission mode. There are three ways or modes for transmitting data from
one location to another. These are:
20
Simplex. If transmission is simplex, communication can take place in only one

direction. Devices connected to such a circuit are either send only or receive only

devices. Speaker, radio and television broadcasting are examples of simplex
transmission, on which the signal is send from the transmission to your TV antenna.
There is no return signal.
Figure 2.1 Simplex Mode
Half-duplex.
In half-duplex mode the communication channel is used in both
directions, but only in one direction at a time. Thus a half-duplex line can alternately
send and receive data.
Figure 2.2 Half-duplex mode
Full-duplex. In full-duplex the communication channel is used in both directions at

the same time. Use of full-duplex line improves the efficiency as the line turnaround
time required in half-duplex arrangement is eliminated. Example of this mode of
transmission is the telephone line.
Figure 2.3 Full-duplex mode

Computer Network
A computer network is a collection of computers and other devices that are
connected together in some way to enable communication to take place between them. A
small network can be as simple as two computers linked together by a single cable (Figure
2.4).
21
Data Communications
Figure 2.4 Two networked computers

Most networks use hubs to connect computers together (Figure 2.5). A large network may
connect thousands of computers and other devices together.
Figure 2.5 Computers Networked with a Hub

A wireless network connects computers without a hub or network cables (Figure 2.6).
Computers use radio communications to send data between each other.
Figure 2.6 Wireless Network

Major Benefits of Computer Networks
Computer networks have highly benefited various fields of educational sectors,
business world and many organizations. They can be seen everywhere they connect people all
over the world. Here, in no particular order, are some of the major benefits generally
associated with networking:
22
Connectivity and Communication. Networks connect computers and the users of

those computers. Individuals within a building or work group can be connected
into local area networks (LANs); LANs in distant locations can be interconnected into
larger wide area networks (WANs). Once connected, it is possible for network users to
communicate with each other using technologies such as electronic mail. This makes
the transmission of business (or non-business) information easier, more efficient and
less expensive than it would be without the network.
File Sharing. The major advantage of a computer network is that it allows file sharing
and remote file access. File sharing permits many users to access digitally stored
information, such as computer programs, multimedia (audio, images and video),
documents, or electronic books. A person sitting at one workstation of a network can
easily see the files present on the other workstation, provided he is authorized to do
so. It saves time which is wasted in copying a file from one system to another, by using
a storage device. In addition to that, many people can access or update the
information stored in a database, making it up-to-date and accurate.
Resource Sharing. Resource sharing allows users to share peripheral devices, such as
printers, scanners, fax machines and other devices attached directly to a network. For
example, instead of giving each of 10 employees in a department an expensive color
printer, one printer can be placed on the network for everyone to share.
Data Security and Management. In a business environment, a network allows the

administrators to manage the company's critical data much better. Instead of having
this data spread over dozens or even hundreds of small computers in a haphazard
fashion, data can be centralized on shared servers. This makes it easy for everyone to
find the data, makes it possible for the administrators to ensure that the data is
regularly backed up, and also allows for the implementation of security measures.
Increased Storage Capacity. As there is more than one computer on a network which
can easily share files, the issue of storage capacity gets resolved to a great extent. A
standalone computer might fall short of storage memory, but when many computers
are on a network, memory of different computers can be used in such case. One can
also design a storage server on the network in order to have a huge storage capacity.
Performance Enhancement and Balancing. Under some circumstances, a network can

be used to enhance the overall performance of some applications by distributing the
computation tasks to various computers on the network.
Increased Cost Efficiency: There are many software available in the market which are
costly and take time for installation. Computer networks resolve this issue as the
software can be stored or installed on a system or a server and can be used by the
different workstations.
23
Data Communications
Types of Network
Based on geographical dispersion of computers there are mainly three types of network.
These are:
Local Area Network (LAN). A LAN is a computer network that spans a relatively small
area. Most LANs are confined to a single building or group of buildings. However, one
LAN can be connected to other LANs over any distance via telephone lines and radio
waves. A system of LANs connected in this way is called a wide-area network (WAN).
Most LANs connect workstations and personal computers. Each node (individual
computer) in a LAN has its own CPU with which it executes programs, but it is also
able to access data and devices anywhere on the LAN. This means that many users can
share expensive devices, such as laser printers, as well as data. Users can also use the
LAN to communicate with each other, by sending e-mail or engaging in chart sessions.
Metropolitan Area Network (MAN). A MAN is basically a bigger version of LAN and
normally uses similar technology. It might cover a group of nearby corporate offices
or it can be in a city. MANs usually are not owned by a single organization. A group or
single network provider, which sells its networking service to corporate customers,
usually maintains their communication devices and equipment.
Wide Area Network (WAN). A WAN is a computer network that spans a relatively
large geographical area. Typically, A WAN consists of two or more LANs. Computers
connected to a wide-area network are often connected through public networks, such
as the telephone system. They can also be connected through leased lines or
satellites. The largest WAN in existence is the Internet.
Networking Components
To network computers together, there is a need to install networking hardware and software.
Every network includes these three components:
The computers that are connected together. Computers and similar devices are called
nodes when connected to a network.
o Server. It is a computer that shares its resources across the network.
o Client. It is a computer that accesses shared resources.
The networking hardware that connects the computers together, including hardware
installed in the users computer, network cables, and devices that connect all the
cables together.
Networking software that runs on each computer and enables it to communicate with
other computers on the network. Networking Software includes Network Operating
System or NOS.
o NOS is installed on one or more severs where it provides various service
securing and supporting the networks resources and users.
24

Models of Networking
The type of network most widely implemented today is based on the principle of
having one or more file servers at the heart of the network. This kind of network is often
referred to as a server-based or client-server network. There are however other models for
implementing networks. The three principal ways of connecting computers together to share
or use network resources are:
Centralized Computing. Early networks were based on the centralized-computing

model. Usually, in these networks, one large server (a mainframe computer) handled
all aspects of the network, while each user accessed the main server from a terminal.
In the traditional mainframe environment, an application such as a database runs on a
large and powerful centralized mainframe computer and is accessed by terminals. The
terminal sends a request for information to the mainframe computer; the mainframe
retrieves the information and then displays it on the terminal.
Client-Server Network. A network model in which each computer on the network is

either a client or a server. Servers are powerful computers dedicated to managing disk
drives (file servers), printers (print servers), or network traffic. Clients are PCs or
workstations on which users run applications. Clients rely on servers for resources,
such as files, devices, and even processing power.
Figure 2.7 Client-Server Network

Advantages
1.
2.
3.
4.
5.
Centralized - Resources and data security are controlled through the server.
Scalability - Any or all elements can be replaced individually as needs increase.
Flexibility - New technology can be easily integrated into system.
Interoperability - All components (client/network/server) work together.
Accessibility - Server can be accessed remotely and across multiple platforms.
25
Data Communications
Disadvantages
1. Expense - Requires initial investment in dedicated server.
2. Maintenance - Large networks will require a staff to ensure efficient operation.
3. Dependence - When server goes down, operations will cease across the net.
Peer-to-peer Network. Often referred to simply as peer-to-peer, or abbreviated P2P,

a type of network in which each workstation has equivalent capabilities and
responsibilities. This differs from client/server architectures, in which some
computers are dedicated to serving the others. Peer-to-peer networks are generally
simpler, but they usually do not offer the same performance under heavy loads. Peerto-peer is, by far the easiest type of network to build for either home or office use.
Figure 2.8 P2P Network

Advantages
1.
2.
3.
4.
Less initial expense - No need for a dedicated server.

No need for a network administrator.
Network is fast and inexpensive to setup and maintain.
Individual users control their own shared resources.
Disadvantages
1. Decentralized - No central repository for files and applications.
2. Security - Does not provide the security available on a client/server network.
Transmission Media
Communication of data propagation and processing of signals is called transmission.
26

Signals travel from transmitter to receiver via a path. This path is called medium. Medium
can be guided or unguided.
Guided Media. In guided media, data is sent along a physical path i.e. cables. There
are several types of cables used in network. The type of cable chosen for a network is
related to the networks topology, protocol and size. Three common types of guided
media are used in data transmission. These are:
o
o
Twisted pair cable. Twisted pair is a cable widely used for telephone lines. It
consists of two insulated copper wires arranged in a regular spiral pattern.
Coaxial cable. Coaxial cable, or coax, has a copper conductor in its center and
a plastic coating serves as an insulator between the center conductor and a
metal shield. The cable is then covered with a coating. The coating may be
thin or thick and the thicker coating which less pliable provides extra
protection.
Fiber optic cable. Fiber optic cabling consists of a center glass core
surrounded by several layers of protective materials. It transmits light rather
than electronic signals eliminating the problem of electrical interference. This
makes it ideal for certain environments that contain a large amount of
electrical interference.
Unguided Media. Unguided media or wireless media does not use any physical
connectors between the two devices communicating. The data communication is
predominantly sent by radio waves, infrared waves, and microwaves.
Network Interconnection Devices

Many interconnection devices are required in a modern network, from the interface
that allows a single computer to communicate with other computers via a LAN cable or a
telephone line, to the large and complex switching devices that interconnect two or more
entire networks. The main categories of interconnection device used in computer networks
are:
Hub. Hub can be used to expand the size of a LAN. It allows many devices to be
cheaply and easily interconnected and has typically 4, 8, 12, 16, 24, or even 32 ports.
A hub takes the data that comes into a port and sends it out all to the other ports in
the hub.
Bridge. Bridge is a device that connects and passes packets between two network
segments. It is more intelligent than a hub and can analyze incoming packets and will
forward or drop each packet based on its addressing information.
Switch. Switch is a relatively new network device that has replaced both hubs and
bridges in LANs. It is a device that filters, forwards, or floods frames based on the
destination address of each frame.
27
Data Communications
Router. Router is a device that connects networks with different physical media and
also translates between different network architectures. It is a more complicated
device that connects separate networks to form an internetwork.
Network Topologies
The topology of a network describes the logical layout of the network, i.e. the way in
which network devices are connected together via the transmission medium. The three
commonly used network topologies are:
Bus Topology. This network configuration is based on a single network cable

(sometimes called a backbone) to which all devices are attached. A device wanting to
communicate with another device on the network sends a broadcast message onto the
wire that all other devices see, but only the intended recipient actually accepts and
processes the message.
Figure 2.9 Bus Topology
Star Topology. A star network features a central connection point called a "hub node"
or a concentrator that may be a network hub, switch, or router. Compared to the bus
topology, a star network generally requires more cable, but a failure in a network
cable will only take down one computers network access and not the entire LAN. If
the hub fails, however, the entire network also fails.
Figure 2.10 Star Topology
28
Ring Topology. In a ring network, every device has exactly two neighbors for
communication purposes. All messages travel through a ring in the same direction
(either "clockwise" or "counterclockwise"). A failure in any cable or device breaks the
loop and can take down the entire network.
Figure 2.11 Ring Topology
29
Data Communications
30

Name: _______________________________
Date: _______________________________
Time: ________
Score: ________
_______ 1.
_______ 2.
_______ 3.
_______
_______
_______
_______
_______
_______
_______
4.
5.
6.
7.
8.
9.
10.
WAN connects multiple LANs together.

Data transmission between computers is in the form of digital signals.
In half-duplex the communication channel is used in both directions at the
same time.
Resource sharing allows users to share peripheral devices.
Early networks were based on the distributed computing model.
If the hub fails in a star topology, the entire network also fails.
Fiber optic cable transmits light rather than electronic signals.
In a P2P network, a dedicated server is needed.
Television broadcasting is an example of full-duplex transmission.
The major advantage of a computer network is that it allows file sharing and
remote file access.
before the number.
_________________ 1.
_________________ 2.
_________________ 3.
_________________ 4.
_________________ 5.
_________________ 6.
_________________ 7.
_________________ 8.
_________________ 9.
_________________ 10.
A computer that shares its resources across the network.

A device that connects networks with different physical media
and also translates between different network architectures.
The manner in which data is transmitted from one location to
another location.
There are rules under which data transmission takes place
between sender and receiver.
The means through which data is sent from one location to
another.
A collection of software and associated protocols that allow a set
of autonomous computers to be used together in a convenient
and cost-effective manner.
A network architecture or model in which each workstation has
equivalent capabilities and responsibilities.
A network model in which each computer on the network is either
a client or a server.
The largest WAN in existence.
The transmission of information between two locations by means
of electrical signals.
31
Data Communications
32

Lesson Objectives
At the end of this lesson, the student should be able to:
1.
2.
3.
4.
Be familiar with Operating System

Present different User Interfaces
Understand the basic DOS commands
Present different Utility Programs
What is an Operating System?

An Operating system (OS) is a collection of system programs that together control the
operation of a computer system. Operating system initializes the hardware of the computer,
provides routines for device control, schedules tasks and handles errors. In addition, the OS
manages the flow, entry, and display of software and data to and from each part of the
computer system. It is a program that acts as an interpreter or interface between the user
and the computer system. It also consists of the master system of programs that manage the
basic operations of the computer.
The operating system (OS) can be considered as the most important program that runs
on a computer. Every general-purpose computer must have an operating system to provide a
software platform on top of which other programs (the application software) can run. It is
also the main control program of a computer that schedules tasks, manages storage, and
handles communication with peripherals. The central module of an operating system is the
'kernel'. It is the part of the operating system that loads first, and remains in main memory.
Because it stays in memory, it is important for the kernel to be as small as possible while still
providing all the essential services required by other parts of the operating system and
applications. Typically, the kernel is responsible for memory management, process and task
management, and disk management.
Windows 7 Startup Screen
33
Operating Systems
Classification of Operating System
Multi-user: Allows two or more users to run programs at the same time. Some
operating systems permit hundreds or even thousands of concurrent users.
Multiprocessing: Supports running a program on more than one CPU.
Multitasking: Allows more than one program to run concurrently.
Multithreading: Allows different parts of a single program to run concurrently.
Real-time: Real time operating system (RTOS) responds to input instantly. Generalpurpose operating systems, such as DOS and UNIX, are not real-time.
Windows 7 Main Screen

Some Common Operating Systems
Microsoft Disk Operating System (MS-DOS)
Commonly used in earlier computers, this
operating system is still built into Windows 98.
Essentially, they are one collective operating
system, although DOS commands will not be used
very often.
Microsoft Windows 95
This operating system is designed for use as
a workstation client or desktop system. This
multitasking operating system Windows95 offered
an improved user interface called the "desktop".
This simplified the user interface from the previous
versions of windows.
This OS upgraded Windows 95 in many ways. Windows 98 integrated Microsoft's
Internet Explorer web browser into the operating system, thereby creating a simple interface
for both browsing the PC and the Web. It also provided enhanced support for DVD.
34

This new multitasking operating system
combines the best features of Windows 98 with
the security, of Windows NT. MS 2000
eliminates the need to reboot the computer
after software installation, runs more tasks
simultaneously than Windows 95, and 98. This
operating system now comes with almost all the
new computers.
Microsoft Windows NT
This multitasking system is designed for
networks and is used in the ICL. This operating
system is considered a mature operating system and it has a built in crash protection scheme
that usually prevents one software application from crashing everything else. The interface is
essentially the same as in Windows 95/98. DOS commands are used in the command line
interface for Windows NT.
Microsoft Windows XP
Windows XP is the next version of Microsoft Windows beyond Windows 2000 and
Windows Millennium. Windows XP brings the convergence of Windows operating systems by
integrating the strengths of Windows 2000standards-based security, manageability and
reliability with the best features of Windows 98 and Windows MePlug and Play, easy-to-use
user interface, and innovative support services.
Microsoft Vista
Windows Vista is an operating
system released in several variations
developed
by Microsoft for
use on
personal computers, including home and
business desktops, laptops, tablet PCs,
and media center PCs. It contains many
changes and new features, including an
updated graphical
user
interface and visual style dubbed Aero, a
redesigned search function, multimedia
tools including Windows DVD Maker, and
redesigned networking, audio, print, and
display sub-systems. Vista aims to
increase the level of communication
between machines on a home network,
using peer-to-peer technology to simplify sharing files and media between computers and
devices.
Microsoft Windows 7
Windows 7 is the current release of Microsoft Windows, a series of operating
systems produced by Microsoft for use on personal computers, including home and
35
Operating Systems
business desktops, laptops, netbooks, tablet PCs, and media center PCs. Unlike Windows
Vista, which introduced a large number of new features, Windows 7 was intended to be a
more focused, incremental upgrade to the Windows line, with the goal of being compatible
with applications and hardware with which Windows Vista was already compatible.
Macintosh OS
Mac OS is a series of graphical user interfacebased operating systems developed by Apple Inc. (formerly Apple
Computer, Inc.) for their Macintosh line of computer systems. The
Macintosh user experience is credited with popularizing the
graphical user interface. The original form of what Apple would
later name the "Mac OS" was the integral and unnamed system
software first introduced in 1984 with the original Macintosh,
usually referred to simply as the System software.
Mac OS Interface
UNIX
This operating system has numerous versions. It is much faster than Windows and good
for multitasking and networking. Unix
is a multi-user (more than one user can
use the machine at a time) and a multitasking (more than a program can run
at a time) operating system and it also
includes tools for program development
such as debuggers and compilers.
Linux
This OS is derived from the Unix
Operating system and it is also multiuser multi-tasking operating system.
36

Main Functions of Operating System
Booting
The operating system begins to operate as soon as the use turn on, or boot,
the computer. The term booting refers to the process of loading an operating system
into a computers main memory from disk. This loading is accomplished by a program
(called bootstrap loader or boot routine) that is stored permanently in the computers
electronic circuitry. When the user turn on the machine, the program obtains the
operating system from the hard disk and loads it into memory. Other programs (called
diagnostic routines) also start up and test the main memory, the central processing
unit, and other parts of the system to make sure they are running properly.
The system prompt indicates the operating system has been loaded into main
memory and asks to enter the command. The operating system remains in main
memory until the computer is turned off.
Managing storage media
To manage storage, the operating system uses files. A file is a collection of
data or information that has a name, called the filename. There are many different
types of files: data files, text files, program files. Different types of files store
different types of information and therefore the type of the file reflects its usage. In
DOS, Windows 95 and some other operating systems, one or several letters are added
at the end of a filename and they are called the extension. Filename extensions
usually follow a period (dot) and indicate the type of information stored in the file.
For example, in the filename EDIT.COM, the extension is COM, which indicates that
the file is a command file.
The operating system has a file management system to organize and keep track
of files. Although all the operating systems provide their own file management system,
one can install another file management system interacting with the operating system
and providing more features, such as improved backup procedures and stricter file
protection. The most commonly used file system is the hierarchical one that uses
directories or folders to organize files into a tree structure. There can be one tree
structure per storage unit or one tree structure including all the storage units and
representing by some special directories.
A directory or folder is a special kind of file used to organize other files. It
contains bookkeeping information about files that are, figuratively speaking, beneath
them. A directory can be considered as a folder or cabinet that contains files and,
perhaps, other folders. In fact, many graphical user interfaces use the term folder
instead of directory.
Computer manuals often describe directories and file structures in terms of an
inverted tree. The files and directories at any level are contained in the directory
above them. The topmost directory is called the root directory or root folder. A
directory that is below another directory is called a subdirectory. A directory above a
subdirectory is called the parent directory.
To access a file, you may need to specify the names of all the directories above
it, that is to say specify its access pathname (short: path). The absolute path of a file
is the list of names of all the directories above it from the root. The operating system
also keeps track of the directory in which one is currently working. Pathnames that do
37
Operating Systems
not start with the root directory are assumed by the operating system to start from
the working directory; they are relative paths. Each operating system has its own rules
for specifying paths. In DOS systems, for example, the root directory is named '\', the
parent directory can be referred as '..' , and each subdirectory is separated by an
additional backslash. In UNIX, the root directory is named /, and each subdirectory is
followed by a slash. In Macintosh environments, directories are separated by a colon.
So for example valid DOS absolute paths for the two files of the figure 1 are:
\DOS\Example.txt
and
\Other\Mine\Account.xls
Now if the working directory is '\Other', DOS relative paths are:
..\DOS\Example.txt
and
Mine\Account.xls
A wildcards character is a special symbol that stands for one or more
characters. Many operating systems and applications support wildcards for identifying
files and directories. This enables the selection of multiple files with a single
specification. For example, in DOS and Windows, the asterisk (*) is a wild card that
stands for any combination of letters and the question mark is a wild card that stands
for any single letter. The file specification 'm*' therefore refers to all files that begin
with m. Similarly, the specification 'm*.doc' refers to all files that start with m and end
with .doc. Many word processors also support wild cards for performing text searches.
To prepare a storage medium, usually a
disk, for reading and writing one has to format it.
When a disk is formatted, the operating system
erases all bookkeeping information on the disk,
tests the disk to make sure all sectors are reliable,
marks bad sectors (that is, those that are
scratched), and creates internal address tables
that it later uses to locate information. A disk
must be formatted before it could be used.
Formatting a disk erases all the data on it.
Make sure there is no data that needs to be saved
on a disk that is formatted. There are several
people who have typed in "FORMAT C:" and then
realized they had erased their hard drive. There
are ways to unformat a disk, but the better idea is
to be careful with the data and avoid getting in
this situation in the first place.
Managing computer resources
This refers to the management of all
peripherals and devices attached to the computer
system. Kernel or the central component of the
operating system, which manages the CPU that resides in the main memory while the
computer is on and directs other non-resident programs to perform tasks to support
applications programs.
Operating system manages memory in several ways:
Partitioning the separation of highest priority program with the
lowest priority program
Foreground/background highest and least priority program
Queues is a temporary holding place for programs or data
38

Managing tasks
This refers to the managing of tasks on how operating system delivers the jobs
on its specific time and allowable resources
User Interface
The user interface is the part of a program that connects the computer with a human
operator (user). There are also interfaces to connect programs, to connect devices, and to
connect programs to devices. It is the user-controllable part of the operating system that
allows user to communicate or interact with the computer system.
Command Driven Interface. It refers to programs and operating systems that

accept commands in the form of special words or letters. In contrast, programs
that allow the user to choose from a list of options in a menu are said to be
menu driven. Command-driven software is often more flexible than menudriven software, but it is more difficult to learn because it implies to learn the
command language. This language is a programming language through which a
user communicates with the operating system or an application. For example,
the DOS command language includes the commands DIR, COPY, and DEL, to
name a few. The part of an operating system that responds to operating system
commands is called the command processor. When the command prompt is
displayed, the command processor is waiting for a command. After a command
is entered the syntax is analyzed by the command processor to make sure the
command is valid, and then either the command is executed an error warning is
issued. Another term for command processor is command line interpreter.
Graphical User Interface (GUI) allows to enter commands by pointing and

clicking at objects that appear on the screen. It takes advantage of the
computer's graphics capabilities to make the program easier to use. Welldesigned graphical user interfaces can free the user from learning complex
command languages.
Basic Components of GUI
Pointer: A symbol that appears on the display screen and that moves to
select objects and commands. Usually, the pointer appears as a small
angled arrow. Text processing applications, however, use an I-beam pointer
that is shaped like a capital I. The pointer is controlled by a pointing device
such as a mouse, trackball, joysticks, touchpads, and light pens.
Icons: Small pictures that represent commands, files, or windows. By
moving the pointer to the icon and pressing a mouse button, one can
execute a command or convert the icon into a window. One can also move
the icons around the display screen as if they were real objects on the
desk.
Desktop: The area on the display screen where icons are grouped is often
referred to as the desktop because the icons are intended to represent real
objects on a real desktop.
39
Operating Systems
Windows: The user can divide the screen into different areas. In each
window, the user can run a different program or display a different
information. The user can move windows around the display screen, and
change their shape and size at will.
Menus: Most graphical user interfaces let the use execute commands by
selecting a choice from a menu.
Folders: Graphical representation of a directory.
Icon
Windows
Folder
Desktop
The first graphical user interface was designed by Xerox Corporation's Palo Alto
Research Center in the 1970s, but it was not until the 1980s and the emergence of the
Apple Macintosh that graphical user interfaces became popular. One reason for their
slow acceptance was the fact that they require considerable CPU power and a highquality monitor, which until recently were prohibitively expensive.
In addition to their visual components, graphical user interfaces also make it
easier to move data from one application to another. A true GUI includes standard
formats for representing text and graphics. Because the formats are well-defined,
different programs that run under a common GUI can share data. This makes it
possible, for example, to copy a graph created by a spreadsheet program into a
document created by a word processor ('copy-paste'). To do so, the operating system
implements a clipboard which is a special file or memory area (buffer) where data is
stored temporarily before being copied to another location.
The 'drag-and-drop' expression describes applications that allow the user to
drag objects to specific locations on the screen to perform actions on them. For
example, in the Macintosh environment or in Windows 95/98, one can drag a
document to the trashcan icon to delete it. When implemented well, drag-and-drop
functionality is both faster and more intuitive than alternatives, such as selecting
options from a menu or typing in commands.
40

Disk Operating System
DOS consists of an input/output system, a command processor and several utilities.
The utilities are individual program files found on DOS disk. While part of DOS, these files are
not needed often enough to make it necessary or practical to keep them in the computer's
RAM all the time. FORMAT.COM, the program that formats blank disks, is an example of a DOS
utility. Sometimes these utilities are called external commands (as opposed to internal
commands which are included as part of the file COMMAND.COM and remain resident in
memory at all times; e.g., DIR and COPY.
The command processor is also a file on the disk, but once read into the computer's
memory, it usually resides there. Some programs provide their own command processor, and
there are times when the command processor will be overwritten in memory by a program
and have to be reloaded when the program stops executing.
The input/output system consists of two files and a Read Only Memory (ROM) chip.
While the two files are on disks and are loaded into memory when the computer starts, they
are normally hidden from the users view and not available for changing.
Input/Output System
This most primitive of the DOS systems has two parts:
BIOS (Basic Input/Output System)
These are the fundamental routines that control the keyboard, video display
and other peripherals. The BIOS is comprised of a ROM on the computer's main
circuit board and the file IBMBIO.COM (or IO.SYS), one of the two hidden files
on your disk.
Operating System
This is the main file-handling system for the computer. Actually, two systems
exist: one for disk-based files and one for non-disk peripheral devices. They are
in hidden file IBMDOS.COM (or MSDOS.SYS). (IBMBIO and IBMDOS are IBM names;
MS-DOS uses IO.SYS and MSDOS.SYS.)
The two systems are necessary because non-disk peripherals demand their data as
strings of characters, while disks move information in large groups, known as blocks.
Command Processor
The command processor (COMMAND.COM on your disk) performs three tasks:
It handles critical interrupts. COMMAND.COM takes care of all demands for attention
by parts of the computer. The user typing the Control-Break program break command
is an example of an interrupt.
It handles critical errors. COMMAND.COM takes care of problems. For example, if the
disk drive door is left open during a disk operation COMMAND.COM is responsible for
the error message that could be seen.
It performs end-of-program housekeeping. COMMAND.COM takes care of making the
computer's memory available for other programs and reloading parts of itself if the
program wrote over them.
COMMAND.COM also places the C> prompt on the screen and interprets any command(s) one
might type. In short, the command processor tells the rest of DOS what to do.
41
Operating Systems
Simple DOS commands
1. Disk Directory. Make it possible to see a listing of what is on a disk. It comes with
several options (shown are the most useful, not all).
DIR d:filename.ext /p /w
DIR alone will show the complete directory. With the optional filename,
DIR will try to find just that file.
The /p option causes a pause when the screen fills.
The /w option yields a full 80-column display of just the filenames.
There are other options for sorting the listing and displaying the
contents of lower-level directories. Now what would happen when the user
types
DIR at the
prompt?
DIR tells you what files are on the disk, how big they are, and when
they were created. DIR also tells how many files total are in the list,
how much space those take and what free space remains.
2. CLS. Clears the screen and puts the cursor in the home (upper left) position.
3. VER. Shows the DOS version number on the video display. What is shown are the
one-digit version and two-digit revision: MS-DOS Version 6.00
4. VOL. d: Displays a volume label, if one exists. The label is a name that is given to
the disk when it was formatted. It is used for identification purposes. (The serial
number is put on the disk by the FORMAT utility.)
Volume in drive C is HANDBOOK
Volume Serial Number is 2C35-16F9
5. Date and Time these two commands show and/or set the system date and time.
Early computers relied on the user to set the DOS clock during the boot
process. In short order peripheral makers came out with clock cards that, with the
help of a battery, kept a clock going and, with the help of a program in
AUTOEXEC.BAT, loaded the time into DOS for the user during boot. New computers
have the clock built-in and do not require a program to load the time. If your clock
battery fails, the default values will be 1-1-80 for the date and 00:00:00.00 for time.
42

Now and again use will see files with a create date of 1/1/80; they were created on a
system where the clock has failed and DOS has used its default value.
For the DATE command the user can enter the date as month/day/year with
hyphens or slashes, i.e., 3/1/94 or 3-1-94 are acceptable dates. Do not enter the day
of the week, even though it shows on the screen. The computer will calculate it for
the user. A two digit year assumes dates between 1980 and 1999. In 2000 the user will
have to start putting in all four digits. The format for DATE is:
DATE <date>
On early computers the time setting required a 24-hour clock, i.e., any time
after noon had to have 12 added to it, for example 3:00 pm had to be entered as
15:00. While the TIME command will still respond to this type of time, you may not
also enter 3:00 pm and the computer is smart enough to know you mean 15:00.
The format for TIME is:
TIME <time>
On most computers these commands will change the permanent clock settings as well
as changing the date/time in DOS.
43
Operating Systems
44

Name: _________________________________ Time: ________________
True or False: Write True if the statement is correct and False if the statement is wrong.
Write your answer on the space provided before the number.
______
______
______
______
______
______
______
______
______
______
1.
2.
3.
4.
5.
6.
7.
8.
Windows incorporates a different view of the Internet Explorer.

File management is a category of file.
You can move file from the root directory to folders on the hard disk.
? is a character than can be used in naming your files.
Clicking the desktop icons using the mouse will launch the My Computer tools.
You create folder to help you better organize your work.
The Select and Do approach is used in any Windows based application.
You can send a copy of your file by right clicking the file you want to copy and
then choose Sent to 3 floppy A.
9. Dragging a file icon from one folder to another will delete a file.
10. Files that you delete from removable drives (flash drives) are not placed into
the Recycle Bin.
before the number.
______________________
______________________
1. This is done to check the integrity of the diskette.

2. These are pointers to files that let you quickly launch a
program or open a document.
______________________ 3. It lets you direct your files to a number of locations including
a diskette, an electronic mail address, or the World Wide
Web.
______________________ 4. This holds files and folders that have been deleted from the
PC.
______________________ 5. It contains your computers resources.
______________________ 6. The shortcut key to copy a file.
______________________ 7. You use this with your mouse to select a group of file that are
not located next to each other.
______________________ 8. It is the process of managing the work that you create and
store on hard disks and floppy diskettes.
______________________ 9. It is consists of computer instructions for performing a certain
task or for running an application program.
______________________ 10. It is the process of managing the storage areas in your
computer.
45
Operating Systems
46

Lesson Objective:
At the end of this topic, one has to:
1.
2.
3.
4.
Discuss the parts of the Windows 7 desktop

Discuss the parts of the Start menu.
Locate the Taskbar.
Restart and Turn off the computer properly
Windows 7
Windows 7 is the latest version of a series of Operating Systems that Microsoft has
produced for personal computers. It is the follow-up to Windows Vista Operating System
which was released in 2006. An operating system allows the computer to manage software
and perform essential tasks. It uses a Graphical User Interface (GUI) that allows users to
visually interact with computers functions in a logical, fun and easy way. Microsoft is
promoting that it has simplified the PC experience by making a lot of functions easier to use,
such as, better previewing on the Task Bar, instant searching for files or media and easy
sharing via Home Group networking. They also claim improved performance by supporting 64bit processing which is increasingly the standard in desktop PCs. In addition, Windows 7 is
designed to sleep and resume faster, use up less memory and recognize USB(Universal Serial
Bus) devices faster. There are also new possibilities with media streaming and touch screen
capabilities.
Windows 7 Desktop
47
MS Windows 7
Notification Area lockdown
In a bid towards a tidier and less noisy desktop, the Windows 7 Notification Area has been
significantly streamlined and locked down to prevent unwanted applications from interrupting
the user by default. Only four notification icons appear there in a stock Windows 7 install
(Action Center, Power, Network, and Volume--and when applications that add their own icons
are installed, those icons are hidden by default and their notifications are suppressed.
The Gadgets
Windows Gadgets appears directly on the desktop, and the aforementioned Peek feature will
help users get to them quickly and easily. You open the Add Gadgets window now by rightclicking the desktop and choosing Gadgets from the pop-up
menu.
The Start Menu
Gadgets
In Windows 7, you have much more control over the programs

and files that appear on the Start menu. The Start menu is
essentially a blank slate that you can organize and customize to
suit your preferences.
Jump Lists
Windows 7
introduces Jump Lists for both the Start
menu and the taskbar. Jump Lists are lists
of recent items, such as files, folders, or
websites, organized by the program that
is used to open them. In addition to being
able to open recent items using a Jump
List, the user can also pin favorite items
to a Jump List, so that he/she can easily
access the programs he/she uses every
day.
The same items appear in a program's Jump List on the Start menu and on the taskbar
By default, no programs or files are pinned to the Start menu to begin with. After opening a
48

program or an item for the first time, it will appear in the Start menu, but it can be removed
it, or you can be pinned to the Start menu so that it always appears there. One can also
adjust the number of shortcuts that appear in the Start menu so that it doesnt get too large.
Using Jump Lists to open programs and items
Jump Lists are lists of recently opened items, such as
files, folders, or websites, organized by the program that
the user employs to open them. The user can utilize a
Jump List to open items, and can also pin favorites to a
Jump List, so you can quickly get to the items that
he/she use every day.
Jump Lists on the Start menu give you quick access to the
things used most often.
Pinning an item to the Jump

List on the Start menu
To view the Jump List for a program
Click Start, point to a pinned program or to a recently used program near the top of
the Start menu, and then point to or click the arrow next to the program.
To open an item
Click Start, point to a pinned program or to a recently used program near the top of
the Start menu to open the program's Jump List, and then click the item.
To pin an item to a Jump List

1. Click Start, and then open the program's Jump List.
2. Point to the item, click the pushpin icon, and then click Pin to this list.
To unpin an item
1. Click Start, and then open the Jump List for the program.
2. Point to the item, click the pushpin icon, and then click Unpin from this list.
Note The next time you open an item that you have unpinned, it might reappear in the Jump
List. To remove an item from the list, right-click the item, and then click Remove from this
list.
49
MS Windows 7
Libraries
In Windows 7, libraries can also be used to organize and access files by type, regardless of
where they are stored. A library gathers files from different locations and displays them as a
single collection, without moving them from where theyre stored. There are four default
libraries (Documents, Music, Pictures, and Videos), but onr can create new libraries for other
collections. The Documents, Music, and Pictures libraries appear on the Start menu by
default. Like other items on the Start menu, one can add or remove libraries, or customize
their appearance.
Search
The Start menu includes a search box that you can be used to find files, folders, programs,
and e-mail messages stored on the computer. When the user starts typing a word or phrase in
the search box, the search begins automatically, and the search results temporarily fill the
Start menu space above the search box.
The search results are organized into groups, depending on what kind of item each result is
and where it's located on the computer. For example, one might see your search results
grouped by Programs, by Control Panel tasks, by library (such as Documents or Pictures), and
by Files. The top search resultsbut not all matchesfor each group are displayed under a
group heading. The user can click an individual result to open that program or file, or he/she
can click a group heading to see the complete list of search results for
that group in Windows Explorer.
Taskbar
The taskbar is now more convenient to use with larger views and easier
access.
Jump Lists allow the user to right click on an icon in the taskbar
and immediately access items like music, videos or web pages
that can be used on a regular basis.
Pin allows to place programs on the taskbar and rearrange the
order of the icons as wished.
Action Center allows user to control the alerts and pop-ups
receive received regarding maintenance and security.
The Taskbar View

When multiple windows are open in a program, the icon
will look "stacked" on the Taskbar.
50
The Taskbar

Power Button Options
The Shut down button appears in the lower-right corner of the Start menu. When the user
clicks Shut down, the computer closes all open programs and shuts down the computer. The
user can choose to have this button perform a different action, such as putting the computer
into sleep mode or allowing a different user to log on.
Turning off your computer properly
When one is finished using the computer, it is important to turn it off properlynot only to
save energy, but also to help keep the computer more secure and to ensure that the data is
saved. There are three ways to turn off the computer: pressing the computer's power button,
using the Shut down button (sometimes called the Power button)
on the Start menu, and, if in case of a laptop, closing the lid.
Use the Shut down button on the Start menu
To turn off your computer using the Start menu, click the Start
button , and then, in the lower-right corner of the Start menu,
click Shut down.
When the user clicks Shut down, the computer closes all open
programs, along with Windows itself, and then completely turns
off the computer and display. Shutting down does not save the
work, so the user must save your files first.
To change the Shut down button settings
By default, the Shut down button shuts down the computer. But it can be changed when you
that button is clicked.
1. Open Taskbar and Start Menu Properties by clicking the Start button
, clicking
Control Panel, clicking Appearance and Personalization, and then clicking Taskbar and
Start Menu.
2. Click the Start Menu tab.
3. In the Power button action list, click an item, and then click OK.
Note If you are connected to a network domain, it is possible that settings made by your
network administrator (Group Policy settings) will prevent you from completing the previous
steps.
There's one other form that the Shut down button can take. If you have set your computer to
receive automatic updates, and the updates are ready to be installed, the Shut down button
will look like this:
51
MS Windows 7
The Shut down button (install updates and shut down)
In this case, when you click the Shut down button, Windows installs the updates and then
shuts down your computer.
Note Starting your computer after it has been shut down takes longer than waking your
computer from sleep.
Using sleep
The computer can be put to sleep mode instead of shut down mode. When the computer is
asleep, the display turns off and often the computer's fan stops. Usually, a light on the
outside of your computer case blinks or turns yellow to indicate that the computer is asleep.
The whole process takes only a few seconds.
Because Windows will remember what the user is doing, there is no need to close the
programs and files before putting the computer into sleep mode. But it's always a good idea
to save the work before putting the computer into any low-power mode. The next time the
computer is turned on(and entered password, if required), the screen will look exactly as it
did when it was turned off.
To wake the computer up, press the power button on the computer case. Because ther is no
need to wait for Windows to start, the computer wakes up within seconds and it can resume
work almost immediately.
Note When your computer is asleep, it uses a very small amount of power to maintain your
work in its memory. If you're using a laptop, don't worrythe battery won't be drained. After
the computer has been sleeping for several hours, or if the battery is running low, your work
is saved to the hard disk, and then your computer turns off completely, drawing no power.
When to shut down

Even though putting the computer into sleep mode is the fastest way to turn it off and the
best option for resuming work quickly, there are certain times when there is a need to shut
down:
52
When the user is adding or upgrading the hardware inside your computersuch as
installing memory, a disk drive, a sound card, or a video card. Shut down the
computer, and then disconnect it from its power source before proceeding with the
upgrade.
When the user is adding a printer, monitor, external drive, or other hardware device
that doesn't connect to a USB or IEEE 1394 port on your computer. Shut down the
computer before connecting the device.

Name: _________________________________ Time: _________________________________
Concepts Review:
True/False: Write True if the statement is correct and False if the statement is wrong.
___________
___________
___________
___________
___________
___________
___________
___________
___________
___________
1. Windows 7 is the follow-up to the Windows XP Operating System.

2. You open the Add Gadgets window now by right-clicking the desktop and
choosing Gadgets from the pop-up menu.
3. By default, no programs or files are pinned to the Start menu to begin
with.
4. The Documents, Music, and Pictures libraries appear on the Start menu by
default.
5. Only three notification icons appear there in a stock Windows 7.
6. Taskbar icon is stacked when there is more than one window open.
7. When you click Shut down, your computer closes all open programs, along
with Windows itself.
8. Starting your computer after it has been shut down takes longer than
waking your computer from sleep.
9. When your computer is hibernated, it uses a very small amount of power to
maintain your work in its memory.
10. There are five default libraries.
Identification: Identify the statements below. Write your answer on the space before the
number.
___________________
___________________
___________________
___________________
___________________
___________________
___________________
___________________
___________________
___________________
1. The latest version of operating system that allows your computer

to manage software and perform essential tasks
2. A blank slate that you can organize and customize to suit your
preferences.
3. It gathers files from different locations and displays them as a
single collection.
4. It appears in the lower-right corner of the Start menu.
5. This allows you to place programs on the taskbar and rearrange
the order of the icons as you wish.
6. These are lists of recently opened items, such as files, folders, or
websites, organized by the program that you use to open them.
7. This allows you to control the alerts and pop-ups you receive
regarding maintenance and security.
8. It appears directly on the desktop, and the aforementioned Peek
feature will help users get to them quickly and easily.
9. You can use this to find files, folders, programs, and e-mail
messages stored on your computer.
10. A term called when a light on the outside of your computer case
blinks or turns yellow.
53
MS Windows 7
Name: _________________________________ Time: _________________________________
Skills Review:
Instruction(Practical Exam)
1. Identify by pointing the following (one point each)
a. Start menu
b. Taskbar
c. Power button options
d. Gadgets
e. Notification Area
2. Click the Start button and open a program using Jump list.
3. Click the Start button, open the programs Jump list and
click the pushpin icon.
4. Shut down your computer properly
Total
54
Pt.
5
4
3
3
15
Assessment

Lesson Objective:
At the end of this topic, one has to know how to:
1.
2.
3.
4.
5.
6.
7.
Launch programs from the Start menu

Identify the parts of the windows
Move a window using the Title bar
Change the size of the window
Use and understand the function of the Minimize, Maximize, and Restore buttons
Switch between windows
Tile and cascade windows
Exploring Programs
The Windows 7 Start menu provides the starting point for almost all the applications.
Just click on the Start button and the Start menu will be seen.
55
MS Windows 7
The Start menu is divided into two columns. It allows the user to open/start a program, open
a document, change a Windows setting, find a file, display support information, and so on.
The left column of the Start menu is separated into two lists: pinned items above the
separator line and most frequently used items below.
The pinned items remain on the Start menu while the most frequently used items change as
programs are used. Windows 7 keeps track of which programs are used and these are
displayed on the Start menu for easy access.
The right column of the Start menu provides easy access to folders, games, control panel,
devices and printers, help, and shut down functionality. The top right side of the Start menu
indicates who is currently using the computer (displayed the name).
The bottom of the start menu contain instant search box, which allows the user to search the
Start menu to find programs and other Windows items, such as Internet favorites, history,
files, contacts, e-mail messages, and so on.
As the user types, the Windows 7 Start menu shows the possible results organized by type
with the number of matches.
Working with windows

Whenever the user opens a program, file, or folder, it appears on the screen in a box or frame
called a window. Because windows may be everywhere in Windows, it is important to
understand how to move them, change their size, or just make them go away.
Parts of a window
Although the contents of every window may be different, all windows share some things in
common. For one thing, windows always appear on the desktopthe main work area of the
screen. In addition, most windows have the same basic parts.
56

Parts of a typical window
Title bar. Displays the name of the document and program (or the folder name if you're
working in a folder).
Minimize, Maximize, and Close buttons. These buttons hide the window, enlarge it to
fill the whole screen, and close it, respectively.
Menu bar. Contains items that can be clicked to make choices in a program..
Scroll bar. Lets the user scroll the contents of the window to see information that is
currently out of view.
Borders and corners. These can be dragged with the use of mouse pointer to change the
size of the window.
Note: Other windows might have additional buttons, boxes, or bars. But they'll usually have
the basic parts, too.
Moving a window
To move a window, point to its title bar with the mouse pointer
. Then drag the window to
the selected location. (Dragging means pointing to an item, holding down the mouse button,
moving the item with the pointer, and then releasing the mouse button.)
Changing the size of a window
To make a window fill the entire screen, click its Maximize button
the window's title bar.
or double-click
To return a maximized window to its former size, click its Restore button
appears in place of the Maximize button). Or, double-click the window's title bar.
To resize a window (make it smaller or bigger), point to any of the window's borders or
corners. When the mouse pointer changes to a two-headed arrow (see picture below),
drag the border or corner to shrink or enlarge the window.
(this
Drag a window's border or corner to resize it

A window that is maximized cannot be resized. You must restore it to its previous size first.
57
MS Windows 7
Note: Although most windows can be maximized and resized, there are some windows that
are fixed in size, such as dialog boxes.
Hiding a window
Hiding a window is called minimizing it. If the user wants to get a window out of the way
temporarily without closing it, minimize it.
To minimize a window, click its Minimize button
. The window disappears from the
desktop and is visible only as a button on the taskbar, the long horizontal bar at the bottom
of the screen.
Taskbar button
To make a minimized window appear again on the desktop, click its taskbar button. The
window appears exactly as it did before it is minimized it.
Closing a window
Closing a window removes it from the desktop and taskbar. If you're done with a program or
document and don't need to return to it right away, close it.
To close a window, click its Close button
Note If a document is closed without saving any changes you made, a message appears that
gives the option to save the changes.
Switching between windows
If more than one program or document are opened, the desktop can quickly become cluttered
with windows. Keeping track of which windows have been opened is not always easy, because
some windows might partially or completely cover others.
Using the taskbar. The taskbar provides a way to organize all of the windows. Each window
has a corresponding button on the taskbar. To switch to another window, just click its taskbar
button. The window appears in front of all other windows, becoming the active windowthe
one currently being worked on. To easily identify a window, point to its taskbar button.
When the user points to a taskbar button, there will be a thumbnail-sized preview of the
window, whether the content of the window is a document, a photo, or even a running video.
This preview is especially useful if the user cannot identify a window by its title alone.
58
Pointing to a window's taskbar button displays a preview of the window

Note: To see thumbnail previews, your computer must support Aero.
Using Alt+Tab. The user can switch to the previous window by pressing Alt+Tab, or cycle
through all open windows and the desktop by holding down Alt and repeatedly pressing Tab.
Release Alt to show the selected window.
Using Aero Flip 3D. Aero Flip 3D arranges the windows in a three-dimensional stack that you
can be flipped through quickly. To use Flip 3D:
1. Hold down the Windows logo key
and press Tab to open Flip 3D.
2. While holding down the Windows logo key, press Tab repeatedly or rotate the mouse
wheel to cycle through open windows. You can also press Right Arrow or Down Arrow to
cycle forward one window, or press Left Arrow or Up Arrow to cycle backward one
window.
3. Release the Windows logo key to display the frontmost window in the stack. Or, click
any part of any window in the stack to display that window.
Aero Flip 3D
59
MS Windows 7
Tip Flip 3D is part of the Aero desktop experience. If the computer does not support Aero,
the user can view the open programs and windows on the computer by pressing Alt+Tab. To
cycle through the open windows, the user can press the Tab key, press the arrow keys, or use
the mouse.
Arranging windows automatically
Windows can automatically be arranged them in one of three ways: cascading, vertically
stacked, or side by side.
Arrange windows in a cascade (left), vertical stack (center), or side-by-side pattern (right)
To choose one of these options, open some windows on the desktop, then right-click an
empty area of the taskbar and click Cascade windows, Show windows stacked, or Show
windows side by side.
Arranging windows using Snap
Snap will automatically resize the windows when it is moved, or snapped, them to the edge of
the screen. Snap can be used to arrange windows side by side, expand windows vertically, or
maximize a window.
To arrange windows side by side
1. Drag the title bar of a window to the left or right side of the screen until an outline of
the expanded window appears.
2. Release the mouse to expand the window.
3. Repeat steps 1 and 2 with another window to arrange the windows side by side.
60
Drag a window to the side of the desktop to expand it to half of the screen
To expand a window vertically
1. Point to the top or bottom edge of an open window until the pointer changes into a
double-headed arrow .
2. Drag the edge of the window to the top or bottom of the screen to expand the window
to the entire height of the desktop. The width of the window doesn't change.
61
MS Windows 7
Drag the top or bottom of a window to expand it vertically

To maximize a window
1. Drag the title bar of the window to the top of the screen. The window's outline expands
to fill the screen.
2. Release the window to expand it to fill the entire desktop.
62
Drag a window to the top of the desktop to fully expand it

Dialog boxes
A dialog box is a special type of window that asks the user a question, allows the user to
select options to perform a task, or provides the user with information. Dialog boxes are often
seen when a program or Windows needs a response from you before it can continue.
Unlike regular windows, most dialog boxes cannot be maximized, minimized, or resized. They
can, however, be moved.
63
MS Windows 7
A dialog box appears if you exit a program without saving your work
Minimize all your open windows and show the desktop
To see the desktop without closing the open windows, minimize all of the windows at once by
clicking the Show desktop button next to the notification area at the end of the taskbar.
The user can also temporarily preview or "peek at" the desktop by just pointing the mouse to
the Show desktop button. The open windows are not minimized, but they fade from view to
reveal the desktop. To show the windows again, just move the mouse away from the Show
desktop button.
Quickly preview the desktop using Aero

Peek
64

Name: _________________________________ Time: _________________________________
Concepts Review:
___________
1. Start Menu enables you to do work on the computer.
___________
2. Scroll bar lets you scroll the contents of the window to see information
that is currently out of view.
___________
3. Title bar contains items that you can click to make choices in a program.
___________
4. Dragging means pointing to an item, holding down the mouse button,

moving the item with the pointer, and then releasing the mouse button.)
___________
5. Hiding a window is called minimizing it.
___________
6.
___________
7. You can size a window even if its been maximized.
___________
8.
___________
9. Snap will automatically resize your windows when you move, or snap,
them to the edge of the screen.
___________
10. ALT+TAB allows you to switch between windows.
You cannot resize a dialog box.
Aero Flip is available to all versions of Windows operating system.
number.
___________________
1.
It allows you to open/start a program, open a document, change

a Windows setting, find a file, display support information
___________________
2.
It provides a way to organize all of your windows.
___________________
3.
___________________
4.
These buttons hide the window, enlarge it to fill the whole

screen, and close it, respectively.
A special type of window that asks the user a question, allows
the user to select options to perform a task, or provides the user
with information.
___________________
5.
Arranges the windows in a three-dimensional stack that you can

be flipped through quickly.
65
MS Windows 7
Name: _________________________________ Time: _________________________________

Skills Review:
Open the Calculator on your computer.
Close the Calculator
Launch Internet Explorer using Search option
Close Internet Explore
Open Notepad.
Move a window using the Title bar
Click and drag to resize a window
Minimizing, maximizing, and restoring windows
Open several application and tile and cascade windows
Switch between windows using any method
Pt.
3
3
3
3
3
3
3
3
3
3
Total
66
30
Assessment

Lesson Objectives:
1.
2.
3.
4.
5.
Navigate the control panel

Set the time and date
Personalize the desktop through themes, desktop backgrounds, and screen savers
Adjust the screen resolution
Customize the taskbar
Introduction to the Control Panel

One needs not be a computer genius to use Windows 7, but knowledge of how to set up
basic features and functions, will do a lot more. Windows 7 makes this easier with the
Control Panel. The Control Panel features a number of tools that will help the user
control almost everything specifically how Windows 7 looks and works. But first one must
learn how to access the Control Panel.
To open the Control Panel from the Start Menu:

1. Click Start (the Windows logo located at the lower left of the screen).
2. Click Control Panel.
67
MS Windows 7
Navigate the Control Panel
A frequent user of Windows XP will notice that the Control Panel in Windows 7 looks
similar to that of Windows XP.
Like Windows XP, the Control Panel in Windows 7 is divided into Categories. If a Category
is clicked, the window presents a List of Tasks and other related Control Panel tools.
The upper right of the window, has a search bar which provides a list of related
categories, tools and tasks when a word or a phrase is entered on it. For example, when
the user type the word wallpaper, the Control Panel window will display the
Personalization tool and the tasks Change desktop background, Change screen saver,
and Get more themes online.
The Control Panel provides multiple ways to change the settings of Windows, thereby
making it more user-friendly. However, like Windows XP, the Control Panel in Windows 7
does not provide access to every available Control Panel tools it only provides access
to the most commonly used tools.
To access ALL of the Control Panel tools, switch to Large icons or Small icons view.
To change the Control Panels view:
1. Click the drop-down list next to View by:
2. Select either Large icons or Small icons to view all Control Panel tools.
Set the Time and Date

Time and Date is located on the lower-right of the screen. A frequent user of Windows
XP will notice that both time and date is displayed in Windows 7.
To change the time and date:
1. Open the Control Panel from the Start Menu.
68

2.
3.
4.
5.
6.
7.
8.
Select Clock, Language, and Region.

Under Date and Time, click Set the time and date.
Click Change date and time button from the Date and Time window.
Use the calendar to set the date.
Use the arrows to adjust the time or enter the correct time directly.
Click OK from the Date and Time Settings window to apply the changes.
Click OK from the Date and Time window to close the window.
OR
1. Click the Time and Date from the taskbar.
2. Click Change date and time settings below the calendar and clock.
3. Follow above steps 4 8.
Changing the Theme

A theme is a combination of images, window colors, and sounds on the computer.
Hence, changing the computers theme will also change the desktop background,
window color, sounds, and screen saver all at once.
To change the theme:
2. Under Appearance and Personalization, select Change the theme.
69
MS Windows 7
3. Click a theme from the available themes to apply the changes.
4. Close the Personalization window.
OR
1.
2.
3.
4.
Right-click your desktop.

From the drop-down list choose Personalize.
Click a theme from the available themes to apply the changes.
Close the Personalization window.
Changing the Desktop Background

Desktop background, also called wallpaper, is the image that appears on the desktop.
Unlike previous versions of Windows, Windows 7 you can display a slide show of pictures
as the desktop background. Windows 7 comes with many desktop background choices.
To change the desktop background:
2. Under Appearance and Personalization, select Change the desktop background.
3. Choose from the available images. Use the drop-down list and Browse button to
locate other images.
4. Click Save changes to apply the chosen desktop background.
OR
1. Right-click your desktop.
2. From the drop-down list choose Personalize.
70

3. Click Desktop Background.
4. Choose from the available images. Use the drop-down list and Browse button to
locate other images.
5. Click Save changes to apply the chosen desktop background.
Changing the Screen Saver

In the early days of computing, screen savers helped prevent images from being burned
into the monitor. Now, screen savers entertain users, provide some privacy, and enhance
work or home environment. One can choose from the default screen savers of Windows 7
or download from the web.
To change the screen saver:
1.
2.
3.
4.
Open the Control Panel from the Start Menu.

Click Appearance and Personalization.
Under Personalization, select Change screen saver.
Use the drop-down list from the Screen Saver Settings window to select a screen
saver.
5. Click OK to apply the selected screen saver and close the Screen Saver Settings
window.
6. Close the Appearance and Personalization window.
OR
71
MS Windows 7
1.
2.
3.
4.

From the drop-down list choose Personalize.
Click Screen Saver.
Follow above steps 4 6.
Adjusting the Screen Resolution

Screen resolution refers to the clearness of the objects displayed on the screen. The
higher the screen resolution, the sharper the objects appear. The screen resolution
depends on the size of the monitor and the type of Video Graphics Adapter installed in
your computer.
To adjust the screen resolution:
1.
2.
3.
4.
5.
6.
7.
8.
72

Under Display, select Adjust screen resolution.
Click the drop-down list next to Resolution.
Move the slider to adjust the resolution.
Click Apply to preview the selected screen resolution.
Select Keep changes to apply the selected screen resolution.
Click OK to close the Screen Resolution window.

OR
1.
2.
3.
4.

From the drop-down list choose Screen Resolution.
Click Screen Saver.
Follow above steps 4 8.
Customizing the Taskbar

The taskbar is the long horizontal bar usually located at the bottom of the screen. It
displays the running programs or files and helps you to easily switch between them.
To customize the Taskbar:
1.
2.
3.
4.

Select Taskbar and Start Menu.
Use the checkboxes and drop-down lists from Taskbar and Start Menu Properties
window to customize its appearance.
5. Click OK to apply the changes.
OR
1. Right-click the taskbar and choose Properties.
2. Use the checkboxes and drop-down lists from Taskbar and Start Menu Properties
window to customize its appearance.
3. Click OK to apply the changes.
73
MS Windows 7
74

Name:_______________________________ Time:_________________________________
Concepts Review:
__________ 1. The Control Panel in Windows 7 looks very different from that of Windows
XP.
__________ 2. Desktop background is also called screen saver.
__________ 3. The Start Menu is divided into categories.
__________ 4. The screen saver helps prevent image from being burned into the monitor.
__________ 5. Setting time and date is one of common Control Panel tools.
__________ 6. Objects appear clearer in low screen resolutions.
__________ 7. The Taskbar and Start Menu Properties window contains the Toolbar tab.
__________ 8. You can display a slide show of pictures as your desktop background in
Windows 7.
__________ 9. Taskbar cannot be automatically hidden.
__________ 10. Changing your computers theme will also change the desktop background,
window color, sounds, and screen saver all at once
number.
_________________ 1. It helps you control how Windows looks and works.
_________________ 2. A combination of images, window colors, and sounds on your
computer.
_________________ 3. The image that appears on your desktop.
_________________ 4. Three views of the control panel.
_________________ 5.
_________________ 6.
_________________ 7. The category needed to change the wallpaper.
_________________ 8. The long horizontal bar usually located at the bottom of your screen.
_________________ 9. The screen resolution depends on the following:
_________________ 10.
75
MS Windows 7
Name:_______________________________ Time:_________________________________
Skills Review:
Instruction (Practical Exam)
Pts.
Assessment
Write the category for the following:
2 each
Date and Time __________________________________
Time Zone
__________________________________
Theme
__________________________________
Screen Saver __________________________________
Wallpaper
__________________________________
Adjust the date and time to July 14, 1986 6:30 a.m.
Set the time zone to Melbourne
Change the theme to Windows Classic
Modify the screen saver to Bubbles
Set your own picture as desktop background
(Ask your teacher to assess your work before proceeding
to the next instruction)
Change to previous setting
Total
76
3
3
3
3
3
3
30

Lesson Objective:
At the end of the topic, one has to know how to:
1.
2.
3.
4.
Create a file
Create a folder
Manipulate drives
Manipulate libraries
Files, Folders and Libraries

Files are collections of information. In fact, almost all of the information stored in a
computer is stored in a file. There are many different types of files, including operating
system files, program files, and the users own files.
Different types of files store different types of information. Each file is given a filename
and has a filename extension that identifies the file type. (The filename and filename
extension are separated by a period.) For example, a document created using WordPad
might have the file name, letter to John.docx.
Some common file name extensions are:
docx: Word document

txt: Notepad text file
eml: Email file
xlsx: Excel spreadsheet
htm or html: HTML file (web page)
pptx : PowerPoint presentation
accdb : Access database
Creating, Renaming, and Deleting Files

With Windows 7, one can create a file using different programs such as WordPad or
Notepad.
To create a file using Notepad:
Click Start.
Choose All Programs Accessories Notepad.
Notepad opens.
Type, "This is my new document."
Choose File Save from the menu bar (Ctrl + S).
The Save As dialog box appears.
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MS Windows 7
Save your file to the desktop.

Name your document new document.
In the Save as type drop down box, be sure your document is saved as a text
document.
Click Save. Your file is now saved to the desktop.
Once you have created a file, you can rename it.

To rename a file:
78
Locate your file (in this case, the file is located on the desktop).
Right-click the file icon.
Choose Rename.
The filename is highlighted in blue, ready to be retyped.
Type a new name and press Enter.
The file is renamed.
You can also delete files.

To delete a file:
Locate your file (in this case, the file is located on the desktop).
Right-click the file icon.
Choose Delete.
A Delete File dialog box appears asking you if you are sure you want to send the
file to the Recycle Bin.
Choose Yes.
The file is moved to the Recycle Bin.
Get in the habit of periodically saving changes to documents your working in case of
power outages or other problems.
Folder
As a user who has just started using Windows 7, you may only create a few files. Over
time, you will create MANY files. To keep your files organized folders can be created.
Creating, Renaming, and Deleting Folders
To create a new folder in the desktop:
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MS Windows 7
Right- click your mouse on the empty space of your desktop. From the shortcut
menu choose New Folder
A new folder icon will appear, its name highlighted, prompting you to type the
name of the new folder
Type MYNEWFOLDER
At times, users want to create a folder within a folder. To do so,
Double-click the target folder, in our case MYNEWFOLDER

Windows explorer will open to show the content of the folder, which as of now, is
empty.
Just below the menu bar, click the New Folder Button.
A New folder will appear. Name it MYSECOND.
To Rename a folder:
Locate your folder.

Right-click the folder icon.
Choose Rename.
The folder name is highlighted in blue, ready to be retyped.
Type a new name and press Enter.
To delete a folder:
80
Locate your folder.

Right-click the folder icon.
Choose Delete.
A Confirm Folder Delete dialog box appears asking you if you are sure you want
to send the file to the Recycle Bin.
Choose Yes.
The folder is moved to the Recycle Bin.

Drive
A drive, or disk drive, is hardware on which files and folders can be stored. Disk drives
are assigned a letter.
Your hard drive (the drive inside your computer) is known as the (C:) drive.
Your floppy disk drive is known as the (A:) drive.
If your computer has a CD ROM drive, it is usually called (D:)
Choose where to save your files during the Save As process. Most computer users store their
files on the (C:) drive.
Working with libraries

In previous versions of Windows, managing files meant organizing them in different locations
called folders. In this version of Windows, libraries can also be used to organize and access
files regardless of where they're stored.
Located just below Favorites when Windows Explorer is clicked, Windows 7 libraries is where
to go to manage documents, music, pictures, and other files physically located in various
directories. Users can browse their files the same way they would in a folder, conveniently in
one location without moving the files physically from where they're stored
Here are some things you can do with libraries:
Create a new library. There are four default libraries (Documents, Music, Pictures,
and Videos), but you can create new libraries for other collections.
Arrange items by folder, date, and other properties. Items in a library can be
arranged in different ways using the Arrange by menu, located in the library pane
(above the file list) in any open library. For example, you can arrange your Music
library by Artist to quickly find a song by a particular artist.
Include or remove a folder. Libraries gather content from included folders, or library
locations.
Change the default save location. The default save location determines where an
item is stored when it is copied, moved, or saved to the library.
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MS Windows 7
82

Name: _________________________________ Time: _________________________________
Concepts Review:
___________
1. Different types of files store different types of information.
___________
2. docx is an excel spreadsheet.
___________
3. WordPad and Notepad are application programs within Windows 7
___________
4. Ctrl + S is a shortcut to open a file.
___________
5. My Documents is a folder in Windows 7
___________
6. File-New-Folder allows you to create a new folder.
___________
7. Once a folder is created you cannot change its name.
___________
8. Your hard drive is known as the (A:) drive.
___________
9. Deleted files are moved to the Recycle bin.
___________
10. .htm is a valid extension name.
number.
___________________
1. Collection of information.
___________________
2. File name extension for a PowerPoint presentation.
___________________
3. Files are organized into ______.
___________________
4. It allows access to files/folders in different locations
___________________
5. Color of highlight indicating a folder can be given a new name.
___________________
6. The CD ROM drive is usually called as ___
___________________
7. Disk drives are usually assigned a ____
___________________
8. Libraries are located just below this.
___________________
9. It separates filenames and file name extensions
___________________
10. Number of default libraries
83
MS Windows 7
Name: _________________________________ Time: _________________________________
Skills Review:
Create a new file in Notepad and name it Things To Do List.
Pt.
5
Save it on your desktop.
Create a new library and call it PROJECTS
Total
84
15
Assessment

Lesson Objective:
1.
2.
3.
4.
5.
Discuss the different Libraries, Windows Explorer, and My Computer

Navigate between files, folders, and drives
Move files and folders
Copy files and folders
Select more than one file or folder
Using libraries to access your files and folders

When it comes to getting organized, one does not need to start from scratch. He/She can use
libraries, a feature new to this version of Windows, to access files and folders, and arrange
them in different ways. Here is a list of the four default libraries and what they are typically
used for:
Documents library. Use this library to organize and arrange word-processing documents,
spreadsheets, presentations, and other text-related files.
By default, files that a user moves, copies, or saves to the Documents library
are stored in the My Documents folder.
Pictures library. Use this library to organize and arrange digital pictures, whether from
the camera, scanner, or in e-mail from other people.
By default, files that a user moves, copies, or saves to the Pictures library are
stored in the My Pictures folder.
Music library. Use this library to organize and arrange digital music, such as songs that
are ripedp from an audio CD or are downloaded from the Internet.
By default, files that a user moves, copies, or saves to the Music library are
stored in the My Music folder.
Videos library. Use this library to organize and arrange videos, such as clips from digital
camera or camcorder, or video files that are downloaded from the Internet
By default, files that a user moves, copies, or saves to the Videos library are
stored in the My Videos folder.
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MS Windows 7
To open the Documents, Pictures, or Music libraries, click the Start button
click Documents, Pictures, or Music.
, and then
You can open common libraries from the Start menu
Exploring Windows Explorer

Windows Explorer is an application that displays the contents of hard drives and
folders. It is used to navigate all the folders and files on the computer.
This makes Windows Explorer a file manager application.
With Windows 7, user can still open the Documents
folder, but he/she can also launch Windows Explorer in
and of itself. In fact, Windows Explorer is one of the
default icons in the new taskbar; click the taskbar icon
to open Windows Explorer. (You can also launch
Explorer by opening the Start menu and selecting All Programs, Accessories, Windows
Explorer.)
When the user launches Windows Explorer, it opens to the new Library viewthat is, a
view of Windows 7s four default libraries (Documents, Music, Pictures, and Videos).
The easiest ways to navigate with Windows Explorer are to use the Favorites and
Computer sections in the navigation pane. The Favorites section lets the user go directly to
favorite folders (by default, these include Recently Changed, Public, Desktop, Downloads,
Network, and Recent Places, although you can customize this favorites list), while the
Computer section lets the user drill down through all the drives and folders and subfolders on
the computer system. Click an arrow next to a selection to expand that selection in the
navigation pane; click any item to display the contents of that device or folder in the details
pane of the Explorer Window.
86
Above the navigation and details panes is a context-sensitive toolbar. The contents of
the toolbar change depending on what have been selected in the navigation pane. For
example, select Computer in the navigation pane and the toolbar displays options for
Organize, System Properties, Uninstall or Change a Program, Map Network Drive, and Open
Control Panel; select the Documents item and the toolbar displays options for Organize, Share
With, Burn, and New Folder.
Copying and moving files and folders

Occasionally, the user might want to change where files are stored on the computer.
The user might might want to move files to a different folder, for example, or copy them to
removable media (such as CDs or memory cards) to share with another person.
Most people copy and move files using a method called drag and drop.
Start by opening the folder that contains the file or folder you want to move.
Then, open the folder where you want to move it to in a different window.
Position the windows side by side on the desktop so that you can see the
contents of both.
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MS Windows 7
Next, drag the file or folder from the first folder to the second folder. That's
all there is to it.
To copy or move a file, drag it from one window to another

When using the drag-and-drop method, it can be noticed that sometimes the file or
folder is copied, and at other times it's moved. If dragging an item between two folders that
are stored on the same hard disk is done, then the item is moved so that two copies of the
same file or folder are not created in the same location. If the user drag the item to a folder
that's in a different location (such as a network location) or to removable media like a CD,
then the item is copied.
Tips
The easiest way to arrange two windows on the desktop is to use Snap.
If you copy or move a file or folder to a library, it will be stored in the

library's default save location.
Another way to copy or move a file is to drag it from the file list to a
folder or library in the navigation pane so you don't need to open two
separate windows.
Creating and deleting files

The most common way to create new files is by using a program. For example, one can
create a text document in a word-processing program or a movie file in a video-editing
88

program.
Some programs create a file as soon as they were opened. When WordPad is opened,
for example, it starts with a blank page. This represents an empty (and unsaved) file. Start
typing, and when ready, save the work by clicking the Save button
. In the dialog box that
appears, type a file name that will help find the file again in the future, and then click Save.
By default, most programs save files in common folders like My Documents and My
Pictures, which makes it easy to find the files again next time.
When a file is no longer needed, it can be removed from the computer to save space
and to keep the computer from getting cluttered with unwanted files. To delete a file, open
the folder or library that contains the file, and then select the file. Press Delete on the
keyboard and then, in the Delete File dialog box, click Yes.
When a file is deleted, it is temporarily stored in the Recycle Bin. Think of the Recycle
Bin as a safety net that allows the user to recover files or folders that might have accidentally
been deleted. Occasionally, the user should empty the Recycle Bin to reclaim all of the hard
disk space being used by the unwanted files.
Opening an existing file

To open a file, double-click it. The file will usually open in the program that has been
used to create or change it. For example, a text file will open in the word-processing
program.
That is not always the case, though. Double-clicking a picture file, for example, will
usually open a picture viewer. To change the picture, the user needs to use a different
program. Right-click the file, click Open with, and then click the name of the program that
you want to use.
Selecting More Than One File Or Folder

The user may need to copy or move multiple files and folders.
To copy or move more than one file or folder:
Hold down the Ctrl key and click to select the files or folders you want to move
or copy.
The files or folders darken as they are selected.
Copy or move the file or folder using one of the methods explained on the
previous pages.
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MS Windows 7
To select a consecutive group of files, click the first file, press and hold down the Shift
key, and click the last file. All of the files will be selected.
Viewing and arranging files and folders

When a folder or library is opened, the files appearance in the window can be
changed. For example, the user might prefer larger (or smaller) icons or a view that lets
him/her see different kinds of information about each file. To make these kinds of changes,
use the Views button
in the toolbar.
Each time the left side of the Views button is clicked, the way your files and folders
are displayed by cycling through five different views is likewise changed: Large Icons, List, a
view called Details that show several columns of information about the file, a smaller icon
view called Tiles, and a view called Content that shows some of the content from within the
file.
If the arrow on the right side of the Views button is clicked, more choices appear. The
slider can be moved up or down to fine-tune the size of the file and folder icons. Icons
change size as the slider is moved.
The Views options

In libraries, the user can go a step further by arranging files in different ways. For example,
say he/she want to arrange the files in the Music library by genre (such as Jazz and Classical):
1. Click the Start button
90
, and then click Music.

2. In the library pane (above the file list), click the menu next to Arrange by, and then
click Genre.
91
MS Windows 7
92

Name: _________________________________ Time: _________________________________
Concepts Review:
___________
___________
___________
___________
___________
___________
1. Double clicking the Computer Icon on your desktop will launch the My
Documents folder.
2. My Music, My Pictures, My Documents and My Videos are default folders in
C:
3. When you save a file it is automatically saved in the My Documents folder.
4. The contents of the Control Panel icon are displayed in the left pane.
5. You cannot copy group of files.
6. Windows 7 is designed with only one way to display folders.
number.
___________________
___________________
___________________
___________________
___________________
___________________
___________________
___________________
1. A folder that provides you with a convenient place to store your

important files and folders.
2. It is the file management tool that lets you create, rename and
delete folders.
3. A view that shows several columns of information about the file.
4. It is the easiest way to arrange two windows on the desktop.
5. Most people use this method to copy and move files.
6. Deleted files are moved to this folder.
7. Press and hold down this key to select consecutive group of files
and folders.
8. Press and hold down this key to select nonconsecutive group of
files and folders.
93
MS Windows 7
Name: _________________________________ Time: _________________________________
Skills Review:
Create a shopping list in WordPad. Type some items on your
list, name it Shopping List(Your Name), and save it on the
desktop.
Pt.
5
Open Windows Explorer.
Open the desktop folder icon in the left pane and move
Shopping List to the My Documents folder
Choose how you want to view your files and folders:
thumbnails, tiles, large icons, small icons, list, or list with
details.
5
5
Total
94
20
Assessment

Lesson Objective:
At the end of this topic, one has to
6.
7.
8.
9.
Present the basic concept of the internet

Be familiar with the components of the internet
Be able to use different browsers and search engines
Be aware of the fundamental and advance search techniques.
The Internet
The Internet has greatly changed the
way people use computers and
communicate today.
Many Internet
terms have become part of people's
everyday language and e-mail has added
a whole new means through which
people can communicate.
What is the Internet?

The Internet is a worldwide collection
of networked computers which are able
to exchange information with one
another very quickly. The computers
that make up the Internet exchange
information using the same cables and general technology that your home phone uses.
Most people use the Internet in two ways, e-mail and the World Wide Web.
o
History lesson:
The Internet was originally developed by university researchers and was funded by
the United States Defense Department. The Defense Department wanted its
computer network to be able to communicate effectively even if some sections
were knocked out. The Internet provides many possible pathways for information
to travel between computers.
What is the difference between the World Wide Web and the Internet?
The World Wide Web (The Web) is only a portion of what makes up the internet, but it is
the fastest growing part of the internet. The Web lets people, organizations and
companies publish information for other people to see. This makes the Web a very useful
tool for finding information on just about any topic.
95
Internet
The Web is a large number of computer documents or "Web pages" that are stored on
computers around the world and are connected to one another using hyperlinks. These
Web pages can be seen by anyone through their computer's "Web Browser," which is the
program you are using now.
A group of Web pages that follow the same theme and are connected together with
hyperlinks is called a "Web site." Web sites and Web pages are written in a coding
language that makes it possible to add pictures, sound and interactivity to plain old text,
making people's reading experience more exciting.
Uses of Internet
1. Sharing and exchanging information
2. Personal communication
3. E-commerce (selling things on a Web sites)
Web addresses
As described earlier the Web is a collection of documents (Web pages) stored on
computers around the world. Just like every house has a postal code, each Web page has
an address describing where it can be found. On the Web these addresses are called
URLs.
Each URL has several parts which can be demonstrated using the address:
http://www.google.com/services/index.htm
o
o
o
http:// This part of the address indicates that it is a Web page.

www. This indicates that the Web page you are looking at is part of the World
Wide Web. Many Web sites do not use www but are still part of the Web.
google.com This part of the address is the domain name and indicates the unique
address of a Web site. The domain name also often indicates what the site is
about, for example www.dog.com is a Web site about dogs.
/services/
The "/" symbol indicates you have moved into a specific directory in the Web sites.
Directories are like the folders on your computer and help to organize Web pages
in a Web sites.
index.htm A word with ".htm" or "html" following it indicates the name of the
specific page in the Web site you are looking at.
Web browsers
Web browsers are programs used to explore the Internet. There are many Web browser
programs available including Netscape Navigator, Internet Explorer and Opera. Internet
Explorer is the Internet browser made by Microsoft and comes with Windows operating
system.
96

Examples:
Internet Explorer
Google Chrome
97
Internet
Mozilla Firefox
The Menu Bars Options

You can see this bar at the top of your current screen if you are using Internet explorer.
All browsers will have most of these options, but they may have a different name.
Options:
o
o
o
o
o
o
98
File: Opens, saves, prints and exits files. This menu is similar to other office
programs.
Edit: Allows you to cut, copy and paste some Web documents.
View: Gives you options for customizing your Web browser.
Favorites: Allows you to store links or go to your favorite Web pages.
Tools: Provides quick access to news and e-mail programs, as well as, option to
personalize your browser.
Help: Gives you access to information and tips that are related to Internet
Explorer.

The navigation bar
You can see this bar at the top of your current screen if you are using Internet explorer.
All browsers will have most of these options, but they may have a different name.
Options:
o Back: Shows you the last Web page you were on.
o Forward: Sends you ahead to the next Web page. You are only able to use this
button when you have previously used the Back Button.
o Stop: Stops a Web site from loading. This is useful if you change your mind while
waiting for a page to load.
o Refresh: Reloads a page that is not being displayed or is being displayed
improperly. Sometimes pages will run into problems when they are loading. Using
the refresh button can help if pages are taking too long to load.
o Home: This button returns you to your home Web page. Your home page is a
Web page that is set to always show up when you first start your browser.
o Search: Opens a search program that helps you find key words on the Internet.
o Favorites: Opens a list of Web site addresses saved by the user.
o History: Lists the Web pages you have visited by date.
o Mail: Opens the computers e-mail program.
o Print: Prints the Web page you are currently looking at.
The location bar
o
o
o
o
Address Line: Holds the address of the Web site you are currently at. You can also
type the address of a Web site you would like to go to in this box.
Drop down Arrow: Clicking" on this arrow will open a list of recently entered
addresses.
Favorites
Web site addresses can be very long and difficult to remember. If you find a site
that you know you will want to return to you can "bookmark" it. A "bookmark" is a
saved link to a Web site.
To create a bookmark:
1.
2.
3.
4.
Make sure the Web site you want to save is open.

Click on the favorites on the menu bar.
Click on Add to favorites...
Click the OK button OR create a new folder to hold your Web site address.
99
Internet
Opening a book marked website:
To open your saved Web site address click on the favorites button on the navigation bar. A
list of saved Web sites will appear. Select your saved Web site.
Introduction to Search Engines

A search engine is a Web site that lets you search the Internet for Web sites on specific
topics. Search engines turn the web into a powerful tool for finding information on any
topic. The following topics will introduce you to search engines and help you learn how to
use them effectively.
How to search the Web
Go to one of the search engine Web sites listed below. Somewhere on the Web page there
will be a box for you to type in. Type in the key words you are looking for (example:
sports hockey.) Somewhere on the Web page there will be an image that looks like a
button and has the word "search" on it. Clicking on this image will start your search and
bring up a new Web page with a list of Web sites related to your topic on it. Clicking on
one of the titles in the list will take you to that Web site on your topic.
Many search engine also have "Directories" or lists of topics that are organized into
categories. Browsing these Directories is also a very efficient way to find information on a
given topic.
Hint: When using a search engine be as specific as possible and use the right spelling.
Important: different search engines have different Web sites listed. Use many search
engines to broaden your search.
Here are some of the most popular search engines:
Google http://www.google.com
AltaVista http://www.altavista.com
Yahoo http://www.yahoo.com
Hotbot http://www.hotbot.com
Lycos http://www.lycos.com
Excite http://www.excite.com
Web Crawler http://www.webcrawler.com
Advanced search strategies
All search engines provide the user with the option of doing advanced searches.
Advanced searches are useful because they give you the option of including and excluding
words from a search. To do an advanced search look for a link on the search engines Web
page that says advanced search. Clicking on this link will take you to a page with
advanced search options. The following chart also provides a number of methods for doing
advanced searches on most search engines.
100

Operator
What it does
Indicates a series of words that must
appear next to each other.
Indicates that all the words must

appear in the Web page.
Example
Good day sunshine
returns pages with this exact
phrase.
sports+hockey
will return pages that include both
sports and hockey
Tells the search engine you do not
Sport-hockey
want a word to appear in your search. Will return pages with sports but
not on hockey
Use the wildcard (*) to search for
plurals or variations of words.
sing* finds singing and sings theat*

finds theater and theatre
AND, OR and Can be used in some search engines to Sports AND hockey NOT (baseball
NOT
specify your search
OR basketball)
Email
E-mail or electronic mail is one of the most popular uses of the Internet today. E-mail allows
you to exchange messages with friends who are connected to the internet anywhere in the
world. The advantages of e-mail over regular mail is that it is free, it is delivered almost
instantly and you can attach all types of files to your messages.
E-mail addresses
Similar to Web pages all e-mail accounts have unique addresses indicating which computer to
send mail to. For email, an address usually has two parts, your user ID (usually your name)
and the identity of your e-mail service. These two parts are separated by the symbol @.
The following e-mail address demonstrates these parts:
billy_the_kid@hotmail.com
billy_the_kid This is called your user ID and is used when you sign in to your e-mail service.
Notice how "_" is used to separate words in the name. Because e-mail names cannot contain
spaces, the symbol "_" is used to connect many words into one long word.
@ This is an "at" sign. It separates the persons name from the name of the e-mail service
they are using.
hotmail.com This indicates which e-mail service you are using and its location on the web.
This address if for Hotmail, Microsoft's free e-mail service.
The above e-mail address would be said like:
101
Internet
billy_the_kid at hotmail.com
102

Name: ____________________________ Time: ________________
True/False: Write true if the statement is correct otherwise false. Write your answer on
the space provided before the number.
______
______
______
______
______
______
______
______
______
______
1. The Internet was originally developed by university researchers and was funded
by the United States Defense Department.
2. The Internet is a worldwide collection of networked gadgets which are able to
exchange information with one another very quickly.
3. Not all search engines provide the user with the option of doing advanced
searches.
4. Internet Explorer is the Internet browser made by Microsoft and comes with
Windows operating system.
5. The Favorites option button opens a list of Web site addresses saved by the
user.
6. Open and close double quotes ( ) indicates that all the words must appear in
the Web page.
7. Search engines turn the web into a powerful tool for finding information on any
topic
8. Search engines have "Directories" or lists of topics that are organized into
categories.
9. Asterisk (*) separates the persons name from the name of the e-mail service
they are using.
10. Back button returns you to your home Web page.
Identification: Identify the statements below. Write your answer on the space provided before
the number.
_________________
_________________
_________________
_________________
_________________
_________________
_________________
_________________
_________________
_________________
1. It is a group of Web pages that follow the same theme and are
connected together with hyperlinks
2. An address describing where a webpage can be found.
3. This part of the web address indicates that it is a Web page
4. This indicates that the Web page you are looking at is part of
the World Wide Web
5. These are programs used to explore the Internet
6. A menu bars option that Gives you options for customizing
your Web browser.
7. It provides quick access to news and e-mail programs, as well
as, option to personalize your browser.
8. It Holds the address of the Web site you are currently at.
9. A Web site that lets you search the Internet for Web sites on
specific topics.
10. It indicates a series of words that must appear next to each
other.
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Internet
Name: _________________________________ Time: _________________________________

Skills Review:
1. Create an e-mail address which is descriptive of you full
name (ex. Juan.delacruz@yahoo.com.ph)
Pt.
10
2. Choose a topic related to your course and do a research

about it on the internet. Copy the related articles, paste it
in WordPad then provide a descriptive name as you save the
document. Send this document to your teachers email using
the email address you have just created. Do not forget to
include your full name and a brief introduction about the
topic you have chosen. When done, detach this page and
submit it to your teacher.
30
Total
40
104
Assessment
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MS POWERPOINT 2007
Lesson Objective:
At the end of this topic, one has to
1. Identify the parts of MS PowerPoint environment
2. Manipulate the MS PowerPoint Ribbon
3. Use the various MS PowerPoint presentation views.
Getting Started with PowerPoint

PowerPoint is a presentation software package. With PowerPoint, one can easily
create slide shows. Trainers and other presenters use slide shows to illustrate their
presentations.
This lesson introduces the PowerPoint window. The window is used to interact with
the software. To begin, open PowerPoint 2007.
To
1.
2.
3.
4.
start MS PowerPoint 2007:

Click the
at the bottom left corner of the screen.
Select the All Programs option.
Select the Microsoft Office folder.
Select the Microsoft PowerPoint 2007 icon.
The window appears and the users screen looks similar to the one shown.
5. Select Blank presentation from the Available Templates and Themes.

6. Click Create.
106
The window appears and the screen looks similar to the one shown.
Note: in PowerPoint 2007, how a window displays depends on the size of the window,
the size of the monitor, and the resolution to which the monitor is set. Resolution determines
how much information the computer monitor can display. A low resolution is used, less
information fits on the screen, but the size of the text and images are larger. If a high
resolution is used, more information fits on the screen, but the size of the text and images
are smaller. Also, settings in PowerPoint 2007, Windows Vista, and Windows XP allow the user
to change the color and style of the windows.
The Microsoft Office Button
In the upper-left corner is the Microsoft Office button. When you click the button, a
menu appears. You can use the menu to create a new file, open an existing file, save a file,
and perform many other tasks.
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MS POWERPOINT 2007
The Quick Access Toolbar
Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access
toolbar provides the user with access to command frequently used. By default, Save, Undo,
and Redo appear on the Quick Access toolbar. Use Save to save the file, Undo to rollback an
action taken, and Redo to reapply an action you rolled back.
The Title Bar
The Title bar is located at the top in the center of the PowerPoint window. The Title
bar displays the name of the presentation on which the user currently working. By default,
PowerPoint names presentations sequentially, starting with Presentation1. When file is saved,
the name of the presentation can be changed.
The Ribbon
1
2
3
4
Tabs
Command Group
Command Buttons
Launcher
Use commands to tell PowerPoint what to do. In PowerPoint 2007, use the Ribbon to
issue commands. The Ribbon is located near the top of the PowerPoint window, below the
Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several
related command groups. Within each group are related command buttons. Click buttons to
issue commands or to access menus and dialog box. The user may also find a dialog box
launcher in the bottom-right corner of a group. When the user click the dialog box launcher, a
dialog box makes additional commands available.
108

Rulers
Rulers are vertical and horizontal guides. These would determine where the user want to
place an object. If the rulers do not display in the PowerPoint window:
1. Click the View tab.
2. Click Ruler in the Show/Hide group. The rulers appear.
Slides, Placeholders, and Notes
1
2
3
Slide
Placeholders
Notes
Slides appear in the center of the window. The user can create your presentation on
slides.
Placeholders hold the objects in the slide. The user can use placeholders to hold text,
clip art, charts, and more.
The user can use the notes area to create notes. He or she can refer to these notes as
he/she delivers the presentation.
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MS POWERPOINT 2007
Status Bar, Tabs, View Buttons, and More
1
2
3
4
5
Status Bar
Outline Tab
Slides Tab
View Buttons
Zoom
6 Vertical & Horizontal Splitter

Bars
7 Minimize Button
8 Maximize/Restore Button
9 Close Button
The Status bar generally appears at the bottom of the window. The Status bar displays
the number of the slide that is currently displayed, the total number of slides, and the name
of the design template in use or the name of the background.
The Outline tab displays the text contained in your presentation. The Slides tab
displays a thumbnail of all your slides. The user clicks the thumbnail to view the slide in the
Slide pane.
The View buttons appear near the bottom of the screen. The user uses the View
buttons to change between Normal view, Slider Sorter view, and the Slide Show view.
110

Normal View
Normal view splits the screen into three major sections: the Outline and Slides tabs,
the Slide pane, and the Notes area. The Outline and Slides tabs are on the left side of
the window. They enable to shift between two different ways of viewing your slides.
The Slides tab shows thumbnails of the slides. The Outline tab shows the text on the
slides. The Slide pane is located in the center of the window. The Slide pane shows a
large view of the slide on which you are currently working. The Notes area appears
below the Slide pane. The user can type notes on the Notes area.
Slide Sorter View
Slide Sorter view shows thumbnails of all the slides. In Slide Sorter view, the user can
easily add, delete, or change their order of slides.
Slide Show
Use the Slide Show view to view the slides, as they will look in the final presentation.
When in Slide Show view:
Esc
Returns to the view previously used.
Leftclicking
Moves to the next slide or animation effect. When

the user reaches the last slide, it automatically
returns to the previous view.
Rightclicking
Opens a pop-up menu. This menu is used to navigate

the slides, add speaker notes, select a pointer, and
mark the presentation.
Zoom
allows the user to zoom in and zoom out on the window.
Zooming in makes the window larger so the user focuses on an object. Zooming out makes the
window smaller so the user can see the entire window.
The user can click and drag the vertical and horizontal splitter bars to change the size
of the panes.
The Minimize button
is used to remove a window from view. While a window is
minimized, its title appears on the taskbar. The user clicks the Maximize button
to cause
a window to fill the screen. After the user maximizes a window, clicking the Restore button
returns the window to its former smaller size. Click the Close button
to exit the
window.
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MS POWERPOINT 2007
Name: ____________________________ Time: ________________
Concept Review
TRUE/FALSE. Write T if the statement is True, write F otherwise.

___
___
___
___
___
___
___
___
___
___
1.
2.
3.
4.
PowerPoint is a presentation software package

The View buttons appear near the bottom of the screen.
Right clicking opens a pop up menu.
Use the Slide Sorter view to view the slides, as they will look in the final
presentation.
5. The Maximize button is used to remove a window from view.
6. Placeholders hold the objects in the slide.
7. Zooming in makes the window smaller so the user can see the entire window.
8. The Status bar generally appears at the top of the window.
9. The Slide pane is located in the center of the window.
10. When a window is minimized, its title appears on the taskbar.
IDENTIFICATION. Identify the following terms. Write your answer on the space before
each number.
________________________
________________________
________________________
________________________
________________________
________________________
________________________
________________________
________________________
_______________________
112
1. A toolbar that provides the user with access to

command frequently used.
2. These are vertical and horizontal guides.
3. The tab that displays the text contained in your
presentation.
4. This is used to change between Normal view, Slider
Sorter view, and the Slide Show view.
5. In this view, the user can easily add, delete, or change
their order of slides.
6. A view that shows thumbnails of all the slides.
7. A view that splits the screen into three major sections:
the Outline and Slides tabs, the Slide pane, and the
Notes area.
8. It appears below the Slide pane. This acts as a guide by
the user in delivering his/her presentation.
9. It is used to issue commands. It is located near the top
of the PowerPoint window.
10. Click this button to exit Powerpoint.
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MS POWERPOINT 2007
Lesson Objective:
At the end of this topic, one has to know how to
1. Create a new slide and apply slide layouts.
2. Manipulate Cliparts in a presentation.
3. Open, edit and save an existing presentation
Creating Your First PowerPoint Presentation

PowerPoint presentation is created on slides. Layouts are used to organize the content
on each slide. PowerPoint has several slide layouts from which to choose.
Themes are sets of colors, fonts, and special effects. Backgrounds add a colored
background to slides. Themes and backgrounds are added to your slides. After slides are
completed your slides, run your presentation.
Create a Title Slide

When PowerPoint is started, PowerPoint displays the title slide in the Slide pane. The user
can type the title of the presentation and a subtitle on this slide. To enter text:
Click and type the title of the presentation in the "Click to add title" area.
Click and type a subtitle in the "Click to add subtitle" area.
If the user do not wish to use the title slide, click the Delete Slide button
group on the Home tab.
EXERCISE 1
A. Create a Title Slide
1. Open PowerPoint. You are presented with a title slide.
114
in the Slides
2. Enter the information shown here. Type College Scholarships and Financial
Aid in the Click to Add Title text box. Type Paying for College in the Click to
Add Subtitle text box.
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MS POWERPOINT 2007
B.Create New Slides
After completing your title slide, you can create additional slides. To create a new slide:
1. Choose the Home tab.

2. Click the New Slide button
in the Slides group. The Office Theme dialog
box appears and displays several layout templates.
3. Click the layout you want. The layout appears in the Slide pane of the
PowerPoint window.
3. To add text, click inside the placeholder and type.

4. To add an additional slide to your presentation, do one of the following:
Right-click the slide layout. A menu appears. Click Layout and then click the layout you
want.
Choose the Home tab, click the New Slide button

layout you want.
, and then choose the slide
C. Create New Slides

box appears.
116

3. Click the Title and Content Layout. The slide appears on the Slides tab
4. Enter the information shown here. Type Basic Parts of the Computer in the
Click to Add Title text box. Type the bulleted text in the Content text box.
D. Create an Outline
If you need to present the information in your slide in outline form, you can easily create an
outline by using the Increase List Level button
to create a hierarchy.
1. Highlight Operating System and Application Software

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MS POWERPOINT 2007
2. Click the Increase List Level button
in the Paragraph group to indent the
bullets for Operating System and Application Software so that it can be
emphasized that these two topics are under Software. If you ever need to
decrease an indent, use the Decrease List Level button
group.
in the Paragraph
E. Using Blank Layout

box appears.
3. Click the Blank Layout. The slide appears on the Slides tab
118
3
4. Add a text box by clicking Insert from the menu tab and select the Text Box object
5. Click and Drag mouse pointer to create a text box and type I am a Monitor.
6. Format the content of your textbox using the Font Command Group.
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MS POWERPOINT 2007
7. You can change its font, size, color, alignment etc.

F. Inserting Clip Art
8. Click the Insert tab and select Clip Art. A new window to your right screen will appear.
120

9. Go to the Clip Art window and type Computer Monitor in the Search for text box.
Pictures from all media file folders will appear if it matches on the category you are
searching for.
10. Double click or drag the picture to your slide.
11. Add another textbox and type the following: A monitor is the TV-set-like screen that
displays video. Your slide should look like this.
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MS POWERPOINT 2007
G. Inserting Pictures to your Presentation

1. Create a new slide similar to the one below.
Textbox
Font Rockwell Extra Bold
Font size - 40
Textbox
Font Rockwell Extra Bold
Font size - 32
2. Click the Insert tab and select Picture. Insert Picture dialog box will appear. Select the
location of the picture you want to insert.
122
3. You may double click the picture to insert it on to the slide or click Insert button. The
slide should look like this one:
H. Make Changes to Your Slides

After creating a slide, if you want to add text:
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MS POWERPOINT 2007
1. Place the mouse pointer at the point at which you would like to add text.
2. Type the information you want to add.
If you would like to change text:
1. Select the text you want to change.

2. Type the new text.
You can use the Backspace key to delete text. You can also delete text by highlighting the text
and pressing the Delete key.
I. Saving your Presentation
The Save As option allows the user to save the presentation in a different format.
By default, databases are saved with a file extension of .pptx. This extension makes the
presentation compatible only with MS Powerpoint 2007. If this file extension is used,
the database will not open in previous versions of Powerpoint (2000, 2000 2003). If
the user wants the presentation to be compatible with previous versions of Powerpoint
then the Save As option should be used as described below. This can eliminate file
incompatibility with users who do not use MS Powerpoint 2007.
To use the Save As option:
1. Click the Office Button to display the commands within the Office Button group.
2. Hover the mouse over the Save As button to display the options available.
3. If compatibility with previous version is desired, select the appropriate option. The Save
As dialog box will open with the desired file format automatically selected.
4. If a different format is desired then click the Save As type: drop down arrow and select
the appropriate format.
5. Enter a name in the file name: textbox. (type computer as the file name of the
presentation we have just created).
6. Click the Save button.
124

7. Close your presentation.
J. Opening an Existing Presentation
After creating and saving a presentation, the file resides on a disk. To view or edit an
existing presentation, it must be first opened from the disk.
To open an existing presentation:
1. Click the Office Button.
2. Click the Open button in the list of available options. The Open dialog box appears.
NOTE: if the desired presentation is not in the default folder, click the Look in drop
down arrow and navigate to the appropriate folder and/or drive.
3. Click the presentation name and, if necessary, click the Open Button.
125
MS POWERPOINT 2007
126

Name: _____________________________ Time: _________________________________
Skills Review:
1. Add more slides to Computer.pptx. Please refer to the following slides.
127
MS POWERPOINT 2007
128

K. Apply a Theme
A theme is a set of colors, fonts, and special effects. Themes provide attractive
backgrounds to your PowerPoint slides.
To apply a theme to all of the slides in your presentation:
1. Choose the Design tab.

2. Click the More button in the Themes group.
3. Click the design you want.
To apply a theme to selected slides:
1. Click the Slides tab, located on the left side of the window.
2. Hold down the Ctrl key and then click to select the slides to which you want to
apply a theme.
5. Right-click the theme you want to apply. A menu appears.
6. Click Apply to Selected Slides. Excel applies the theme to the slides you
selected.
You can add a dramatic effect to your theme by applying a background.

2. Click the Background Styles button
3. Click the background you want.
L. Apply a Theme to Computer.pptx
1
2
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MS POWERPOINT 2007
3. Click the theme you want. PowerPoint applies the theme to all of the slides in
your presentation.
M. Add a Background
130

2. Click the Background Styles button
.
3. Click the background you want. PowerPoint applies the background to your
slides.
N. Run Your PowerPoint Slide Show

After you create your slides, you can run your slide show:
1. Do any one of the following:

o Press F5.
o Choose the Slide Show tab. Click the From Beginning button
in the
Start Slide Show group.
o Click the Slide Show icon in the bottom-right corner of your screen.
Your slide show appears on your screen.
Navigating the Slide Show

Task
Procedure
Go to the next slide.
Do one of the following:
Go to the previous slide.
Do one of the following:
Press the Right Arrow

key.
Press the Enter key.
Press the Page Down
key.
Left-click the slide.
Press the Left Arrow key.

Press the Backspace
key.
Press the Page Up key.
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MS POWERPOINT 2007
End the slide show and return to Press the Esc key.
PowerPoint.
O. Run Your Slide Show
1. Press F5 to run the slide show.

2. Use the arrow keys on your keyboard to move forward and backward through
your slides.
3. Use the Esc key to return to Normal view.
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Lesson Objective:
1.
2.
3.
4.
Practice animations and various slide effects.

Incorporate sounds to an existing presentation.
Use the Spelling Checker feature of MS PowerPoint
Print existing slides
Animations, Transitions, Spell Check, Outline Tab, Slides Tab,

Sorter View, and Printing
Animations control how objects move onto, off of, and around the slides. Transitions
control how the presentation moves from one slide to the next. This lesson teaches the user
how to create animations and transitions. It also teaches how to spell-check document, how
to use the Outline and Slides tabs, how to use Sorter view, and how to print.
A. Add Animations
The objects on your PowerPoint slides can be animated. PowerPoint provides four
types of animations: Entrance, Emphasis, Exit, and Motion Paths. An Entrance animation
determines the manner in which an object appears on a slide; for example, an object can
move onto a slide. An Emphasis animation does something to draw attention to an object; for
example, the object can become larger. An Exit animation determines the manner in which
an object leaves a slide; for example, an object can move off a slide. A Motion Paths
animation determines how an object moves around a slide; for example, an object can move
from left to right.
After adding an animation, the Custom Animation pane can be used to modify it by
choosing an effect. Choosing an effect enables to define what starts the animation, its
properties (such the direction from which an object moves onto the slide), and control the
speed of the animation. In addition, the user can have an animation start when the mouse is
clicked, start along with the previous animation, or start at a specified time after the
previous animation.
If the Auto Preview box is checked on the Custom Animation pane, PowerPoint
provides with preview of animation after it is created and each time it is modified. The user
can also use the Play button
on the Custom Animation pane to preview an animation.
To choose an effect:
1. Select the object you want to animate.
2. Choose the Animations tab.
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MS POWERPOINT 2007
3. Click the Custom Animation button
. The Custom Animation pane
appears.
4. Click the Add Effect button
. A menu appears.
5. Choose the type of effect you want. A submenu appears.
6. Click the effect you want. PowerPoint applies the effect.
To modify an effect:
1. Click the down arrow next to the Start field on the Custom Animations pane and then
select the start method you want.
2. Click the down arrow next to the Property field on the Custom Animations pane and
the select the property you want. The Property field might be labeled Direction, Size,
or some other property.
3. Click the down arrow next to the Speed field on the Custom Animations pane and then
select the speed you want to apply to your animation.
To preview the animation, click the Play button
on the Custom Animations pane.
EXERCISE 1
A. Add an Animation to a Slide
5
1
1. Click Slide 2 on the Slides tab.
134

2. Select "Monitor".
4. Click the Custom Animation button
. The Custom Animation pane
appears.
5. Click the Add Effect button
. A menu appears.
6. Choose Entrance. A submenu appears.
7. Click Fly In. PowerPoint applies the effect. If the Auto preview box is checked,
PowerPoint automatically provides you with a preview of the animation.
B. Modify the Effect
1. Click the down arrow next to the Start field and then select After Previous.
2. Click the down arrow next to the Direction field and then select From Bottom.
3. Click the down arrow next to the Speed field and then select Medium.
C. Add Another Animation
1
1.
2.
3.
4.
Select "Keyboard".
Click the Add Effect button
. A menu appears.
Choose Entrance. A submenu appears.
Click Fly In. PowerPoint applies the effect. If the Auto preview box is checked,
PowerPoint automatically provides you with a preview of the animation.
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MS POWERPOINT 2007
D. Modify the Animation
1. Click the down arrow next to the Start field and then select After Previous.
2. Click the down arrow and then click Timing. The Fly In dialog box appears.
3. Type 0.05 in the Delay text box.

4. Click OK.
136
5. Click the down arrow next to the Direction field and then select From Bottom.
6. Click the down arrow next to the Speed field and then select Medium. If the Auto
preview box is checked, PowerPoint automatically provides you with a preview of the
animation. You can click the Play button
on the Custom Animation pane at
anytime to preview an animation.
E. Add Transitions
Transitions determine how the presentations move from one slide to the next. For
example, a slide can move up onto the screen and replace the previous slide. PowerPoint
provides several transition methods. The sound to a transition can be added and you can
control its speed. Transition can be applied to selected slides or to all of the slides in the
presentation.
A transition can occur when the presenter clicks the mouse or after the amount of
time you specify.
To apply a transition to selected slides:
1. On the Slides tab, hold down the Ctrl key and then click the slides to which you want
to apply the transition.
3. Click the More button
in the Transition to this Slide group. A menu of transitions
appears.
4. Click the transition you want to apply. PowerPoint applies the transition. As you roll
your pointer over each transition, PowerPoint provides you with a live preview of the
transition.
To apply a transition to all slides:
appears.
3. Click the transition you want to apply. As you roll your pointer over each transition,
PowerPoint provides you with a live preview of the transition.
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MS POWERPOINT 2007
4. Click the Apply to All button
in the Transition to This Slide group.
To add a sound to a transition:

2. Click the down arrow next to the Transition Sound field and then click the sound you
want. As you roll your pointer over each sound, PowerPoint plays the sound.
To set the speed of a transition:
2. Click the down arrow next to the Transition Speed field and then click the speed you
want.
If the user wants the transition to occur after the presenter clicks the mouse, check the On
Mouse Click check box. If the user wants a transition to occur after a specified period of time,
check the Automatically After check box and then specify the amount of time the user wants
to elapse before the transition occurs. The On Mouse Click check box and the Automatically
After check box are both located on the Animations tab in the Transition to This Slide group.
EXERCISE 2
A. Add Transitions
1
2
2

appears.
138
3
2
3. Click the Push Up transition. As you roll your pointer over each transition, PowerPoint
provides you with a live preview of the transition.
B. Add Sound and Set the Speed
1. Click the down arrow next to the Transition Sound field and then click Click.
2. Click the down arrow next to the Transition Speed field and then click Slow.
C. Advance Slide
3
1. Check the On Mouse Click check box.
2. Click the Automatically After check box.
3. Type 00:07 in the Automatically After text box.
4. Click the Apply to All button

. PowerPoint applies all of your changes to
all of the slides.
5. Click Slide 1 on the Slides tab.
6. Type 00:03 in the Automatically After text box. PowerPoint changes the timing for
Slide 1.
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MS POWERPOINT 2007
Spell Check
PowerPoint checks the spelling as the user types and it displays errors with a red wavy
line under the misspelled word. The user can right-click and then select the correct spelling
from the list of offerings on the menu that appears or select Spelling to open the Spelling
dialog box. If it is needed to, the user can initiate a spell check anytime he/she likes. To start
a spell check, do one of the following:
Press F7.
Choose the Review tab and then click the Spelling button
If the spell check finds a possible spelling error, the Spelling dialog box opens with the
spelling error highlighted. You can respond in several ways.
Response
Procedure
Do not change spelling.
Click Ignore.
Correct spelling.
Add to dictionary.
1. Click the correct spelling in the

Suggestions box.
2. Click Change.
Click Add.
Word is correct. Do not change Click Ignore All.

presentation.
Word is incorrect.
entire presentation.
Change Click Change All.
EXERCISE 3
A. Spell Check
1. Press F7
2. Correct any spelling errors PowerPoint finds. If PowerPoint does not find any errors,
140

the Spelling Check is Complete message box appears. Click OK.
B. Use the Outline and Slides Tabs
By default, the Outline and Slides tabs are located on the left side of the PowerPoint window.
The Outline tab displays the text contained in your presentation. The Slides tab displays a
thumbnail of all slides. Click the thumbnail to view the slide in the Slide pane.
Use the Outline and Slides Tabs
1. Choose the Slides tab to view thumbnails of your slides.
2. Choose the Outline tab to view the text of your presentation as an outline.
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MS POWERPOINT 2007
Use Slide Sorter View
After the PowerPoint slides have been created, the user can move, cut, copy, paste,
duplicate, navigate, and view them in Sorter view. To view the slides in Sorter view, do one
of the following:
Choose the View tab and then click the Slide Sorter button
in the Presentation
Views group.
Click the Slide Sorter button
in the bottom-right corner of the PowerPoint window.
Slide Sorter View
Task
Procedure
Move to first slide.
Use Ctrl+Home.
Move to last slide.
Use Ctrl+End.
Move to next slide.
Use the right arrow.
Move to previous slide.
Use the left arrow.
Select a slide.
Single-click the slide.
Open a slide in Normal view.
Double-click the slide.
Select slides.
Select a single slide:

1. Click the slide you want to
select.
Select multiple slides:
1. Hold down the Ctrl key.
2. Click the slides you want
to select.
Delete a slide.
142
1. Select the slide or slides

you want to delete.
2. Press the Delete key.

Slide Sorter View
Task
Procedure
you want to delete.
2. Choose the Home tab and
then click the Delete
button
.
Copy a slide.
1. Select the slide.

3. Click the Copy button
in the Clipboard group.
1. Select the slide.
2. Press Ctrl+C.
Paste a slide.
1. Select the slide after

which you want the new
slide or slides to appear.
3. Click the Paste button
in the Clipboard group.
1. Select the slide after
which you want the new
slide or slides to appear.
2. Press Ctrl+V.
Cut a slide.

you want to cut.
3. Click the Cut button
the Clipboard group.
in

you want to cut.
2. Press Ctrl+X.
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MS POWERPOINT 2007
Slide Sorter View
Task
Procedure
Move a slide.
1. Select the slide (or slides)

you want to move.
2. Drag it to the new
location.
Duplicate a slide.
1. Select the slide (or slides)

you want to duplicate.
2. Press Ctrl+D.
C. Use Slide Sorter View
1
2
3
1. Choose the View tab.

2. Click Slide Sorter in the Presentation Views group.
3. Double-click a slide to view it in Normal view.
Print
PowerPoint provides many printing options. The user can print a large view of the slides or
144

can print slides as handouts with 1, 2, 3, 4, 6, or 9 slides per page. The user can also print
your Notes pages or the Outline view of the slides.
To print:
1.
2.
3.
4.
Click the Microsoft Office button. A menu appears.

Choose Print.
Click Print Preview.
Click the down arrow next to the Print What field in the Page Setup group and then
select what you would like to print. A preview appears onscreen.
5. Click the Print . The Print dialog box appears.
6. Click the down arrow next to the Color/Grayscale field to select whether you want
your slides to print in color, grayscale, or black and white. If you are using a black and
white printer, choose black and white. You will use less ink or toner.
7. Click OK.
D. Print an Outline
1. Click the Microsoft Office button. A menu appears.

2. Choose Print.
3. Click Print Preview. The Print Preview tab appears.
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MS POWERPOINT 2007
4. Click the down arrow next to the Print What field in the Page Setup group and then
select Outline View.
5. Click the Print button
. The Print dialog box appears.
6. Click the down arrow next to the Color/Grayscale field to select whether you want
7. Set the other print settings.
146

8. Click OK. Your outline prints.
E. Print Your Slides
1.
2.
3.
4.
5.
6.
7.
8.

Choose Print.
Click Print Preview. The Print Preview tab appears.
select Slides.
Click the Print button
Click the down arrow next to the Color/Grayscale field to select whether you want
Set the other print settings.
Click OK. Your slides print.
Print Your Slides as a Handout

1.
2.
3.
4.
5.
6.
7.
8.

Choose Print.
Click Print Preview. The Print Preview tab appears.
select Handouts (4 slides per page).
Click the Print button
Click the down arrow next to the Color/Grayscale field to select whether you want
Set the other print settings.
Click OK. Your handouts print.
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MS POWERPOINT 2007
148

Name: _________________________________ Time: _________________________________
Concepts Review:
___
___
___
___
___
___
___
___
___
1.
The Slides tab displays a thumbnail of all slides.
2.
PowerPoint provides many printing options.
3. If the user wants a transition to occur after a specified period of time, check the
Automatically After check box.
4. PowerPoint checks the spelling as the user types and it displays errors with a
green wavy line under the misspelled word.
5.
Use Ctrl+End to move to the first slide.
6.
Transition can be applied to selected slides or to all of the slides in the
presentation.
7.
Press F6 to launch the Spelling Dialog Box.
8. If the Auto preview box is checked, PowerPoint automatically provides you with
a preview of the animation.
9. Use the left arrow to move to the previous slide.
10. There is an option for printing black and white handouts.
IDENTIFICATION. Identify the following terms. Write your answer on the space before
each number.
________________________
1.
________________________
2.
________________________
3.
________________________
4.
5.
________________________
6.
________________________
7.
________________________
8.
________________________
9.
________________________
10.
An animation determines the manner in which an object

appears on a slide
It determines how the presentations move from one slide
to the next.
It control how objects move onto, off of, and around the
slides.
It can occur when the presenter clicks the mouse or after
the amount of time you specify.
An animation does something to draw attention to an
object.
A view where the user can move, cut, copy, paste,
duplicate, and navigate thru the slides.
An animation determines the manner in which an object
leaves a slide
The button that allows the user to preview the
animation.
An animation that determines how an object moves
around a slide.
The pane that can be used to modify animation by
choosing an effect.
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Name: _____________________________ Time: _________________________________
Skills Review:
1. Create a PowerPoint presentation on a topic related to your course.
2. The presentation must have a minimum of ten slides a maximum of 15 slides.
3. Add appropriate images, sounds and animation to your slides.
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Lesson Objectives:
At the end of the lesson, the student is expected to:
1. Successfully start Microsoft Office Word 2007 using a variety of methods.
2. Explore the Word window and identify various features in the window.
3. Navigate the Word window.
4. Use the Ribbons in Word.
5. Navigate the various menus associated with each Ribbon.
6. Create a new document.
7. Insert text in a document using various methods.
8. Save a document using the Save and Save As commands.
9. Close a document and properly exit the Word program.
Understanding the Word Window and Creating a New

Document
Parts of the MS WORD 2007 Environment
Quick Access Toolbar
Microsoft Office
Button
Tab Bar
Ribbon
Document Pane
Status Bar
Quick Access Toolbar contains shortcuts for the most commonly used tools
Microsoft Office Button contains common file and system commands (e.g. New, Save, Print)
Tab Bar contains tabs that display tools and commands in the ribbon
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MS WORD 2007
Ribbon contains groups of tools for use with Word 2007
Document Pane displays the currently open document
Status Bar contains document information and shortcuts
There are a lot of changes to the familiar Microsoft Office program. The good news is that the
commands and other tools you need are now exposed and more readily available. This is the
function of the Ribbon, in Word 2007.
Instead of having 30 or so undisplayed toolbars, and commands buried on menus or in dialog
boxes, you now have one control center that brings the essentials together and makes them
very visual.
And once you learn how to use the Ribbon in one program, you'll find it easy to use in other
programs too.
There are three basic components to the Ribbon.
1.
Tabs sit across the top of the Ribbon. Each one represents core tasks you do in a
given program.
2. Groups are sets of related commands, displayed on tabs. They pull together all the
commands you're likely to need for a type of task, and they remain on display and
readily available, giving you rich visual aids.
3. Commands are arranged in groups. A command can be a button, a menu, or a box
where you enter information.
Using the Ribbon
The Ribbon contains command buttons grouped by task.
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Tab
Command Button
Launcher
Group
Opening a Document
1. Click the Microsoft Office button .
2. Select Open.
3. In the Open dialog box, locate and select the file you want to open.
4. Click the Open button.
Creating a New Blank Document
2. Click New.
3. Click the Create button.
Creating a New Document from a Template
2. Select New.
3. In the New Document dialog box,
click the Installed
Templates shortcut in the Templates
pane.
4. Select the template you want to use.
5. Click the Create button.
OR to search for a template online
1. Enter a keyword in the Search
Microsoft Office
Online for a template box.
2. Click Start Searching
3. Select the template you want to use.
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MS WORD 2007
4. Click the Download button.
Creating a New Document from an Existing Document
2. Click New.
3. Click New from existing...
4. Browse to the document you want to use as the basis for the new document.
5. Click Create New.
The new document will be an exact copy of the existing document but will be given a default
document name until you save and rename it.
Saving a Document
To keep your work, you have to save it, and its never too early to do that.
1. Click the Microsoft Office button
2. Select Save
3. Select the location where you want to save the document.
4. Enter a file name in the File name box.
Saving a Document in Another Format
Word 2007 documents can only be opened in previous
versions of Word if the user with the older version has
installed the Microsoft Office Compatibility Pack for Office
2007. The user with Word 2007, however, does have a few
options in terms of saving their document.
2. Click the arrow next to Save As.
3. Do one of the following:
a. To save the document in the default format (.docx), select
Word Document.
b. To save the document as a template, select Word Template.
c. To make the document compatible with older versions of
Word, select Word 97-2003 Document.
d. To save the document as a .PDF or .XPS file, select PDF or XPS
e. To select other formats, select Other Formats. Click the arrow
on the Save as type box and select a file format
4. Select the location where you want to save the document.
5. Enter a file name in the File name box.
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Name: _________________________________ Time: _________________________________
Concepts Review:
1. There are only two methods to start Microsoft Office Word 2007.
2. The basic Microsoft Office Word 2007 window includes seven Ribbon
tabs that maybe selected to view various command groupings.
3. By double-clicking a Ribbon tab, the Ribbon will be reduced to a single
line to conserve space in the workspace.
4. The only way the user can begin typing at a location in the document
other than the first line, first space is to use the ENTER key or TAB
key to move the insertion point to an alternate location.
5. The Save option on the Quick Access Toolbar may not be used the first
time that you save a document.
Multiple Choice. Encircle the letter of the correct answer.
1. Each ____ on the Ribbon is a collection of groups, and each group con tains related
items.
a. Area
b. Unit
c. Tab
d. Dialog box
2. _____ is the tab that contains the most commonly used commands.
a. View
b. Home
c. Insert
d. Start
3. The _____ provides quick access to frequently used commands.
a. Shortcut menu
b. Start menu
c. Mini Toolbar
d. Quick Access Toolbar
4. The ___________ feature allows typing to continue on a new line when the current line
is full.
a. Word wrap
b. Edit Bar
c. Continuous Break
d. Line Break
5. Which of the following characters are allowed in a filename?
a. ? question mark
b. * asterisk
c. _ underscore
d. : colon
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MS WORD 2007
Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 1Exercise 1
As an office assistant, you are required to create announcements for the staff. A recent office
procedural change was adopted, and the staff must be notified. Create a brief announcement
in Word 2007 that may be distributed to the staff.
Open Word 2007 using the Start menu and create a new blank document. Using the Click and
Type method, insert the announcement title Annual/Vacation Leave Request Procedural
Change in the center of the first one-third of the page.
Again, use the Click and Type method to key in the following left-aligned paragraph:
Employees must submit the request for Annual/Vacation Leave no less than 10 working days
prior to the leave period. The leave request must be submitted to the employees immediate
supervisor for approval. The approving supervisor reserves the right to decline the leave
request based upon adequate staffing for the department affected.
Save the document with the filename Lesson1ex1 in the appropriate storage
Lesson 1Project 1
You are employed as the word processing specialist in a local business. Your first order of
business is to introduce office support staff to the new features of Word 2007. To prepare for
the class, you need to practice everything that you intend to demonstrate to the office staff.
Begin by opening the Word 2007 program using the preferred method discussed in class. Take
a moment to navigate all of the tabs allowing the individual Ribbon groupings to display.
Review each grouping to familiarize yourself with the Ribbons in preparation for staff
questions.
In a new document, prepare your documentation by typing in the heading Introduction to the
Word 2007 Window in the center of the document window.
Next, create a list of a minimum of five Word window locations that may be helpful for the
staff to know. On the line under each term, include a brief explanation of each area listed.
This document may be utilized as a handout or notes for the demonstration.
Explore the various view options found in the View button area on the lower-right side of the
Word window. The staff will need to understand how to change the window View options, and
you should be prepared to explain each of these.
Save the document with the filename Lesson1project1 in the appropriate storage location.
Close the document and Word 2007.
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Lesson Objectives:
1. Open a file.
2. Navigate through a document.
3. Scroll through text.
4. Insert text in a document.
5. Select text.
6. Edit a document by deleting and restoring text.
7. Create a folder.
8. Save a file with a different name
Editing a Document
When you open a file in Microsoft Office, you have several options for how the file opens. You
can open the original file for editing, open a copy, or open the file as read-only, which
prevents you from saving the file unless you save it by using another name.
Open a file
1. Click the Microsoft Office Button
, and then click Open.
Important If you don't see the Microsoft Office Button
, click Open on the File menu.
Keyboard shortcut
To display the Open dialog box, press CTRL+O.
2. In the Look in list or Navigation pane, click the folder, drive, removable media (such
as flash drive, CD, or DVD), or Internet location that contains the file that you want to
open.
Note By default, the files that you see in the Open dialog box are only those files that are
created by the program that you are using. For example, if you are using Microsoft Office
Excel, you do not see files that are created by using Microsoft Office Word unless you click All
Files in the Files of type box.
3. Click the file, and then click Open.
Open a file as a copy
When you open a file as a copy, the program creates a duplicate of the file, and you look at
the duplicate. Any changes that you make are saved to the copy. The program gives the copy
a new name. The default is to add Copy (1) of to the beginning of the file name.
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MS WORD 2007
Important If you don't see the Microsoft Office Button
, click Open on the File menu.
Keyboard shortcut
To display the Open dialog box, press CTRL+O.
open.
3. Click the file that you want to open a copy of.
4. Click the arrow next to the Open button, and then click Open as Copy.
Note When you open a file as a copy, a new copy of the file is created in the folder that
contains the original file.
Open a file as read-only
When you open a file as read-only, you are looking at the original file, but you cannot save
changes to it.
Keyboard shortcut To display the Open dialog box, press CTRL+O.

open.
3. Click the file that you want to open as read-only.
4. Click the arrow next to the Open button, and then click Open Read-Only.
Notes
Using Microsoft Windows XP, to create a shortcut to a folder on a network file server,
Web server, or removable media (such as flash drive, CD, or DVD), use My Network
Places on the My Places bar in the Open dialog box.
Using Windows Vista, to create a shortcut to a folder on a network file server, Web
server, or removable media removable media (such as flash drive, CD, or DVD), use
Navigation pane in the Open dialog box.
The Recently used files list on the File menu or the Recent Documents list available
when you click the Microsoft Office Button

displays a list of the last few files that
you opened. Click the file name to open the file.
The My Recent Documents folder in the Open dialog box lists the previous files and
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folders that you have opened.
Documents get changed. You may make changes as you type, or after you finish the
document.
To work quickly and efficiently in the document, you need to know how to move around the
insertion point, which shows you where the text you type will be inserted. You can use either
the mouse or the keyboard to get to where you want to make a change.
Once you get to the part of the document you want to edit, you'll need to type the new text
you want to add, or select the existing text so that you can change or delete it. You can
select a word, a sentence, a paragraph, or the entire document. You can also move text to a
different location.
1.
Insertion point (vertical line) at the end of the second paragraph, in front of the
paragraph mark.
2. You can move the insertion point to the first paragraph by moving the pointer and
then clicking, or by using the keyboard.
Imagine, in the picture above, that you want to type a new sentence between "civilization"
and "During": "Symphonies and constellations have been named for clocks."
The insertion point (a vertical line) is at the end of the second paragraph, after the word
"assistance." To type where you want to, you need to move the insertion point. There are
different ways to move it.
With your mouse, move the pointer just to the left of "During," and then click to insert
the insertion point. Once you start typing, the existing text moves to the right as you
enter the new sentence.
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MS WORD 2007
Press the UP ARROW key
on your keyboard to move the insertion point up one line
at a time. Then press the LEFT ARROW key

to move the insertion point left, one
character at a time. Or press CTRL+LEFT ARROW to move left one word at a time.
The word "really" is selected.

After adding the sentence to the first paragraph, you read through the paragraph. You think
the second sentence will read better if you delete the word "really."
To delete text, first select what you want to delete. You can do this by using the mouse or
the keyboard.
Place your pointer over the word "really" and then double-click the word. Or click in
front of "really," hold down the left mouse button, and then drag the pointer over the
word.
With the arrow keys on your keyboard, move the insertion point next to the text. Then
hold down the SHIFT key and press the arrow key that moves the insertion point in the
correct direction until all the text is selected.
OR
Once "really" is selected, delete the word by pressing DELETE on your keyboard.
Tip
In the picture, you can see formatting marks: a dot
between each word and
sentence, and a paragraph mark

at the end of each paragraph (explained in "Get to know
Word 2007 I: Create your first document"). These marks help you when you revise text. For
example, you don't want to delete the space between words or sentences. One dot between
160

each word or sentence lets you know that the spacing is okay.
1. Select the text you want to move.

2. Click Cut.
3. Place the insertion point where you want the text to appear.
4. Click Paste.
Still looking at the first paragraph, you decide that the sentence you added should be the last
sentence in the paragraph.
You don't have to delete the sentence and then type it again. Instead, you can move the
sentence by performing a cut-and-paste operation: Cut the sentence to delete it from its
current location, and then paste it into the new location.
First, you select the entire sentence, as shown in the picture (you'll learn the steps to select a
sentence in the practice). Then, on the Ribbon at the top of the window, on the Home tab, in
the Clipboard group, click Cut
. Or use a keyboard shortcut to do the same thing, by
pressing CTRL+X (think of the X as a scissor). (Once you start editing documents, you'll see
how fast and convenient this keyboard shortcut is.)
Then you move the pointer to the end of the paragraph, where you want the sentence to
appear (after the dot
formatting mark).
Finally, on the Home tab, in the Clipboard group, click Paste

, or press CTRL+V to use the
keyboard shortcut. The sentence is pasted in place. You can try this in the practice.
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MS WORD 2007
1. Undo button on the Quick Access Toolbar.

2. Actions to undo: Paste and Cut.
You've moved the sentence, but now that you look at it, you're not happy with the change.
Fortunately, you don't have to go through the entire cut-and-paste process again to move the
sentence back. Instead, use Undo.
On the Quick Access Toolbar at the very top of the window, click the arrow on the Undo
button
. Move the insertion point over the last two actions, Paste and Cut, and then
click. This will undo the last two actions you took, and place the sentence back in its original
location. Or, to use another handy keyboard shortcut, press CTRL+Z twice to do the same
thing.
162
3
1
1. The scroll bar.

2. Drag the scroll box to move up or down in the document.
3. Click the scroll arrows to move up or down in the document.
Perhaps you have a long document that you'd like to read all the way through without having
to continuously press the arrow keys to move the insertion point. You can do that by
scrolling, using the scroll bar.
The scroll bar is on the right side of the window, as shown in the picture. To use it, click the
scroll box, and then drag it up or down to move through a document without moving the
insertion point. Or click the single scroll arrows at either end of the scroll bar to move up or
down.
To quickly scroll by using your keyboard, press PAGE UP

DOWN
to go up one screen or PAGE
to go down one screen.
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MS WORD 2007
164

Name: _________________________________ Time: _________________________________
Concepts Review:
1. To erase a character to the left of the insertion point, press the BACKSPACE key once.
2. To save a file with a new name or new file format, click the Save
button on the Quick Access Toolbar.
3. A new folder may be created on the selected storage device after the
Save As command is selected.
4. To quickly move to the top of a document, use the keystroke
combination of CTRL+UP ARROW.
5. To undo the last action, click the Restore button on the Home Ribbon.
1. An entire paragraph of text may be selected quickly by ____.
a. Using the left-click, drag method
b. Double-clicking the paragraph of text
c. Triple-clicking the paragraph of text
d. Using the shift and drag method.
2. The following are all methods of navigating through a document except:
a. Using the PAGE UP and PAGE DOWN keys on the keyboard.
b. Using the keyboard arrows.
c. Using the Shortcut menu.
d. Using various Hot Key combinations
3. An existing document may be opened by _____
a. Viewing the Home Ribbon, and choosing the Open button
b. CTRL+0 (zero)
c. Selecting the Open button found on the Quick Access Toolbar.
d. Selecting the Open option found under the Office Button menu.
4. Which of the following is not a part of the File Open dialog box?
a. Change view button
b. New folder button
c. Open options button
d. Delete button
5. Which of the following is not a file format in which a Word document may be saved?
a. .text (plain text file format)
b. .rtf (rich text format)
c. .html (hypertext markup language)
d. .pdf (portable document format)
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MS WORD 2007
Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 2 - Exercise 1
As the Education and Training Coordinator for American Marketing, you continually train new
employees in various areas. You are preparing for a training session beginning Microsoft Word
2007 users. Using the student data file Lesson2project1.docx, make the following revisions to
prepare the documentation for your training session.
1.
2.
3.
4.
5.
6.
Open the file Lesson2ex1 from the student data files.

Navigate to the bottom of the document.
Place the insertion point at the end of the last paragraph in the document.
Press the ENTER key twice.
Type your name.
Create a new folder on your student data diskette or on your student network
drive. Name the folder Lesson2.
7. Save the current file as Lesson2ex1a.docx in the folder.
8. Navigate to the top of the document and place the insertion point to the left of
the first character in the first paragraph.
9. Type the title of the document: Microsoft Office Word 2007.
10. Press the ENTER key twice.
11. Save the file in the Lesson2 folder as a Rich Text Format (.rtf) file, with the name
Lesson2ex1b.
12. Save the file in the Lesson2 folder with the name Lesson2ex1c as a Mi- crosoft
Word 2007 document file format (.docx).
13. Close all open files.
14. Open the file named lesson2ex1b from the Lesson 2 folder.
15. Select the subtitle (second) line of the document and delete the text.
16. Print the file.
17. Restore the document title.
18. Select the word release in the first line of the first paragraph and replace it with
the word version.
19. Save the file in the Lesson 2 folder with the name Lesson2ex1d.
20. Close the file.
21. Exit Microsoft Word 2007.
Lesson 2 - Project 1
As the Education and Training Coordinator for American Marketing, you continually train new
employees in various areas. You have recently discovered a policy that requires numerous
revisions. Using the student data file Lesson2project1.docx, make the following revisions:
Add a new document title: American Marketing.
Chance the subtitle to Education and Training Policy.
Replace all instances of the word assistance with the words education and training.
Change the job title education coordinator to education and training coordinator.
Delete the statement union and worker.
166
Save the file as Lesson2project1complete.docx and place it in a new folder named

Lesson 2 Project 1.
To ensure that all employees may review the file no matter what word processing
software they have installed, save the file as a Rich Text Format (.rtf) file and save it
in the Lesson 2 Project 1 folder.
Close the file and exit Word 2007.
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MS WORD 2007
168

Objectives:
1. Use the Home Ribbon to format text
2. Apply character effects to text
3. Align text
4. Cut and paste text
5. Use the Paste Special command
6. Drag and drop to edit text
7. Collect and paste multiple items
8. Apply styles
9. Create a border
10. Add shading to a paragraph
11. Preview a document
12. Print a document
Formatting a Text
The three parts of the Ribbon are tabs, groups, and commands.
There are three basic components to the Ribbon. It's good to know what each one is called so
that you understand how to use it.
1.
Tabs. There are seven basic ones across the top. Each represents an activity area.
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MS WORD 2007
2.
3.
Groups. Each tab has several groups that show related items together.
Commands. A command is a button, a box to enter information, or a menu.
Everything on a tab has been carefully selected according to user activities. For example, the
Home tab contains all the things you use most often, such as the commands in the Font group
for changing text font: Font, Font Size, Bold, Italic, and so on.
Click the Dialog Box Launcher
to see more options for that particular group.
At first glance, you may not see a certain command from a previous version of Word. Fret
not. Some groups have a small diagonal arrow in the lower-right corner .
The arrow is called a Dialog Box Launcher. If you click it, you'll see more options related to
that group. Those options will often appear in the form of a dialog box that you may
recognize from a previous version of Word. Or they may appear in a familiar-looking task
pane.
The Office Clipboard and the System Clipboard

The Microsoft Office Clipboard allows you to copy up to 24 multiple text and graphical items
from Office documents or other programs and paste them into another Office document. For
example, you can copy text from an e-mail message, data from a workbook or datasheet, and
a graphic from a presentation and then paste them all into a document. By using the Office
Clipboard, you can arrange the copied items the way that you want in the document.
The Office Clipboard works with the standard Copy and Paste commands. Just copy an item
170

to the Office Clipboard to add it to your collection, and then paste it from the Office
Clipboard into any Office document at any time. Up to 24 collected items stay on the Office
Clipboard until you exit all Office programs or you delete the items from the Clipboard task
pane.
After you exit all Office programs, only the last item that you copied stays on the Office
Clipboard. When you exit all Office programs and restart your computer, the Office Clipboard
is cleared of all items.
The Office Clipboard is related to the system Clipboard in Microsoft Windows in the following
ways:
When you copy multiple items to the Office Clipboard, the last item that you copy is
always copied to the system Clipboard.
When you clear the Office Clipboard, the system Clipboard is also cleared.
When you use the Paste command, the Paste button, or the keyboard shortcut
CTRL+V, you paste the contents of the system Clipboard, not the Office Clipboard.
On the Home tab, in the Clipboard group, click the Clipboard Dialog Box Launcher.
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MS WORD 2007
Styles save time and make your document look good
One of the great things about using a word processor is that you can create documents that
look professionally typeset.
Headings are in a font that contrasts with body text.

Paragraphs are separated with just enough white space.
Elements such as bulleted lists are indented.
Emphasized text is in a contrasting color.
The document may even include special elements such as a table of contents.
Using direct formatting

Word provides several ways for you to achieve each of these effects in your document. For
example, to format headings, you can select the text, apply bold formatting, and then apply
a slightly larger font size than the size that you use for the body text.
Applying formatting in this manner is known as direct formatting. The process of applying
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direct formatting can be tedious. It's easy to make mistakes, and you might not get a good
looking document. In the example in the previous paragraph, you must repeat the direct
formatting process for each heading, and you must be careful to select the same font size
every time.
If you want subheadings, you must decide how to differentiate the subheadings from the
headings (smaller size? italicize?) and repeat the direct formatting process for each
subheading. If you don't have expertise in design or typography, it may take some time before
you create a look that you like.
Furthermore, documents that are formatted by direct formatting are difficult to update. If
you want to change the look of the document, you must select each element and apply the
new formatting choices.
Using styles
By contrast, when you use styles to format your document, you can quickly and easily apply a
set of formatting choices consistently throughout your document.
A style is a set of formatting characteristics, such as font name, size, color, paragraph
alignment and spacing. Some styles even include borders and shading.
For example, instead of taking three separate steps to format your heading as 16-point, bold,
Cambria, you can achieve the same result in one step by applying the built-in Heading 1 style.
You do not need to remember the characteristics of the Heading 1 style. For each heading in
your document, you just click in the heading (you don't even need to select all the text), and
then click Heading 1 in the gallery of styles.
If you decide that you want subheadings, you can use the built-in Heading 2 style, which was
designed to look good with the Heading 1 style.
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1.
The Quick Styles that you see in the gallery of styles are designed to work together.
For example, the Heading 2 Quick Style is designed to look subordinate to the Heading
1 Quick Style.
2. The body text of your document is automatically formatted with the Normal Quick
Style.
3. Quick Styles can be applied to paragraphs, but you can also apply them to individual
words and characters. For example, you can emphasize a phrase by applying the
Emphasis Quick Style.
4. When you format text as part of a list, each item in the list is automatically
formatted with the List Paragraph Quick Style.
If you later decide that you want headings to have a different look, you can change the
Heading 1 and Heading 2 styles, and Word automatically updates all instances of them in the
document. You can also apply a different Quick Style set or a different theme to change the
look of the headings without making changes to the styles.
Built-in styles turn on timesaving features
The built-in styles (Heading 1, Heading 2, etc.) provide other benefits, too. If you use the
built-in heading styles, Word can generate a table of contents automatically. Word also uses
the built-in heading styles to make the Document Map, which is a convenient feature for
moving through long documents.
Tip Try it. If you have a document that uses the built-in heading styles, open it, and on the
View tab, in the Show/Hide group, select the Document Map check box. Click a heading in
the document map to jump to the corresponding part of the document.
An assortment of style types
Word provides several style types:
Character and paragraph styles determine the look of most of the text in a document.
Some styles work as both character and paragraph types, and these styles are known
as linked styles.
List styles determine the look of lists, including characteristics such as bullet style or
number scheme, indentation, and any label text.
Table styles determine the look of tables, including characteristics such as the text
formatting of the header row, gridlines, and accent colors for rows and columns.
You are likely to work with different types of styles in different circumstances, so this article
addresses character, paragraph, and linked styles in one section, and it covers table and list
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styles in separate sections.
Character, paragraph, and linked styles
Character, paragraph, and linked styles appear in the Styles group on the Home tab. You can
quickly apply a style from the gallery of styles. To see more information about each style,
click the Styles Dialog Box Launcher.
The Styles task pane opens.
1. Paragraph styles are marked with a paragraph symbol: .

You can see the paragraph symbol in the Quick Style gallery as well
as in the Styles task pane. Click anywhere in a paragraph to apply
the style to the entire paragraph.
2. Character styles are marked with a character symbol: a.
Click anywhere in a word to apply the style to the entire word. Or
you can select more than one word to apply the style to more than
one word.
3. Linked styles are marked with both a paragraph symbol
and a character symbol: a. Click anywhere in a paragraph to
apply the style to the entire paragraph. Or you can select one or
more words to apply the style to the words that you selected.
Character styles
Character styles contain formatting characteristics that can be
applied to text, such as font name, size, color, bold, italic,
underline, borders, and shading.
Character styles do not include formatting that affects paragraph
characteristics, such as line spacing, text alignment, indentation,
and tab stops.
Word includes several built-in character styles, such as Emphasis,
Subtle Emphasis, and Intense Emphasis. Each of these built-in
styles combines formatting, such as bold, italic, and accent color,
to provide a coordinated set of typographic designs. For example,
applying the Emphasis character style formats text as bold, italic,
in an accent color.
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To apply a character style, you select the text that you want to format, and then you click
the character style that you want.
1. Click in the word you want to format.

2. Mouse over the Quick Styles to see a preview of the formatting in your document. When
you point to a character style, only the word where you clicked is formatted. When you point
to a paragraph style or a linked style, the entire paragraph is formatted. Click the character
style that you want to use.
3. The word that you selected is formatted with the characteristics of the style that you
chose.
Paragraph styles
A paragraph style includes everything that a character style contains, but it also controls all
aspects of a paragraph's appearance, such as text alignment, tab stops, line spacing, and
borders.
For example, you can have a character style called Alert that formats text as bold and red.
Additionally, you can have a paragraph style called Headline that formats text as bold and
red. But the Headline paragraph style also centers the text horizontally and adds 24 points of
space above the text.
In this scenario, if you select a paragraph and then apply the Alert style, all the text in the
paragraph is formatted as bold and red, but nothing else about the paragraph changes.
However, if you select the paragraph and then apply the Headline style, the text become bold
and red, extra space is inserted before the paragraph, and the paragraph is centered between
the left and right margins.
Word includes two built-in paragraph styles: Normal and List Paragraph. By default, Word
automatically applies the Normal paragraph style to all text in a blank, new document.
Similarly, Word automatically applies the List Paragraph paragraph style to items in a list
for example, when you use the Bullets command to create a bulleted list.
To apply a paragraph style, you select the paragraphs that you want to format, and then you
click the paragraph style you want.
Note To select a single paragraph for applying a paragraph style, you can click anywhere in
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the paragraph. To select more than one paragraph, click anywhere in the first paragraph and
drag to anywhere in the last paragraph that you want to select. You do not need to select the
entire paragraph.
Linked styles
A linked style behaves as either a character style or a paragraph style, depending on what you
select. If you click in a paragraph or select a paragraph and then apply a linked style, the
style is applied as a paragraph style. However, if you select a word or phrase in the paragraph
and then apply a linked style, the style is applied as a character style, with no effect on the
paragraph as a whole.
For example, if you select (or click in) a paragraph and then apply the Heading 1 style, the
whole paragraph is formatted with the Heading 1 text and paragraph characteristics.
However, if you select a word or a phrase and then apply Heading 1, the text that you
selected is formatted with the text characteristics of the Heading 1 style, but none of the
paragraph characteristics are applied.
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1.
When you select or click in a paragraph and apply a linked style, the style is applied
to the whole paragraph.
2. When you select a word or phrase and apply a linked style, the style is applied only to
the selected text.
How is this useful? Consider the scenario above, in which an Alert character style and a
Headline paragraph style each format text as bold and red. If the Headline style were a linked
style instead of a paragraph style, you would not need a separate character style for
formatting words and phrases. Wherever you wanted a headline in your document (bold, red,
centered, with extra space above), you would select a paragraph and apply the linked style.
Wherever you wanted an alert, you would select a word or phrase and apply the same linked
style.
Word includes many built-in linked styles, notably the heading styles (Heading 1, Heading 2,
and so on).
Tip You might want the first few words of a paragraph to coordinate with the formatting of
the headings in your document. This type of formatting, known as a run-in head or a side
head, is easy to apply by using linked styles. Select the first few words of a paragraph, and
then apply a heading style.
1.
Select the first few words of a paragraph and then click a heading style to create a
run-in head.
2. Click in a paragraph and then click a heading style to create a heading.
List styles
A list style applies characteristics for formatting a list. A list can include levels of hierarchy,
like an outline, that can be indicated by indentation and numbering schemes. For example,
level one in a multilevel list can be aligned against the margin and can begin with an Arabic
numeral followed by a period. Level two can be indented slightly from the margin and can
begin with a lowercase alphabetical character followed by a closing parenthesis. Here is an
example of a multilevel list that is two levels deep:
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1. This is the first item at level one.

a) This is the first item at level two, within the first item at level one.
b) This is the second item at level two, within the first item at level one.
2. This is the second item at level one.
a) This is the first item at level two, within the second item at level one.
3. This is the third item at level one.
a) This is the first item at level two, within the third item at level one.
b) This is the second item at level two, within the third item at level one.
c) This is the third item at level two, within the third item at level one.
A list style can define formatting for as many as nine levels of a list. The formatting scheme
can include paragraph indentation for each level of the list, any label text (such as, "Item" or
"Chapter"), and the numbering or bullet characters to use in the list.
Unlike the other types of styles (paragraph, character, linked, and table), predefined list
styles are not available when you first create a document in Word.
Note A document may contain list styles if you receive it from someone who created his or
her own list styles. If your document contains list styles, they are listed under the List Styles
heading in the gallery of multilevel lists. To see that gallery, click Multilevel List in the
Paragraph group on the Home tab.
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List Library: the starting point for list styles

Instead of predefined list styles, Word provides several multilevel list templates, which are
displayed under the List Library heading in the gallery of multilevel lists. These preformatted
designs can be applied to lists in your document, and they can also serve as a handy starting
point for creating your own list styles.
Consider creating your own list style when you want to do the following:
Change list formatting consistently throughout your document After list styles are
defined and applied, they can be changed. The changes affect all instances where the
list style is used in the document.
Use complex list formatting that varies from one multilevel list design to
another List styles provide great flexibility, and each one is named separately,
which makes it easier to distinguish among them in the list of list styles.
Apply formatting to a multilevel list by using a keyboard shortcut You can assign
keyboard shortcuts to list styles that you create, but not to the preformatted
multilevel list templates.
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Tip If you use the built-in heading styles in your document (Heading 1, Heading 2, and so
on), you can use multilevel list templates to apply a numbering scheme to your headings. For
example, to number headings so that top-level headings (Heading 1 paragraphs) are
numbered 1, 2, 3, second-level headings (Heading 2 paragraphs) are numbered 1.1, 1.2, 1.3,
and so on, you click in the first Heading 1 paragraph, and then under List Library you click 1
Heading 1, 1.1 Heading 2, 1.1.1 Heading 3. Multilevel list templates that number headings
are marked in the list gallery with Heading in gray text.
Create your own list style

The easiest way to create a list style is to start with one of the preformatted multilevel list
templates.
1. Select the list that you want to format.
2. On the Home tab, in the Paragraph group, click the arrow next to Multilevel List.
3. Under List Library, click the design that most closely matches how you want your list
style to look.
4. Click Multilevel List again, and then click Define New List Style.
5. Make any modifications you want to the preformatted design.
6. In the Name box, type a name for your list style.
7. If you want your list style to be available for all new documents that you create, click
New documents based on this template.
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Table styles
A table style provides a consistent look to borders, shading, alignment and fonts in tables.
To apply a table style, you select the table that you want to format, and then you click a
table style from the gallery of table styles on the Design tab, on the Table Tools contextual
tab. Within a table cell, you can use styles and direct formatting to format the content of the
cell. Formatting that you apply this way overrides the formatting that comes from the table
style.
In other words, if you use a style or direct formatting to format the content of a table cell
and then you switch to a different table style, the content that you formatted with the style
or direct formatting is not updated to match the new table style.
1.
You can apply formatting to the content of a table, such as changing the header row
to blue.
2. When you switch to a different table style, the header row remains blue.
Tip You can change the selection of table styles in the gallery by selecting or clearing check
boxes in the Table Style Options section on the Design tab, before you open the gallery of
table styles. For example, if your table has no header row, and you don't want rows to
alternate shading, clear the Header Row and Banded Rows check boxes. When you open the
gallery of table styles, you see previews that do not include formatting for header rows or
banded rows.
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Styles, Quick Style sets, and themes: putting the pieces together
When you use styles to format your document, the style definitions interact with Quick Style
sets and theme settings to provide many combinations of cohesive, professional-looking
designs.
After you apply styles, you can quickly change the look of the document to suit your needs by
choosing the Quick Style set that you like. You can refine the look of the document even more
by selecting a theme that you like. Within the Quick Style and theme parameters, you can
also fine tune adjustments to the color and font schemes.
If you have not paid much attention to styles in previous versions of Word, you may
appreciate the ease with which you can use the Quick Style sets and themes to quickly
overhaul the look of your entire document.
However, if you are familiar with using styles in previous versions of Word, you may be
surprised to see formatting in a particular paragraph change, depending on the Quick Style
set, theme, color scheme, or font scheme.
If you are using the Word 2007 Quick Style set, Heading 1 is defined as 14-point bold Cambria.
It may be disconcerting to switch to the Distinctive Quick Style set and see the text
unexpectedly switch to 16-point normal Calibri (with small caps, no less), still defined as
Heading 1. You may feel that you have little control over the formatting of your document.
Quick Style sets, themes, and color and font schemes still leave you in control, but they
provide a great deal of flexibility, as well as some powerful tools for document design. The
key is in understanding how they fit together.
Quick Style sets multiply the usefulness of styles
Previous versions of Word included a set of built-in styles that were designed to look good
together. But it was only one set. If you wanted headings to be centered in some documents
but aligned on the left margin in others, you either used separate templates or you created
separate styles for each kind of formatting.
In Word 2007, you can use the same document template and the same styles for different
kinds of documents. For a document with centered headings, you can use the Formal Quick
Style set, and for a document with left-aligned headings, you can use a different Quick Style
set, such as Word 2007. Switching Quick Style sets automatically updates the formatting of all
the styles in the document.
You can see the effect of a Quick Style set by pointing to the various style sets before you
click one. On the Home tab, in the Styles group, click Change Styles, point to Style Set, and
then point to the various style set names.
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1.
A document with the Word 2007 style set applied. Title, and Heading 1 styles are used
to format the title and headings.
2. The same document, using the same Title and Heading 1 styles, looks very different
when the Formal style set is applied.
Themes provide font and color schemes for Quick Style sets
When you apply a theme, you simultaneously apply a font scheme, a color scheme, and a set
of graphic effects. The font scheme and color scheme from the theme are carried over into
the Quick Style sets.
For example, if the Office theme (the default theme) is applied to your document, all of the
Quick Style sets use Cambria for headings, Calibri for body text, and the Office color scheme.
If you switch to the Metro theme, all of the Quick Style sets and the text in your
document switch to Consolas for headings, Corbel for body text, and the Metro color
scheme.
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A document with the Office theme applied.

The same document with the Metro theme applied switches to a different font set and
color scheme.
To apply a theme, click Themes in the Themes group on the Page Layout tab.
You are not required to apply a theme wholesale. You can apply the font scheme and color
scheme that you want independently.
For example, if you like the color scheme and graphical effects of the Civic theme, but you
don't want to use Georgia as the font for headings and body text, you can apply a different
font scheme. On the Home tab, in the Styles group, point to Change Styles and then point to
Fonts.
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1.
The Civic theme uses a red color scheme for headings and uses Georgia as the font for
headings and body text.
2. The Civic theme is still in effect, but its font scheme is overridden by applying the
font scheme from the Aspect theme. Verdana is now used for headings and body text.
Similarly, if you like the font scheme and the graphic effects of a theme, but you prefer to
use different colors, you can apply a different color scheme. On the Home tab in the Styles
group, point to Change Styles, and then point to Colors.
Similarly, if you like the font scheme and the graphic effects of a theme, but you prefer to
use different colors, you can apply a different color scheme. On the Home tab in the Styles
group, point to Change Styles, and then point to Colors.
1.
The Civic theme uses a red color scheme for headings and uses Georgia as the font for
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headings and body text.
2. The Civic theme is still in effect, but its color scheme is overridden by applying the
color scheme from the Office theme. Blue is now used for headings.
Applying custom font choices
Applying a theme or a font scheme defines font choices for headings and body text that are
designed to go together. The font choices stay in effect regardless of which Quick Style set
you choose, until you switch to a different theme or font scheme.
If you want to specify that text be displayed in a particular font regardless of the theme or
font scheme, create a custom style. Or you can use direct formatting by selecting the text
and applying the font that you want.
Note If you don't want the font to update to reflect updates to the theme or font scheme,
be sure to format the text with a font whose name is not followed by (Headings) or (Body).
These are listed as Theme Fonts in the gallery of fonts.
1.
The fonts that you select among the Theme Fonts will be updated to a different font
scheme if you apply a different theme or font scheme to the document.
2. Click a font among the Recently Used Fonts or All Fonts to quickly apply a font that
is not subject to changing the theme or font scheme.
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Applying custom color choices
You can apply a color scheme that is designed as a coordinated set of colors. When you define
the color of text, you can choose one of the theme colors, or you can select from a range of
standard and custom colors.
If you choose a theme color, the color might change if you switch to a different color scheme
or theme. However, if you choose a standard or custom color, text is displayed in that color
regardless of the color scheme or theme that you apply to the document.
1.
Colors that you select from the Theme Colors are updated to a different color
scheme if you apply a different theme or color scheme to the document.
2. Colors that you select from the Standard Colors are not changed even if you apply a
different theme or color scheme to the document.
3. Click More Colors to select from a wide array of color choices. These colors also are
not changed even if you apply a different theme or color scheme to the document.
Palettes of choices for applying layers of formatting
Let's put all these formatting choices together. Think of themes as palettes that provide font
and color schemes, and Quick Style sets are like collections of brushes that you use to apply
formatting to your document. The palettes are labeled things like Office, Apex, and Aspect.
The brush collections are named things like Word 2007, Manuscript, and Traditional. Each
brush collection is prestocked with brushes named Normal, Heading 1, Emphasis, and so on.
The effect of using any of the individual brushes depends on which collection (Quick Style set)
it belongs to, as well as which palette (theme) is in use.
When you apply brush strokes (styles) to your document, Word applies the formatting in
layers. Each layer overrides the previous layer, providing an increasing degree of fine-tuning
and a decreasing degree of flexibility.
The bottom layer is the Normal paragraph style. Text formatted as Normal can automatically
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change its appearance when you switch themes or Quick Style sets. The top layer is direct
formatting. If you select a word and apply the standard red color to it, the word remains red
no matter what theme, Quick Style set, or style you apply to it.
Note You can see the layers of formatting by using the Style Inspector. On the Home tab, in
the Styles group, click the Styles Dialog Box Launcher. At the bottom of the Styles task pane,
click Style Inspector.
Boxes in the Style Inspector show you the style and direct formatting that are in effect for the
text at the cursor's location. You can click Reset to Normal Paragraph Style, Clear Paragraph
Formatting, Clear Character Style, or Clear Character Formatting buttons to remove
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formatting from the text, one layer at a time.
Emphasize or italicize?
For example, if you are using the Word 2007 Quick Style set, and you want to emphasize a
word in a paragraph, you can select it and then do one of two things:
Format it with the Emphasis Quick Style.

Italicize it (for example, by pressing CTRL+I).
The choice you make depends on whether you want to emphasize the text or italicize it.
Emphasized text contrasts with the surrounding text, but it doesn't necessarily need to be
italicized. On the other hand, you may want to use italics if the text is a book title.
When you use the Word 2007 Quick Style set, the Emphasis style italicizes the text. However,
if you switch to the Fancy Quick Style set, the body text is displayed in italics, and text
formatted with the Emphasis style is displayed in a contrasting color with a shaded
background. If you switch to the Elegant Quick Style set, text formatted with the Emphasis
style is displayed as bold, small caps.
The Emphasis style is a design element within the Quick Style set, not an explicit format.
Customized styles
If you want formatting choices that are not available from the built-in styles, Quick Style sets,
and themes, you can create custom styles to suit your needs.
The easiest way to create a custom style is to modify a built-in style and then save it as a new
style.
For example, you might want to format a paragraph of quoted material with a half-inch
indent from the left and right margins, single spaced. There is no built-in style to
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accommodate this, but you can create a custom style by doing the following:
1. Click in the paragraph you want to format.
2. On the Home tab, click the Paragraph Dialog Box Launcher.
3.
4.
5.
6.
In the Indentation section, type 0.5" in the Left and Right boxes.
In the Spacing section, in the Line spacing list, click Single.
Click OK.
Right-click in the paragraph, point to Styles, and then click Save Selection as a New
Quick Style.
7. In the Name box, type a name for the style, such as Block quote.
8. If you want the style to be included in the gallery of styles on the Home tab, and if
you want the style to be a linked style, click OK.
9. If you don't want the style to be included in the gallery, or if you want the style to be
either a paragraph or a character style, click Modify and do one or both of the
following:
At the bottom of the dialog box, clear the Add to Quick Style list box.
In the Style type list, click Paragraph or Character.
If you switch to a different Quick Style set, you may need to adjust the settings of your
custom style. In the example here, if you create the Block quote style while the Word 2007
Quick Style set is applied, and then you switch to the Traditional Quick Style set, you can
change the Block quote style to remove the first-line indentation that the Traditional Quick
Style set introduces. To change a style, do the following:
1. On the Home tab in the Styles group, right-click Block quote, and then click Modify.
2. Click Format, and then click Paragraph.
3. In the Indentation section, in the Special list, click (none).
The more characteristics that you specify for the style, the less the style is affected by
switching Quick Style sets or themes.
Borders, shading, and decorative effects aren't just for holiday newsletters. Word gives you
many ways to spruce up the look of your documents all year round.
1.
2.
Apply page borders for results ranging from playful to business-sharp.

For pictures, add new style effects, such as shadows and reflections, or simple
borders.
3. Emphasize whole paragraphs with background shading and borders.
4. Choose from new table styles to instantly add color and formatting.
5. Give flair to shapes with new styles and fill effects.
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Coordinate your colors
When you add decorative accents such as these, you'll want the
colors you use to complement each other. Word 2007 includes themes that you can select for
their color combinations so that all your page accents work well together.
You can add full or partial borders to a page. Word provides a variety of built-in page borders,
from businesslike to fancy.
You can choose:
The type of overall border, from simple box to shadowed to 3-D to a custom style of
your own design.
The line style, color, and thickness.
The artistic style, which can be fun if your document is informal, or which can be tied
to a special occasion, business event, or holiday.
You can preview the border design, so it's easy to see how your chosen effects will look.
You apply a page border from the Page Layout tab, using the Page Border command.
Try borders around various elements within a document. For example:
1.
2.
3.
Use a border to make a picture stand out.

A border can nicely offset an important quotation.
And borders can be very effective in tables. Apply them to every cell if you want that
look.
As with whole pages, you have a lot of border styles to choose from.
The methods for adding borders vary depending on what you're adding a border to. For a
picture, Word 2007 offers a whole new set of picture styles that include borders as well as
effects such as reflections and shading. You find these styles by selecting the picture and
then working with the Picture Tools on the Ribbon.
For other graphics, such as tables, and for text, you'll find border options similar to those
you'd use for page borders. These are opened from the Page Layout tab. In the practice
session, you'll see how to find and apply them
Use shading to emphasize text. These examples give an idea.
1.
2.
3.
Make a heading stand out.

Use a quotation style and apply a shading background and border to it.
Set off a list.
Experiment with colors and styles, and preview the effects. The preview is particularly
helpful in this case because you want the shading to complement, not overpower, any text it
sits behind.
You find shading options in the same place as border options: Start on the Page Layout tab,
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and click Page Borders.
Previewing and Printing

, point to the arrow next to Print, and then click
Print Preview.
2. Click the buttons on the Ribbon, which is a part of the Microsoft Office Fluent user
interface, to preview the page or make changes before you print.
Using the Preview Function
1. Open the document to preview, if you are not currently working on it.
2. Click the round "Microsoft Office Button" in the top left-hand corner of your screen.
You will find numerous features here that used to be on the "File" menu in former
versions of Microsoft Word.
3. Highlight "Print" and then select "Print Preview." You will see the document on the screen.
4. Look at the options on the Ribbon now that you are in the "Preview" mode. You can change
margin size, page orientation, change print options and select many other print functions
while in the "Preview" mode.
5. Leave the "Preview" mode by "clicking" on "Close Print Preview."
Using the Print Function
1. Click the "Microsoft Office Button" again and highlight "Print."
2. Select "Quick Print" if your document doesn't need any changes.
3. Choose "Print" if you want more printing options. The "Print Dialog Box" appears.
4. Accept the default printer or choose a new one to the right of "Name."
5 . Click on the "Properties" or "Options" buttons to choose different options affecting
your document's appearance. More commonly used options are visible on the "Print
Dialog Box," including number of copies to print, the order the pages will print in, and
choosing to print the entire document, the current page or "Selection," or a range of
pages.
6. Select "OK" after you make your choices and the document will print.
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194

Name: _________________________________ Time: _________________________________
Concepts Review:
1. The default printer that is selected for your computer system affects
Word wrap.
2. A point size is equivalent to approximately 1/72 of an inch.
3. The default typing mode for Word 2007 is insert mode.
4. The Office Clipboard stores the last 25 items copied.
5. Print preview is a suggested method for proofing a document prior to
printing.
1. Changing the appearance of letters, numbers, and symbols is considered ______
formatting.
a. Document
b. Special
c. Paragraph
d. Character
2. ____ is the appearance and shape of letters, numbers, and characters.
a. Symbols
b. Font
c. Character formatting
d. Font size
3. Moving and inserting a selected item to a new location is ______.
a. Drag and drop
b. Clip and paste
c. Cut and paste
d. Drag and paste
4. With each click, the _____ button increases the font size of selected text.
a. Font size
b. Enlarge
c. Grow font
d. Increase font
5. Which button would you choose to change a selected text color back to black?
a. Default
b. Font color
c. Standard
d. Automatic
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Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 3Exercise 1
Target Marketing, Inc. has recently employed a new Marketing Assistant. Please revise and
implement the required formatting changes to the new employee orientation letter that
needs to be sent immediately.
1. Open the file Lesson3ex1 from the student data files.
2. Use the Font Group to italicize the phrase Marketing Assistant in the first
paragraph.
3. Using the Paragraph Group, left align the complementary close and the signature
line.
4. Drag and drop the paragraph that begins with the words I anticipate after the last
sentence of the paragraph that begins Youll also have. This will create one
paragraph.
5. In the third paragraph, apply bold to the text new.
6. Scroll to the top of the document, and apply the Outline border effect to the text
Marketing Assistant.
7. Open the document lesson3ex1b from the data files. Copy all of the text and paste
it into the current document using the Paste Special command. Select to keep
source formatting. Text will be pasted into the current document immediately
below the third paragraph.
8. Close the lesson3ex1b file.
9. Preview and proof the document using Print Preview.
10. Print the document.
11. Save the document as lesson3ex1complete in the Lesson 3 Word folder.
12. Close the file.
Lesson 3Project 1
You are a writer for the Sonoma Community College campus newspaper. Each month you
feature a new job description discussing positions that are of critical need in your community.
Revise the draft job description that you have prepared for next months edition of the
campus newspaper.
Open the file Lesson3project1 from the student data files.
Center the document title, the author name, and the date.
The last sentence of the first paragraph should be included with para graph two.
Change the word host in the first paragraph to multitude.
Change the last sentence in paragraph two so that it is the first sentence in paragraph
three.
Place a paragraph border of your choice around the title of the document. Apply light
yellow shading to the border area.
Save the file as Lesson1project1a_complete.docx in the Lesson 3 Word folder.
Apply the Heading I style to the title of the document.
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Apply the Subtitle Emphasis style to the authors name and date.
Place your name anywhere below the last paragraph of the document.
Apply any two character effects to your name.
Save the document as lesson3project1b_complete in the Lesson 3 Word folder.
Close the document.
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198

Objectives:
1.
2.
3.
4.
5.
6.
7.
8.
Switch between different views of a document

Adjust page margin settings
Set paragraph alignment, indentation, and spacing
Change tab settings
Insert and clear tabs
Add page numbers to a document
Create and customize headers and footers
Change page orientation
REVISITING THE DOCUMENT LAYOUT

Changing Document Views
Word displays the document in different ways. The available views include: Print Layout, Full
Screen
Reading, Web Layout, Outline, and Draft.You can change the window view from the View tab
Or you can click a Document view button at the bottom right corner of the Word window.
Print Layout view displays a gray gap.

Word displays each new document in Print Layout view by default.
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Full Screen Reading view displays the full screen to provide a more comfortable view to read
your documents.
Click the View tab on the Ribbon
Click the Full Screen Reading button
Display Full Screen Reading view options
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When you're done, you can use the Close button.

Web Layout view displays the document as it will appear on the Web.
Click the Web Layout view button on the status bar
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Draft view displays the document as a single, long piece of 'paper'

Draft view is divided into pages by perforation marks.
Print Layout view
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Click the View tab on the Ribbon
Then click the Print Layout view button
Change Display View Options

Click the Office button
Then click Word Options.
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In the left pane, click Advanced. Select or clear the check boxes to change the display view o
ptions:
Show background colors and images in Print Layout view.

Show text wrapped within the document window.
Show picture placeholders.
Show drawings and text boxes on screen.
Show text animation.
Show bookmarks.
Show Smart Tags.
Show text boundaries.
Show crop marks.
Show field codes instead of their values.
Use draft font in Draft and Outline views.
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Create Custom Margins Using Page Setup

1. Click the Page Layout tab
2. Click the Margins button.
3. Then click Custom Margins.
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MS WORD 2007
The Page Setup dialog box opens
Click the Margins tab.

Type new margin measurements in the Top, Bottom, Left, or Right boxes, and Gutter b
oxes.
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Click the page orientation.
Click the Apply to list arrow.

Then click Selected Text, This Point Forward, or Whole Document.
Click Default to make the new margin settings the default
Then click Yes.
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Adjust Page Margins

Page margins are the blank space around the edges of the page. In general, you insert text
and graphics in the printable area between the margins. However, you can position some
items in the margins for example, headers, footers, and page numbers
Page margin options
Microsoft Word offers several page margin options. You can use the default page margins or
you can specify your own.
Add margins for binding Use a gutter margin to add extra space to the side or top
margin of a document that you plan to bind. A gutter margin helps ensure that text
isn't obscured by the binding.
1.
2.
Gutter margins for binding

Mirror margins for facing pages
Set margins for facing pages

Use mirror margins to set up facing pages for doublesided documents, such as books or magazines. In this case, the margins of the left
page are a mirror image of those of the right page (that is, the inside margins are the
same width, and the outside margins are the same width).
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Note You can set gutter margins for a document that has mirror margins if the document
needs extra space for binding.
1.
Add a book fold Using the Book fold option in the Page Setup dialog box, you can
create a booklet. You can use the same option to create a menu, invitation, event
program, or any other type of document that uses a single center fold.
Word inserts a single, center book fold
After you set up a document as a booklet, you work with it just as you would any document,
inserting text, graphics, and other visual elements.
Notes
Most printers require a minimum width for margin settings, because they can't print all
the way to the edge of the page. If you try to set margins that are too narrow,
Microsoft Word displays the message One or more margins are set outside the
printable area of the page.
To prevent text from being cut off, click Fix to automatically increase the margin width. If
you ignore the message and try to print the document as it is, Word displays another message
asking whether you want to continue.
The minimum margin settings depend on your printer, printer driver, and paper size.
To learn about the minimum margin settings, check your printer manual.
Change or set page margins

1. On the Page Layout tab, in the Page Setup group, click Margins.
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1. Click the margin type that you want. For the most common margin width, click
Normal.
When you click the margin type that you want, your entire document automatically changes
to the margin type that you have selected.
2. You can also specify your own margin settings. Click Margins, click Custom Margins,
and then in the Top, Bottom, Left, and Right boxes, enter new values for the
margins.
Notes
To change the default margins, click Margins after you select a new margin, and then
click Custom Margins. In the Page Setup dialog box, click the Default button, and
then click Yes. The new default settings are saved in the template on which the
document is based. Each new document based on that template automatically uses the
new margin settings.
To change the margins for part of a document, select the text, and then set the
margins that you want by entering the new margins in the Page Setup dialog box. In
the Apply to box, click Selected text. Microsoft Word automatically inserts section
breaks before and after the text that has the new margin settings. If your document is
already divided into sections, you can click in a section or select multiple sections and
then change the margins.
View page margins

, and then click Word Options.
2. Click Advanced, and then click the Show text boundaries check box under Show
document content.
The page margins appear in your document as dotted lines.
Note You can view page margins in either Print Layout view or Web Layout view, and the
text boundaries do not appear on the printed page.
Set margins for facing pages
When you choose mirror margins, the margins of the left page are a mirror image of those on
the right page. That is, the inside margins are the same width, and the outside margins are
the same width.
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1. Click Mirrored.
2. To change the margin widths, click Margins, click Custom Margins, and then, in the
Inside and Outside boxes, enter the widths that you want.
Set gutter margins for bound documents
A gutter margin setting adds extra space to the side margin or top margin of a document that
you plan to bind. A gutter margin helps ensure that text isn't obscured by the binding.
1.
2.
3.
4.
Click Custom Margins.

In the Multiple pages list, click Normal.
In the Gutter box, enter a width for the gutter margin.
In the Gutter position box, click Left or Top.
Note The Gutter position box is not available when you use the Mirror margins, 2 pages
per sheet, or Book fold option. For those options, the gutter position is determined
automatically.
Align text left or right, center text, or justify text on a page

Horizontal alignment determines the appearance and orientation of the edges of the
paragraph: left-aligned text, right-aligned text, centered text, or justified text, which is
aligned evenly along the left and right margins. For example, in a paragraph that is leftaligned (the most common alignment), the left edge of the paragraph is flush with the left
margin.
Align the text left or right
1. Select the text that you want to align.
2. On the Home tab, in the Paragraph group, click Align Left
or Align Right
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Center the text
1. Select the text that you want to center.
2. On the Home tab, in the Paragraph group, click Center
Justify the text

You can justify the text, which might make the last line of text in a paragraph considerably
shorter than the other lines.
1. Select the text you want to justify.
2. On the Home tab, in the Paragraph group, click Justify
Setting Indents and Spacing

Indent and Spacing options can be found on the Page Layout tab, in the Paragraph group.
Indent only the first line of a paragraph

1. Click in front of the line that you want to indent.
2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the
Indents and Spacing tab.
3. In the Special list under Indentation, click First line, and then in the By box, set the
amount of space that you want the first line to be indented.
The first line of the paragraph and all subsequent paragraphs that you type will now be
indented.
Increase or decrease the left or right indent of an entire paragraph
1. Select the paragraph that you want to change.
2. Click the arrows next to Indent Left
decrease the indentation of the paragraph.
or Indent Right
to increase or
Set an indent by using the TAB key

1. Click the Microsoft Office button
.
2. Click Word Options.
3. Click Proofing.
4. Under AutoCorrection settings, click AutoCorrect Options. Click the AutoFormat As You
Type tab.
5. Select Set left- and first-indent with tabs and backspaces check box.
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6. To indent the first line of a paragraph, click in front of the line and press TAB.
To indent an entire paragraph, click in front of any line but the first line and press TAB.
Indent all but the first line of a paragraph
1. Select the paragraph in which you want to indent all but the first line (hanging indent).
2. On the horizontal ruler, drag the Hanging Indent marker

want the indent to start.
to the position at which you
OR
3. Click the Paragraph Dialog Box Launcher on the Page Layout tab. Click on the Indents
and Spacing tab. In the Special list under Indentation, click Hanging, and in the By
box, set the amount of space you want for the hanging indent.
Change line spacing
1. Select the paragraph for which you want to change the line spacing.
2. Click Line Spacing on the Home tab, in the Paragraph group.
3. To apply a new setting, click the number of line spaces that you want.
To set more precise spacing measurements, click Line Spacing Options, and select the options
that you want under Line Spacing.
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Creating Headers and Footers
Header and Footer settings can be found on the Insert tab, in the Header & Footer group. To
insert a header or footer, click Header or Footer. Click the header or footer design that you
want. Insert text or graphics in a header or footer

1. Click Header or Footer.
2. Click Edit Header or Edit Footer.
3. Insert text or graphics.
4. To save the header or footer that you created to the gallery, select the text or graphics in
Remove the header or footer from the first page

1. On the Page Layout tab, click the Page Setup Dialog Box Launcher, click the Layout tab.
2. Select the Different first page check box under Headers and footers.
OR
3. On the Header & Footer Tools Design tab, in the Options group, check Different First Page.
Remove the headers or footers
1. Click anywhere in the document.
3. Click Remove Header or Remove Footer.
Inserting Page Numbers

You can add page numbers, which are associated with headers and footers to your document.
1. On the Insert tab, in the Header & Footer group, click Page Number.
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2. Click Top of Page, Bottom of Page, or Page Margins, depending on where you
want the page numbers to appear.
3. Choose a page number design from the gallery.
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216

Name: _________________________________ Time: _________________________________
Concepts Review:
1. Text is right aligned by default in Word 2007.
2. To move a custom tab stop, drag the tab marker to the desired
location on the ruler.
3. Page margins may only be changed through the Page Layout Ribbon.
4. The view that is most often used when beginning a new document is
the Outline view.
5. Formatting marks, such as paragraph markers and space indicators,
will not print on documents and are therefore sometimes referred to
as non- printing characters.
1. Headers and footers can contain text, graphics, and _____.
a. Date
b. Time
c. Page number
d. All of these
2. The increase and decrease indent commands are found in the _____ group.
a. Font
b. Editing
c. Paragraph
d. Header & Footer
3. The Normal Style applies _____ points before and after each paragraph.
a. 5
b. 0
c. 2
d. 1
4. The default setting for a document header is _____ from the top of the page.
a. 1 inch
b. .25 inch
c. .5 inch
d. 1.25 inches
5. Default spacing for a document in Word 2007 is _____.
a. Single
b. Double
c. 1.5
d. Triple
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Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 4Exercise 1
You are the Human Relations Specialist for Woodland Health Clinic and your job requires you
to provide information to employees regarding their benefits package. You have recently
received the new company sponsored health insurance benefit package information from the
company provider. This information must be distributed to the clinic employees but you
prefer to present it in a more formal format. Using the information below, format the
document appropriately:
1. Open the file Lesson4ex1 from the student data disk.
2. View the document in Page Layout view.
3. Adjust all page margins to 1 inch.
4. Apply the Heading 1 style to the title and subtitle of the document and center align
the headings text.
5. Apply the Heading 1 style to all paragraph headings.
6. Apply a .5-inch first line indent to text paragraphs.
7. Set a 1.5-inch left tab stop for the criteria items that appear in paragraph 3.
8. Add page numbers to the bottom of all pages of the document and center align
the page numbers.
9. Insert your name in the page footer, right aligned.
10. Insert the current date in the top-right document header.
11. Create a folder on your student drive called Lesson 4 Word.
13. Save the document as lesson4ex1complete.
Lesson 4Project 1
The position of Safety Officer for the Georgian Trucking and Transport Company requires that
you to provide information to employees regarding various safety issues. You have recently
prepared an update for the emergency preparedness information. This information must be
distributed to employees but you prefer to present it in a more readable format. Using the
information below, format the document appropriately:
Open the file Lesson4project1 from the student data disk.
Adjust Page margins to .5 inch for the whole document.
Set Page orientation to Landscape.
Double space the document.
Center the document heading and apply the Heading 1 style.
Create bullets for all items that appear under the Be Prepared section and indent
to .75 inch.
Set the subheading Be Prepared to Intense Emphasis style.
Indent the first lines of all paragraphs to .5 inch
Insert page numbers that are positioned at the bottom of the document and centered.
Insert your name in the header section, centered.
At the end of the fifth bulleted item, insert the following statement: Basic first aid
kits must include the following:
Create a single spaced, non-bulleted list with a 3-inch left tab for items in the first-aid
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kit. Insert the items in the kit as follows: bandages, sterile dressing, alcohol pads,
antiseptic towels, sting relief pad, ointment, latex gloves, scissor, and first aid
instruction guide.
Save the document as test4item1complete in the Lesson 4 Word folder.
Print the document
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220

Objectives:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Check the spelling in a document

Check a document for grammatical errors
Translate text to and from other languages
Use the thesaurus
Find specific text
Replace specific text
Create AutoCorrect entries and exceptions
Insert the date and time as text or as a field
Insert special characters
Editing Text
Using Undo and Redo
You can quickly reverse most commands you execute by using Undo. If you change your mind,
you can use Redo.
The Undo
button and the Redo
button are by default on the Quick Access toolbar.
Checking Spelling and Grammar

Microsoft Word 2007 can flag misspelled words while you work so you can easily spot them.
A wavy red underline means that the word is misspelled or Word does not recognize it.
A wavy green underline under text means that Word thinks the grammar should be
revised.
A blue underline means a word may not be the correct word in the sentence.
You can right-click the underlined words to see

suggested corrections. You can also choose to ignore
the error or in the case of a misspelled word (such as a
proper noun), add it to the dictionary. If you would
prefer to check spelling and grammar all at once, click
the Review tab, and click Spelling & Grammar in the
Proofing group.
Using AutoCorrect
You can use AutoCorrect to automatically correct
spelling as you type, without having to confirm each
correction. AutoCorrect is set up by default with a list
of typical misspellings and symbols, but you can
modify the list.
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To add a text entry to the AutoCorrect list during a spelling check:
1. Right-click the misspelled word and a list of corrections for the misspelled word appears.
2. Point to AutoCorrect on the shortcut menu.
a. If the menu that is displayed shows the correct spelling of the word, click it. You
are finished.
b. If the word is not in the list, continue to Step 3.
3. Click AutoCorrect Options.
4. On the AutoCorrect tab, in the Replace box, type the word or phrase that you misspelled.
In the With box, type the correct spelling of the word.
5. Click Add. Click OK.
Finding and Replacing Text

You can find and replace text, formatting, paragraph marks, page
breaks, and other items.
Find text
1. On the Home tab, in the Editing group, click Find.
2. In the Find what box, type the text that you want to search for.
3. To find each instance of a word or phrase, click Find Next.
To find all instances of a specific word or phrase at one time, click Find All, and then click
Main Document.
Find and replace text
1. One the Home tab, in the
Editing group, click Replace.
2. In the Find what box, type
the text that you want to
search for.
3. In the Replace with box, type
the replacement text.
4. To find the next occurrence
of the text, click Find Next.
To replace an occurrence of the text, click Replace.
To replace all occurrences of the text, click Replace All.
Find and replace specific formatting
1. On the Home tab, in the Editing group, click Replace.
2. If you dont see the Format button, click More.
3. To search for text with specific formatting, type the text in the Find what box. To find
formatting only, leave the box blank.
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4. Click Format and select the formats that you want to find and replace.
5. Click the Replace with box, click Format, and select the replacement formats.
6. To find and replace each instance of the specified formatting, click Find Next, and click
Replace. To replace all instances of the specified formatting, click Replace All.
Using Word Count

Word Count displays the number of pages, words, characters,
paragraphs, and lines in a document.
The Word Count is located on the Review tab, on the Proofing group.
A word count will also be displayed on the Status Bar.
Inserting Date and Time

You can also add the Date and Time in the Header and Footer. Insert date and time in Header
or Footer
1. Click Header or Footer on the Insert tab, Header & Footer group.
3. Click where you want to insert the date and time.
4. Click Date and Time

on the Header & Footer Tools Design tab, in the Insert group.
5. Select from the Available formats and click OK.
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224

Name: _________________________________ Time: _________________________________
Concepts Review:
1. You can use the Ignore All button in the Spelling and Grammar
dialog box.
2. Spell Checking options may be changed in the Word Options
Dialog Box.
3. Find and replace is available for text, paragraph breaks and
page break but not for formatting.
4. Options exist to change the Time and Date to match those of
the country or region.
5. Word 2007 provides a proofing tool that can change the
language that a dictionary uses to check spelling in a
document.
1. Which of these is a book of synonyms?
a. Encyclopedia
b. Dictionary
c. Index
d. Thesaurus
2. A green wavy line displaying under text indicates that there may be a problem with _____.
a. Font size
b. Grammar
c. Spelling
d. Paragraph Alignment
3. Special characters are characters that ____.
a. Normally occur in a document
b. Use a different font color
c. appear in a large font size
d. Do not appear on the keyboard or are decorative symbols.
4. The autocorrect feature is setup by default to _____.
a. Automatically correct common typos and misspelled words
b. Insert a predefined list of symbols
c. Quickly insert a long piece of text that is repeated
d. All of the above.
5. To search for special characters, use the ___ tab in the Symbol Dialog Box.
a. Insert symbol
b. Special Characters
c. Find
d. Character list
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Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 5Exercise 1
Since you are upon graduation from college, you realize that you need begin your job search
and hope to find a position in your degree area. The Bank of North America appeals to you
since it is close to home and offers a wide variety of benefits to employees. You draft a letter
introducing yourself and your unique qualifications. Prior to sending the final letter, you need
to proof the letter for errors. Open the file lesson5ex1 from the student data files and make
the following changes to the document:
1. Edit the document by checking the spelling and grammar in the docu ment. One
sentence in the document will need to be revised.
2. Use the thesaurus to find a replacement for the word growing in the first sentence.
3. Use the Find And Replace dialog box to replace the word trust with the word
finance.
4. Create an AutoCorrect entry for the company name Bank of North Ameri- ca to be
inserted when bna is keyed into the document. Create an excep- tion for any time
that the abbreviation is used in all caps.
5. Insert an automatically updating date after the senders address at the top of the
document area. Use the long date format.
6. Insert the special character for the registered trademark symbol after the text
Client Estate in the third paragraph.
7. Save the completed document as Lesson5ex1complete in the Lesson 5 Word folder.
Lesson 5Project 1
Your position as Word Processing Clerk for Lynch & Morgan Insurance Agency requires that you
prepare claim letters for clients. You drafted a letter regarding a recent claim and need to
proof and finalize the letter. Open the file lesson5project1 from the data files and make the
following corrections:
Change the word copy to duplicate in the whole document.
The date must be automatically updating.
Create an AutoCorrect entry for policy to correct as policy.
Replace the word Friends with a more appropriate, business-like term.
Translate the word covered to Spanish and place the translation in parenthesis.
Replace the typists initials with your initials.
Save the file as test5item1complete in the Lesson 5 Word folder
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Objectives:
1.
2.
3.
4.
5.
Understanding templates
Create a new document from a template
Working with template elements
Create a custom template
Using a custom template
Word Templates
A template is a document type that creates a copy of itself when you open it. In
Microsoft Office Word 2007, you can create a template saving a document as a .dotx
file, .dot file, or a .dotm file (a .dotm file type allows you to enable macros in the
file).
To create a template, create your document as you would normally. When the time
comes to save it, click the Office button > Save As > Word Template. The file
extension assigned will be either .dotx if the template has no macros or code, or
.dotm if the template contains macros or code.
Save as a template
You can start with a blank document and save it as a template, or you can create a template
that is based on an existing document or template.
Start with a blank template
, and then click New.
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2. Click Blank document, and then click Create.
3. Make the changes that you want to the margin settings, page size and orientation,
styles, and other formats.
You can also add instructional text, content controls such as a date picker, and graphics that
you want to appear in all new documents that you base on the template.
, and then click Save As.
5. In the Save As dialog box, do one of the following:

On a computer that is running Windows Vista, under Favorite Links, click
Templates.
On a computer that is running Windows XP, under Save in, click Trusted
Templates.
6. Give the new template a file name, select Word Template in the Save as type list,
and then click Save.
Note You can also save the template as a Word Macro-Enabled Template (.dotm file) or a
Word 97-2003 Template (.dot file).
7. Close the template.
Create a template based on an existing document
2. Open the document that you want.

3. Make the changes that you want to appear in all new documents that you base on the
template.

Templates.
Templates.
6. Give the new template a file name, select Word Template in the Save as type list,
and then click Save.
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Create a new template based on an existing template
, and then click New.
2. Under Templates, click New from existing.

3. Click a template that is similar to the one that you want to create, and then click
Create New.
4. Make the changes you want to the margin settings, page size and orientation, styles,
and other formats.
You can also add instructional text, content controls such as a date picker, and graphics you
want to appear in all new documents that you base on the template.

Templates.
Templates.
7. Give the new template a file name, click Word Template in the Save as type box, and
then click Save.
Add content controls to a template
You can offer flexibility to anyone who may use your template by adding and configuring
content controls, such as rich text controls, pictures, drop-down lists, or date pickers.
For example, you might provide a colleague with a template that includes a drop-down list,
but your colleague wants to use a different set of options in the drop-down list in the
document that he's distributing based on your template. Because you allowed editing to the
drop-down list when you added the content control to the template, your colleague can
quickly and easily change the template to meet his needs.
Add content controls
Note You can also add content controls to documents.
, and then click Word Options.
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MS WORD 2007
2. Click Popular.
3. Select the Show Developer tab in the Ribbon check box, and then click OK.
Note The Ribbon is a component of the Microsoft Office Fluent user interface.
4. Open the template to which you want to add content controls, and then click where
you want to insert a control.
5. On the Developer tab, in the Controls group, click the content control that you want
to add to your document or template.
For example, you can click Rich Text to insert a rich text control that will appear in any
document that is created by using the template.
Note If content controls are not available, you may have opened a document that was
created in an earlier version of Word. To use content controls, you must convert the
document to the Word 2007 file format by clicking the Microsoft Office Button
Convert, and then clicking OK. After you convert the document, save it.
, clicking
6. Select the content control, and click Properties in the Controls group.
7. In the Content Control Properties dialog box, choose whether the content control can
be deleted or edited when someone uses your template.
8. To keep several content controls or even a few paragraphs of text together, select the
controls or the text, and then click Group in Controls group.
For example, perhaps you have a three-paragraph disclaimer. If you use the Group command
to group the three paragraphs, the three-paragraph disclaimer cannot be edited and can be
deleted only as a group.
Add instructional text to a template
Sometimes it is useful to include placeholder instructions for how to fill out a particular
content control that you have added to a template. The instructions are replaced by content
when someone uses the template.
1. On the Developer tab, in the Controls group, click Design Mode.
2. If you haven't already added a content control to your document, click where you want
the control to appear, and then click a control.
Note If content controls are not available, you may have opened a document created in an
earlier version of Word. To use content controls, you must convert the document to the Word
2007 file format by clicking the Microsoft Office Button
clicking OK. After you convert the document, save it.
, clicking Convert, and then
3. On the Developer tab, in the Controls group, click Design Mode.
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4. Click the content control to which you want to add placeholder text.
5. Edit the placeholder text and format it any way you want.
If you add a text box content control and you want the placeholder text to disappear when
someone types in their own text, in the Controls group, click Properties, and then select the
Remove content control when contents are edited check box.
Save and distribute building blocks with a template
Building blocks are reusable pieces of content or other document parts that are stored in
galleries to be accessed and reused at any time. You can also save building blocks and
distribute them with templates. For example, you may create a report template that provides
your template users with two cover letter types to choose from when they create their own
report based on your template.
1. Save and close the template that you have designed just the way you want it and to
which you want to add building blocks for template users to choose from.
2. Open the template.
Keep open the template to which you want to add building block options for template users.
3. Create the building blocks that you want to provide to your template users.
When you fill out the information in the Create New Building Block dialog box, in the Save in
box make sure to click the template name.
4. Distribute the template.
When you send or make the template available to others, the building blocks you saved with
the template will be available in the galleries you specified.
Add protection to a template
You can add protection to individual content controls in a template to help prevent someone
from deleting or editing a particular content control or group of controls, or you can help
protect all of the template content with a password.
Add protection to parts of a template
1. Open the template that you want to add protection to.
2. Select the content controls or the group of controls to which you want to restrict
changes.
3. On the Developer tab, in the Controls group, click Properties.
4. In the Content Control Properties dialog box, under Locking, do any of the following:
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MS WORD 2007
Select the Content control cannot be deleted check box, which allows the
content of the control to be edited but the control itself cannot be deleted
from the template or a document that is based on the template.
Select the Contents cannot be edited check box, which allows you to delete
the control but does not allow you to edit the content in the control.
Use this setting when you want to protect text if it is included. For example, if you often
include a disclaimer, you can help ensure that the text stays the same, and you can delete
the disclaimer for documents that don't require it.
Add protection to all of the contents of a template
1. Open the template that you want to help protect from changes.
2. On the Developer tab, in the Protect group, click Protect Document, and then click
Restrict Formatting and Editing.
3. In the Protect Document task pane, under Editing restrictions, select the Allow only
this type of editing in the document check box.
4. In the list of editing restrictions, click the restrictions that you want.
5. To choose additional restriction options, such as who can read or change the
document, click Restrict permission.
Restriction options include setting an expiration date for the document and allowing users to
copy content.
6. Under Start enforcement, click Yes, Start Enforcing Protection.
7. To assign a password to the document so that only reviewers who know the password
can remove the protection, type a password in the Enter new password (optional)
box, and then confirm the password.
Important If you choose not to use a password, anyone can change your editing restrictions.
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Name: _________________________________ Time: _________________________________
Concepts Review:
True/False
1. When you create a document from a template, you must use all
of the elements that come with the template.
2. Unlike other templates, the Normal Document template does
not have any text or graphics that are present.
3. Content controls are present in templates and allow the user to
replace them with appropriate text.
4. The file extension used for Word 2007 templates is .dot.
5. Microsoft Office Online provides most kinds of templates that
may be downloaded for a small fee.
1. A _____ is a file that is a starting point for creating other files without
recreating formatting or common text.
a. Theme
b. Template
c. Form
d. Style
2. To find a custom template in the Templates Panel when opening a new document, the
template must be stored in _____.
a. Windows Images
b. Microsoft Office
c. My Templates
d. My Documents
3. A templates consists of which of the following?
a. Various Fonts
b. Margins
c. Styles
d. All of the above
4. _____ may be added to a template to prevent other users from modifying the contents.
a. Protection
b. A Password
c. Text Encoding
d. Both A and B
5. A template that contains macros should be saved with the _____ extension.
a. .dotm
b. .dotx
c. .mac
d. .dom
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Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 6Exercise 1
Recently, Webster Property Management Supplies collected bids from potential suppliers for a
new line of products. Since you serve as the company Purchase Agent, you need to notify the
suppliers of the bid acceptance. In order to increase the productivity of this task, you decide
to create a template to use for the correspondence. Print the file lesson6ex1 to serve as a
guide for creating the letter template. The letter template should include the following:
1. Create a bid acceptance letter using the handout provided.
2. The letter date should be inserted as long date style, automatically
updating.
3. Document margins are set to 1 inch.
4. Type the letter providing bracket areas for data to be inserted.
5. Save as a template in the Lesson 6 Word folder and save the document as
lesson6ex1Acomplete.
6. Open the letter template as a document and create the acceptance letter for the
following company:
a. Jack Bell, Bell Distribution, 234 North Main Street, Savannah, Georgia, 34156, (date
of bid) June 2, 2010.
7. Save the completed menu in the Lesson 6 Word folder and save the docu ment as
lesson6ex1Bcomplete.
Lesson 6Project 1
Kevin Patrick, owner of Kevins Blue Ribbon Caf, has contracted with you to create a weekly
menu for his lunch specials. In order to save time and preserve the agreed upon format, you
determine that it is best to create a document template for the menu. Print the file
lesson6project1 to serve as a sample for developing a menu template that is similar in
appearance. The template should include the following elements:
Create the restaurant menu template using the handout provided.
Insert Shapes for each area of the menu, Starters, Main Courses, and Des- serts.
Ensure that each shape is large enough to contain at least 5 items.
Save as a template in the Lesson 6 Word folder and save the document as
lesson6project1Acomplete.
Open the template as a document and enter the following menu items:
Starters
Main Course
Desserts
Boneless Wings, 4.99
Hot Chicken Salad, 8.99
Ice Cream, 2.99
Cheese Sticks, 3.99

Veggie Sticks, 3.99
Spinach Dip/Chips, 3.99
Chips/Salsa, 2.99
BrickOven Pizza.,7.99
Pasta of the Day, 8.99
Chicken Sandwich, 6.99
Grilled Shrimp, 8.99
Apple Pie, 4.99

Fruit Cobbler, 4.99
Fruit with Yogurt, 4.99
Chocolate Cake, 4.99
6. Save the completed menu in the Lesson 6 Word folder and save the document as
lesson6project1Bcomplete.
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Objectives:
1.
2.
3.
4.
Use the graphical tools of MS WORD 2007

Edit pictures, clipart and WordArt.
Modify shapes and other graphics using advanced WORD features.
Manipulate charts given specific data
Working with Graphics

Pictures and clip art can be inserted or copied into a document from many different sources,
including downloaded from a clip art Web site provider, copied from a Web page, or inserted
from a file where you save pictures.
You can also change how a picture or clip art is positioned with text within a document.
Tip To insert a picture from your scanner or camera, use the scanner or camera software to
transfer the picture to your computer. Save the picture, and then insert it by following the
instructions for inserting a picture from a file.
Insert clip art

1. On the Insert tab, in the Illustrations group, click Clip Art.
1. In the Clip Art task pane, in the Search for text box, type a word or phrase that
describes the clip art that you want, or type in all or some of the file name of the clip
art.
2. To narrow your search, do one or both of the following:
To limit the search results to a specific collection of clip art, in the Search in
box, click the arrow and select the collection you want to search.
To limit the search results to clip art, click the arrow in the Results should be
box and select the check box next to Clip Art.
In the Clip Art task pane, you can also search for photographs, movies, and sounds. To
include any of those media types, select the check boxes next to them.
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MS WORD 2007
3. Click Go.
4. In the list of results, click the clip art to insert it.
Insert a picture from a Web page

1. Open the Microsoft Office Word 2007 document.
2. From the Web page, drag the picture that you want into the Word document.
Make sure the picture that you choose is not a link to another Web page. If you drag a picture
that is linked, it will be inserted in your document as a link instead of an image.
Insert a linked picture from a Web page
1. Open the Word document.
2. On the Web page, right-click the picture you want, and then click Copy.
3. In the Word document, right-click where you want to insert the picture, and then click
Paste.
Insert a picture from a file

1. Click where you want to insert the picture.
2. On the Insert tab, in the Illustrations group, click Picture.
3. Locate the picture that you want to insert.

4. Double-click the picture that you want to insert.
Note By default, Microsoft Office Word embeds pictures in a document. You can reduce the
size of a file by linking to a picture. In the Insert Picture dialog box, click the arrow next to
Insert, and then click Link to File.
Change an inline picture to a floating picture, and vice versa
An inline picture keeps its position relative to the text. A floating picture keeps its position
relative to the page, and floats in that position as text flows around it.
For example, if you choose to position the picture halfway down on the left side of the page
with text wrapping, and then you add two paragraphs at the top of the page, the picture will
stay exactly where you placed it halfway down on the left side of the page.
To make sure that the picture stays with text that references it for example, a description
above the picture, position the picture as an inline picture. If you add two paragraphs above
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the description, the picture will move down the page along with the description.
1. If the picture is not on a drawing canvas, select the picture. If the picture is on a
drawing canvas, select the canvas.
2. Under Picture Tools, on the Format tab, in the Arrange group, click Position.
If you don't see Position, click Arrange, and then click Position.
To change an inline picture to a floating picture, select the page position that
you want.
To change a floating picture to an inline picture, select In Line with Text.
Inserting WordArt
WordArt is a gallery of text styles that you can add to your
documents to create decorative effects.
1. On the Insert tab, in the Text group, click WordArt .
2. Click the WordArt style that you want.
3. Type your text in the Text box.
Inserting a Shape
You can add single shapes to your document or combine multiple
shapes to make a drawing or a more complex shape.
Add a shape to your document
1. On the Insert tab, in the Illustrations group, click Shapes.
2. Select the desired shape.
3. Click anywhere in the document, and then drag to place the
shape.
Add multiple shapes to your document
1. On the Insert tab, in the Illustrations group, click Shapes, and
then
click New Drawing Canvas.
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MS WORD 2007
2. Under Drawing Tools, on the Format tab, in the Insert Shapes group, click the More button
.
3. Right-click the shape that you want to add, click Lock Drawing Mode.
4. Click anywhere in the document and drag to place the shape. Repeat
for each shape that you want to add.
5. After you add all of the shapes that you want, press ESC.
Add text to a shape
1. Right-click the shape that you want to add text to and click Add Text.
2. Type your text. When finished click off the shape.
Inserting a SmartArt Graphic

A SmartArt graphic is a visual representation of your information and ideas.
1. On the Insert tab, in the Illustrations group, click SmartArt.
2. In the Choose a SmartArt Graphic dialog box, click the type and layout that you want.
Click OK.
3. To enter your text, click in a shape in your SmartArt graphic and type your text. You can
also click [Text] in the Text pane and type your text.
238
Insert and Create a Chart

Click the Insert tab.
Click the Insert Chart button.
Click a category in the left pane.
Click the chart type you want.
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MS WORD 2007
Click OK.
To create a chart, change the sample data in the Excel worksheet.
240
To close the worksheet, click the Close button on the Excel worksheet and return to Word.
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MS WORD 2007
242

Name: _________________________________ Time: _________________________________
Concepts Review:
1. WordArt is a feature that allows you to create eye-catching
and dramatic text.
2. The WordArt Format Ribbon is available regardless of whether
the Word Art object is selected or not.
3. Diagrams and Charts are created in Word 2007 using a feature
called ClipArt.
4. Shapes may be inserted into a document using the Picture
Command on the Insert Ribbon.
5. SmartArt object contain placeholder text that is replaced with
text appropriate for your project.
1. SmartArt include which of the following types of diagrams?
a. Matrix
b. Process
c. Hierarchy
d. All of the above
2. Graphics refer to which of the following?
a. Pictures
b. Clip Art
c. Drawing
d. All of these
3. All of the following are graphic file types except:
a. TAG
b. TIFF
c. PNG
d. JPEG
4._____ is a graphic that is used to compare or show a relationship between multiple sets of
data.
a. Chart
b. Process Graphic
c. Relationship Graphic
d. Matrix Graphic
5. ____ is a collection of readymade images which are install with Word 2007 or may be
downloaded from the Microsoft Office Online Website.
a. SmartArt Graphics
b. Pictures
c. Clip Art
d. Drawing Objects
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MS WORD 2007
Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 7 - Exercise 1
You are the new Student Activities Coordinator for North State College. While going through
the old files, you discover that your predecessor left some hard copies of meeting handouts,
charts and other information but did not leave the data files. To prepare for a committee
meeting with all club advisors, some documentation is needed. Use the file Lesson7ex1 and
recreate a meeting handout that is similar in appearance. The handout should include the
following elements:
1. A cycle diagram in any color (other than the default) with bold text of 11- point
font size.
2. Heading created in a coordinated WordArt style.
3. The WordArt style should be set to diagonal down in a coordinated color.
4. Rectangle with text inserted.
5. Rectangle border should be changed to a coordinating color with a 4-point weight.
6. Appropriate clip art should be inserted.
7. Circle drawn around the radial diagram.
8. Circle should be placed behind the text with coordinating fill and outline colors.
9. Student name is centered in the document footer.
10. Center all information in the document.
11. Save the document in the Lesson 7 Word Folder as Lesson7ex1complete.
Lesson 7 - Project 1
The Bates Rental Company has an upcoming meeting with all department chairs regarding the
FY 2011 Budget. The Budget and Finance Supervisor has asked you to help create some
documentation to share at the meeting. Print the file Lesson7Project1 to use as a basic guide
for this task. Create the following presentation information using the skills obtained in this
lesson:
Open a new document.
The entire document requires Landscape orientation and 1 inch margins.
Create the appropriate centered document heading.
Bates Rental Company
Create a page heading for the second page that is centered and inserted into a
rectangular drawing object.
Department Organizational Chart
Insert and format the organization chart resembling the handout to any AutoFormat
style.
On a new page, insert a centered organization chart.
Create a 3D Bar Chart for the Department Budget based on the following information:
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Travel
6000
5500
6500
5000
Equipment
5000
5000
6000
7000
Supplies
1500
1500
2000
1500
Meetings
600
600
600
800
Miscellaneous 500
500
500
500
244

Apply the a 12 point bottom legend, 14 point font for all axis, center and fit the chart on
the page, and apply the appropriate chart title.
Save the document as Lesson7project1complete in the Lesson 7 Word Folder.
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MS WORD 2007
246

Objectives:
1.
2.
3.
4.
5.
Create columns
Adjust column width
Adjust column spacing
Insert a column break
Insert a vertical line between columns
Working with Columns

Create Columns
Click the Page Layout tab.
Select the text you want to display in columns.
Click the Columns button.
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MS WORD 2007
Select the number of columns you want.
248

Modify Columns
Click the Page Layout tab
Then click in the columns you want to modify.
Click the Columns button
Then click More Columns.
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MS WORD 2007
Click a column preset format.
Then enter the number of columns you want.
Enter the width and spacing for each column.
To place a vertical line between columns, select the 'Line between' check box.
250
Click OK.
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MS WORD 2007
Insert a Column Break
Click the Page Layout tab.
Click the Break button
Then click Column.
252

Name: _________________________________ Time: _________________________________
Concepts Review:
True/False
1. If columns are created in a document, they must apply to all
text in the document.
2. A maximum of 12 columns may be created in a document.
3. Columns must be created in equal widths.
4. Graphics are not allowed in the column area.
5. Column breaks may be inserted to manually move text from
one column to the next.
1. A section break may be placed in a document using the Breaks Command on the _____
Ribbon.
a. Home
b. Insert
c. View
d. Page Layout
2. _____ breaks are inserted to cause the text following the break to begin in the next
column.
a. Section
b. Next Page
c. Column
d. Continuous
3. The option to place a line between columns may be selected in the follow ing location:
a. Line Command on the Page Layout Ribbon
b. Line Between Option on the Columns Dialog Box
c. Line Command on the Insert Ribbon
d. Line Between Command on the Page Layout Ribbon
4. ____ refers to the distance between one column and another.
a. Column spacing
b. Column width
c. Column line width
d. Column height
5. A vertical line may be manually inserted between columns by _____.
a. Using the Draw Line Command in the Columns Dialog Box.
b. Using the Line Command on the Shapes Command drop down.
c. Using the Insert Line Command on the Home Ribbon.
d. Using the Border Command on the Home Ribbon.
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MS WORD 2007
Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 8Exercise 1
You are the Human Relations Specialist for Woodland Health Clinic and your job requires you
to provide information to employees regarding their health benefits package. You have
recently received the new health insurance benefit package information from the company
provider. This information must be distributed to the clinic employees but you prefer to
present it in an easy to read format. Using the information below, create a two column
document that contains the health benefit information.
1. Open the file lesson8ex1 from the data files.
2. Insert a line break after the heading Section 1, the subheading Introduction, and
before the section Purpose of the Report.
3. Make the heading and subheading of the document bold and centered.
4. Select the document section that begins Purpose of the Report and for mat the
document in two columns.
5. Place a break between each section heading and the text.
6. Add bullets to the list of criteria that appears after the second paragraph of text.
7. Insert a column break prior to the section heading Cost to Employee.
8. Insert a vertical line between all columns.
9. Insert the student name centered in the page footer, and insert the page number
right aligned in the page header.
10. Create a folder on your student drive named Lesson 8 Word and save the file as
Lesson8ex1complete in the folder.
Lesson 8Project 1
The Vice President of Employee Relations at Safe Star Home Monitoring has asked you, the
Employee Relations Administrative Assistant, to create a document pointing out the dress
code revision. It is imperative that the policy revision information be circulated immediately
and in an easy to read format. This information also needs to be eye-catching so as not to be
missed. Using the information below, create a two column document that contains the dress
code revision information.
o
o
o
o
o
o
o
o
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Open the file Lesson8project 1.

Center the document heading.
Create a two column document body with 1 inch vertical spacing.
Create a 2 point, red vertical, dashed line that begins and ends about .5 inch in
the column area.
Ensure that the body is easy to read using Arial, 14 point, bold, and red font
style.
The student name should be centered in the document footer.
Save the document as test8project1 in the Lesson 8 Word folder.
Print the document.

Objectives:
1. Using tables in Word
2. Insert a table
3. Enter text into a table
4. Selecting parts of a table
5. Sorting in tables
6. Insert rows and columns
7. Delete rows and columns
8. Change column widths and row height
9. Formatting tables with style
10. Using quick parts
11. Insert and format reference and captions
Organizing Content
Table
Word 2007, part of the Microsoft Office 2007 suite, has many built-in features that can
enhance your documents and the manner in which you communicate information to your
audience. One of the most common and yet still useful features in this category is the table
format. Creating and formatting tables in Word 2007 is different from how you did it Word
2003, but you may actually find it easier.
In addition Microsoft Office Word 2007, you can insert a table by choosing from a selection of
preformatted tables complete with sample data or by selecting the number of rows and
columns that you want. You can insert a table into a document, or you can insert one table
into another table to create a more complex table.
In this lesson, you will learn how to create and format a table.
Create a table
You can use table templates to insert a table that is based on a gallery of
preformatted tables. Table templates contain sample data to help you visualize what the
table will look like when you add your data. Also you can use the Insert Table command to
choose the table dimensions and format before you insert the table into a document.
Inserting a Text box:
1. Start a new document, save this as Table in your MS Word 2007 folder.
2. Type Table of general information about selected word processors, center your text and
then press enter.
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MS WORD 2007
3. Navigate to the Insert Ribbon by clicking on the Insert tab.
4. Drag to select the number of rows and columns, as you drag your document produced the
number of columns and rows. Select four rows and five columns.
5. For a much safer and easier way for you to create table, you can click on the Insert Table,
this will call for the Insert Table Dialog Box to appear as shown below.
6. In the Table size Number of columns type 5 and in the Number of rows type 4. In the
AutoFit behavior select Fixed column width. Then click OK.
256

7. In the first row column 1 type Word Processor, column 2 Creator, column 3 Latest Stable
Version, column 4 First Release, and for the last column type License Type. Noticed that
the table width automatically adjust based on the length of your text.
8. Complete your table by copying the entry in the table below.

Word Processor
Creator
Latest Stable
Version
9.8.5 (2007)
First Release
License Type
Lotus Word Pro
Lotus Software
1989 (Originally
Samna Ami Pro)
Commercial,
Proprietary
Commercial,
Proprietary LGPL Version is
released as Open
Office
Commercial,
Proprietary
StarOffice
Sun
Microsystems
1994
Celframe Office
Write
Celframe
Office 2008
(2008)
2005
9. Save your work. Your output must be similar to the screen shot below.
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MS WORD 2007
Design Ribbon under Table Tools
As part of the Office 2007 interface, additional tabs and menu items are revealed to the user
when they are needed. In this case, a new high-level tab, Table Tools, is added to the
interface whenever you are interacting with a table element inside a Word document. The
two tabs under Table Tools contain all of the various formatting tools you need to customize
your table.
In Word 2007, whenever you are inside a table within your document, the Ribbon interface
changes to the Design Ribbon under Table Tools.
Designing Table
1. Open your table document.

2. Select the table by clicking the select all table in the leftmost part of your table. Your
cursor will be changed into a cross like pointer as shown below.
3. The Design Ribbon/tab will be activated. On the Design tab click Table Styles.
4. From the Design Ribbon, you can set format characteristics like header row, first column,
shading, borders, and color. You can use one of the predefined styles listed on the Ribbon
or you can create something on your own. These format settings can be applied to a
specific cell, row, column, or to the entire table.
258
5. Under the Built-In Option select Light List Accent 3.

6. In another area on the Design Ribbon under Table Tools, you can set shading and place or
remove border lines. The number of choices offers you a tremendous amount of formatting
flexibility.
7. Under Draw Borders click Line Weight and set it to 1 and then set your Pen Color to
green. A pencil like cursor will appear select the rows and columns to change. For this
time change your column headings.
8. Your output should be similar to the table below. Dont forget to save your work.
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MS WORD 2007
Table Exercise
Instructions
1. Create a new document, save it as Capacity on your MS Word 2007 folder.

2. Type the text below and enter in the table just like the one below.
Comparing Computers of Yesteryears (Calibri (Body), 10)
Flashback: 1982. The Table below lists some of the most popular microcomputers of the
1980s. The figure gives us a glimpse of the performance capability and capacities of
computers of this era. (Arial, 7, Justify)
APPLE II
PLUS
16 K
8 Bits
No
IBM PC
Atari
400
16 K
8 Bits
Yes
T1-99/4A
TRS 90
Memory
16 K
16 K
4K
Processor
16 Bits
16 Bits
8 Bits
Animated
No
Yes
No
Graphics
Word
Yes
Yes
No
4Q 82
Yes
Processing
Electronic
VisiCalc VisiCalc
No
freeform
No
Spreadsheet
3. Use Cambria (Headings) size 8 in the table column heading, make it Bold letters.
4. Use Trebuchet MS size 7 in all other table data. All your table text alignment is center.
5. Change your table design to Medium Grid Accent 2. Your output should be similar to
the one below.
260

Name: _________________________________ Time: _________________________________
Concepts Review:
1. A table consists of only two elements, rows and columns.
2. Tables may be inserted into a document using the Table
command on the Insert Ribbon.
3. A row may be inserted into a table by first selecting the row
above or below the location where the new row will be
inserted.
4. Only text may be placed into a table.
5. Building blocks are frequently used items that the user
creates and Quick Parts are built-in building blocks.
1. Quick Parts may be created by selecting the Quick Parts Command on the _____ Ribbon.
a. Home
b. Insert
c. Page Layout
d. Text
2. _____ is the process of rearranging information in a alphabetical, numerical or
chronological order.
a. Organizing
b. Moving
c. Sorting
d. Selecting
3. The quickest way to move from one cell to another in a table is to use the ____ key on the
keyboard.
a. Tab
b. Enter
c. Shift + Enter
d. Insert
4. Rows or columns in a table may be deleted by selecting the area and choosing the _____
command on the Table Tools Layout Ribbon.
a. Properties
b. Delete
c. Autofit
d. Select
5. Using a _____ is quick method to apply design elements to a table with a single click.
a. Format Painter
b. Table Enhancer
c. Table Border
d. Table Style
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Name: _____________________________ Time: _________________________________
Skills Review:
Lesson 9Exercise 1
Your position as Administrative Assistant to the President of QuickMart, requires that you
create many reports for the board of directors. Using the information below, prepare a sales
forecast document that will be shared at the next board meeting.
1. In a new document, create a table that contains the following information:
a. Document Title: QuickMart Third Quarter Projected Sales
District
July
August
September
12
$126,500
$127,250
$125,600
15
$129,000
$132,500
$127,500
16
$156,500
$157,600
$149,000
2. Apply Table Style Medium Shading1 - Accent 1.
3. Create a caption for the table: Table 2
4. Insert a footer with the student name centered.
5. Save the document in the Lesson 9 Word folder and save the document as
lesson9ex1complete
Lesson 9Project 1
You are employed as the Assistant to the Student Advisor at Northeastern Community
College. The offices data entry clerk has exported and emailed a list of current
advisees to you. This information is presented as a text file since it was exported from
the student records management system. You first task of the day it to convert this
text to a table for the Student Advisor to review. The advisor also asks that you apply
formatting to the table to create an easy to read table.
Open the data file, Lesson9project1_data.docx from the student data folder.
Convert the text to a table.
Format the table using any table style that does not include column borders.
Create the landscaped document with the following page header:
+ Advisement List (insert current date here)
+ Format the page header using elements that are similar to the Table Style
that was applied.
Apply a caption to the table: Table 1
Insert the student name centered in the footer.
Save the document in the Lesson 9 Word folder and save the document as
lesson9project1complete.
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At the end of the lesson, the student shall be able to:
1. Insert worksheets
2. Delete worksheets
3. Rename worksheets
4. Navigate parts of Excel's window
5. Customize the Excel toolbars
Overview and Creating New Workbook

What is Microsoft Excel 2007?
Microsoft Excel is an electronic spreadsheet that runs on a personal computer. It
can be used to organize your data into rows and columns. It can also be used to perform
mathematical calculations quickly.
Advantages of Using MS Excel 2007
1. Addition of new customized conditional formatting tools
2. Addition of Smart art tool in the insert tab of Excel 2007
3. The graph options to have various ways of representing data
4. Addition of improved pivot table
Exploring Excel window
Alt key is a key tip that reveals little shortcut reminders for each option on the current
ribbon. Here is what the user will see when the Alt key in Excel 2007 is pressed.
The shortcuts have many levels deep, the little tags that appear after pressing the Alt key
changes as each selection is made.
The Ribbon
The tabbed Ribbon menu system is how the user can navigate through Excel and access the
various Excel commands. The Ribbon replaces menus, toolbars, and most of the task panes of
the previous version of Excel.
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MS EXCEL 2007
Three parts of the Ribbon
Tabs: The Ribbon has seven basic ones across the top. Each represents an activity area.
Groups: Each tab has several groups that show related items together.
Commands: A
command is a button, a menu, or a box where information can be entered.
Worksheet area contains all the
cells of the current worksheet
identified by column headings
using letters along the top and
row headings using numbers along
the left edge.
Worksheet tabs
You can rename the worksheet by double clicking
the sheet name (e.g. Sheet1) and typing the new name or right clicking on the sheet name
and choosing rename option from the short-menu. Another method to rename the sheet is by
right clicking on the sheet
From the short-cut menu, choose Rename.
You can add worksheet by clicking or by right
clicking on any sheet.
From the short-cut menu as shown above, choose

Insert
Horizontal scroll bar is used to move left and right through the sheet on the bottom.
You can Left-click the bar and move it from left to right to scroll horizontally in a
worksheet:
Vertical scroll bar is used to move up and down through the sheet. It is located on the
right edge of the worksheet.
Above the Ribbon in the upper-left corner is the Microsoft Office Button. This
button allows access to different file commands such as New, Open, Save,
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Save As, and Print,Quick Access Toolbar is pinned next to the Microsoft Office Button. The
default command buttons are Save, Undo and
Redo.
You can customize this toolbar by adding commonly used command buttons.
Let us say you want to add AutoFormat to Quick Access Toolbar, follow these steps:
1. Click the Customize Quick Access Toolbar to display the pop-up menu.
2. Click More commands option to see all command you can add to the Quick Access
toolbar.
3. On the Choose command from,
select all
4. Scroll down the list, choose the
AutoFormat, click Add button then click OK
5. AutoFormat command is now added
in Quick Access Toolbar
To remove a command from Quick Access Toolbar, follow these steps:
1. Click the Customize Quick Access Toolbar to display the pop-up menu.
2. Click More commands option to see all command you can add to the Quick Access
toolbar.
3. Select the command from the right pane, and click the Remove button.
4. Click OK to close the Word Options window and validate your changes
Tabs
There are three types of tabs on the Ribbon:
1. Standard tabs, which are the default tabs that appear when you start Microsoft Excel.
They include Home, Insert, Page Layout, Formulas, Data, Review, View
.
2.
Contextual tabs, such as Chart tools Picture, Drawing, or Table, that appear only
when performing a certain task.
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MS EXCEL 2007
3. Program
tabs tab replace the standard set of tabs when you switch to certain view modes, such
as Print Preview.
Page View Options and Zoom bar

To Change Page Views:
The Page View options are located in the bottom, right corner. The Page View options are
Normal, Page Layout, and Page Break.
The zoom bar is located in the bottom, right corner. The user can click the slider and drag it
to the left to zoom out and to the right to zoom in.
Dialog Box Launcher

Dialog Box Launcher is located on the bottom right-hand
corner of each group. Clicking on the Dialog Box Launcher
will open dialog boxes or task panes that will allow the
user to modify the current settings.
Display and Hide Ribbon
To minimize the Ribbon double-click the any standard tab on the Ribbon.
You can auto display the Ribbon by clicking once on the tab, but it will remain
minimized until you double-click the tab again.
Formula Bar
The formula bar can be used to enter and edit worksheet data. The contents of the active cell
always appear in the formula bar. Click the mouse in the formula bar, an X and a check mark
will appear. Click the check icon to confirm and complete editing and click the X icon to
abandon editing.
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Starting Excel 2007
Excel 2007 provides several methods for starting and exiting the program.
A. Using Start menu. Here are the ways to start Excel 2007 from the Start menu
1. Choose Start button
on the taskbar
2. Point to All Programs
3. Click Microsoft Office.Click Microsoft Office Excel 2007
4. Program window opens, displaying a blank workbook
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MS EXCEL 2007
Saving a workbook
To save the file, here are the steps:
1. Click on Microsoft Office button

2. Choose Save from the drop down menu
3. Browse the folder where the file will be saved the file, type the file name on the File
name box. By default, the filename is Book1.
4. Click Save button
The workbook can be saved even if the user is not yet
finished with your work. The Save button on the Quick
Access Toolbar can be clicked to save the workbook.
Closing Workbooks
To close a workbook: Press Ctrl+F4.
Or Select Microsoft Office button

pull down menu choose close button
268
and on the
.

Exiting Excel 2007
Here are the steps to quit Excel:
1.
2.
3.
Click the Office button

Press Alt+ FX
Press Alt+ F4 function key
4.
Click the close
followed by the Exit Excel button
button on the upper right hand corner of the Excel window
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MS EXCEL 2007
270

Name: _________________________________ Time: _________________________________
Concept Review
True or False. Write True if the statement is correct, otherwise false on the space before the
number
_____________1. Tabbed ribbon system replaces the menu system of the previous version of
Excel
_____________2. You can hide tabs in Excel window
_____________3. Command button once added in Quick Access Toolbar cannot be removed.
_____________4. You can edit data in formula bar
_____________5. Quick Access toolbar is displayed at the top of the ribbon only
_____________6. Microsoft Excel replaces calculator
_____________7. You can save your workbook after you finished your work
_____________8. The contents of the active cell always appear in the formula bar
Identification. Write your answer before the number
_____________1. A collection of cells on a single sheet where you actually keep and
manipulate the data
_____________2. The Shortcut command to create a new workbook
_____________3. The default tabs when you open Excel
_____________4. An Excel file where you can create worksheets
_____________5. Short-cut command to close workbook
_____________6. Short-cut command to quit Excel
_____________7. Tab that replaces the standard set of tabs when you switch to certain view
mode
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MS EXCEL 2007
Name: _________________________________ Time: _________________________________
Skills Review
Instructions
1. Open Excel 2007 using start button
Points
2
2. Add Print Preview button on the Quick Access Toolbar
3. Change the font face and size using font dialog box launcher
4. Rename sheet1,sheet2, and shee3t to 1st quarter sales, 2nd

quarter sales, and 3rd quarter sales respectively
5. Add worksheet 4 and 5 name them as as 4th quarter sales and

TotalSales
6. Delete TotalSales worksheet
7. Display table tools , specifically design tab
8. Set the zoom level to 80%
9. Display and hide Home ribbon tab groups
10. Create a new workbook
11. Close the workbook
12. Quit excel program
Total
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25
Assessment

Objectives:
1. Identify the type of data
2. Enter different types of data into a worksheet
3. Use command to enter data series
4. Fill cells with the same data
5. Edit cells content
6. Delete text in a Cell
Entering Data into the Worksheet

Understanding Excel Data Types
Microsoft Excel is able to identify the type of data that the user key into the
worksheet.
There are three types of data in cells: labels, values, and formulas.
Labels or texts are descriptive pieces of information such as names and months. This
type of data is a combination of alphabet, special characters and numbers.
Values or numbers are generally raw numbers or dates.
Formulas are combination of characters that perform calculations.
Entering Text, Numbers, Dates and Times

To enter data into a worksheet, select the cell, type the data, and press Enter. Excel moves
the cell cursor down one cell. The Enter button cab be clicked
in the Formula bar to enter data. The check mark appears
only when entering or editing data. Use tab key and arrow keys to move cursor, to move from
one cell to another.
Excel aligns the data depending on the type of data.
Text -Excel aligns text to the left side of the cell. If the text is too wide to fit, Excel
extends that data past the cell width if the next cell is blank.
Whole value-If the data is a whole value, such as 48 or 5003, Excel aligns the data to
the right side of the cell.
Value with a decimal-If the data is a decimal value, Excel aligns the data to the right
side of the cell, including the decimal point, except the railing 0. For example, if you
enter 46.75, then 46.75 displays; if you enter 6.30, 6.3 is displayed
Date -If you enter a date, such 12/16, Dec 16, or 16 Dec, Excel automatically returns
16-Dec in the cell, and the Formula bar displays 12/16/2008.
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MS EXCEL 2007
Enter Text and Numbers in a Cell
To enter text and numbers, do the following:
1.
2.
3.
4.
5.
6.
7.
Click inside of cell A1 on the spreadsheet then type the word "Numbers" (with no
quotation marks) and press the Enter key on the keyboard
The active cell now is A2
Type the number 10, and press the Enter key on the keyboard
The active cell now is A3
Encode 16 into cell A3, and press the Enter key on the keyboard
Type number 9 in cell A4 and press the Enter key on the keyboard
It could be noticed that cell A5 is now the active cell and the worksheet looks like
what is shown below:
Entering dates
Date/Time Formats
Dates are stored as the number of days since the beginning of the last century (i. e 1-Jan1900 is day 1). Times are stored as parts of a day ( i. e 12 noon is stored as 1/2 or 0.5). Both
the date and time can be stored as a single number, the fractional part forming the time. The
date and time format can be changed using Format Cells dialog box
Date/Time Functions
You can enter NOW() function on a cell to enter the current date and time (e.g. = now() on
A1)
. You can use TODAY () function to display the current day on a cell (e.g. =
Today() on C1)
worksheet will look like this
274
. After entering these functions, the

Copying or Filling the Same Data using Autofill
To copy the same data, follow these steps:
1. Type 100 in cell C1 and press Enter key
2. Select C1 and Click and hold down the mouse pointer on the fill handle in the bottom
right corner of the cell C1
3. Drag the fill handle down to C5. You will see the display as shown below
Using Undo and Redo

The Undo option is the left curved arrow, right at the top of your screen in the quick Access
Toolbar. Click Undo if you make a mistake.
Click the right curved arrow to redo it. Move your mouse down
the list and click the option on list.
AutoFill
Auto fill occurs when Excel automatically fills selected cells with
data. There are several preset series such as months of the year
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MS EXCEL 2007
and days of the week that are used with the fill handle.
Type Mon in the first cell, drag with the fill handle down over the adjacent cells. Excel will
auto fill these cells with the rest of the days of the week. Or you can type the whole word
Monday and follow the steps.
Type January is in a cell, drag with the fill handle down over the adjacent cells. Excel will fill
those cells with the next names in the series, February, March, April and so on.
Using AutoFill to Enter Sequence Numbers

1. Type the number 1 in cell B1 and press ENTER key.
2. Select cell B1 to highlight it.
3. Right click, hold down the mouse pointer on the fill handle in the bottom right corner
of the cell B1 and drag the fill handle down to cell B10.
On the context menu choose, Fill Series
Using the Fill Handle to Add a Series of
Data:
1. Type the number 2 in cellD2 and
press ENTER key.
2. Type the number 4 in cell D3 and
press ENTER key.
3. Select cells D2 and D3 to highlight
them.
276

4. Click and hold down the mouse pointer on the fill handle in the bottom right
corner of the cell D3.
5. Drag the fill handle down to cell D6.
6. Cells D2 to D6 should contain the

numbers 2, 4, 6, 8, 10.
Editing Cell Content

To change complete cell contents
Click on the cell, type over the existing entry, and press the ENTER key on the
keyboard.
Editing Data Using the Formula Bar

To edit part the data on a cell using formula Bar, follow the steps below
1.
2.
Click on the cell to make it the active. Click on the data in the formula bar.
Delete the part to be changed then type in the new data. Press the ENTER key.
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MS EXCEL 2007
Replacing and Deleting Text in the Cell

1. Double click on the cell. Edit the part of the cell you want to change
2.
278
Press the ENTER key.

Name: _________________________________ Time: _________________________________
Concept Review
number
_______________1. You can use Autofill to enter a sequence of numbers
_______________2. Data can be replaced by clicking on the cell and typing the new data
_______________3. Formula bar can be used to edit data
_______________4. Days of the week is an example of preset series
_______________5. Series of data can be added using fill handle
___________________1. It occurs when Excel automatically fills selected cells with data
___________________2. The function on a cell to enter the current date and time
___________________3. Excel aligns the data to the right side of the cell.
___________________4. Data type which descriptive pieces of information, which is a
combination of alphabet, special characters and numbers
___________________5. Key used to move from one cell to another
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MS EXCEL 2007
Name: _____________________________ Time: _________________________________
Skills Review
1. As a clerk in your ABC Company, you are asked to prepare a worksheet as shown below
2. Use date function to insert the date today on cell A1

3. Edit the content of cell A3, replace it by Branch
4. Use fill series to put numbers on Column A as shown below.
5. Add Sales Target on Column D, and use Autofill to copy the same data as shown below
6. Save this file as Lesson2Proj1 in your Excel folder.
280

Objectives:
1. Change the column width
2. Change the row height
3. Insert rows, columns to a worksheet
4. Delete cells, rows and columns of a worksheet
5. Use formatting tools to change the number format
6. Merge cells
7. Rotate text
8. Change text indent
Inserting and Removing Cells, Rows and Columns

Adjusting a Column Width
Follow these steps to adjust the width of one or more columns:
1. Select the columns whose width you want to change. If you want to adjust a single
column, click any cell in that column.
2. Click the Home tab, click the Format button and Then click Column Width on the drop down
menu
3. When the column width dialog box appear, enter the width value and click OK
To change manually the width of column:

1. Position the mouse pointer on the right edge of the column header.
2. When the mouse pointer changes to a doubleheaded arrow, click and drag the poin
ter to a new width.
You can also use the AutoFit option to fit the contents.
Here are the steps to do this:
1. Choose the cells you want to adjust the column
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MS EXCEL 2007
width.
2. Then choose AutoFit Column Width in the Cells group on Home tab
Adjusting Row Height

Follow these steps to adjust the width of a row:
1. Select the columns whose width you want to change. If you want to adjust a single
column, click any cell in that column.
2. Click the Home tab, click the Format button and then click Row Height on the drop down menu
3. Type row height value on the Row Height dialog box and click OK
282
Inserting Columns
To add a column to a spreadsheet
1. Point and then right click on the column header where you want the new column
added.
2. Choose Insert from the menu.

3. The new column is added to the left of the selected column.
To insert multiple columns to a spreadsheet

1. Select more than one column in the column header.
2. In the column header, select the number of columns you want added to the
spreadsheet.
3. Right click on the selected columns.
4. Choose Insert from the menu.
5. The new columns is inserted to the left of the selected columns
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MS EXCEL 2007
Inserting Rows
To insert a row, follow these steps:
1. Click the row immediately below th
e row you want to insert.
2. Click the Home tab,
click the Insert Cells button and

then click Insert Sheet Insert Sheet
Rows.
To insert multiple rows to a spreadsheet

1.
2.
3.
4.
5.
Select more than one row in the row header.

In the row header, select number of rows you want to add to the spreadsheet.
Right click on the selected rows.
Choose Insert from the menu.
The new row is inserted above the rows you first selected.
Deleting Cells, Rows and Columns

Here are the steps to delete a column
1. Select the column header button
2. Click the Home tab, click the Delete Cells button and then click Delete Sheet Columns
To delete multiple rows from a spreadsheet
284

1. In the row header, select the rows you want to delete.
2. Right click on the selected rows.
3. Choose Delete from the menu.
Here are the steps to delete a row
1. Select the row header button.
2. Click the Home tab, click the Delete Cells button and then click Delete Sheet Rows.
To delete multiple columns from a spreadsheet, do the following steps
1. In the column header, select the columns you want to delete.
2. Right click on the selected columns.
3. Choose Delete from the menu.
Adding Number Formats to Data

Number formats are applied to numerical data as the name implies. It refers to the addition
of currency symbols, decimal markers, percent signs, and other symbols that help to identify
the type of data in cells
To add number formats to a worksheet, use icons on the Home tab of the ribbon
Adding the Currency Symbol

1. Select the cells C5 to D10.
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MS EXCEL 2007
2. Click on the down arrow next to General option on the ribbon to open the Number
Format drop down list.
3. Select Currency from the list.
4. The data in cells C5 to D10 should now show the dollar symbol ($) and two decimal
places. But you can choose another symbol such as PHP for Philippine currency in the
Symbol section of Format Cells dialog box.
Decreasing Decimal Places

To alter the data you can follow these steps
1. Drag select cells C5 to D10.
286
2. Click twice on the Decrease Decimal icon in the Number format section of the ribbon.
3. The number in these cells should now have currency symbols but no decimal places
Merging Cells, Rows and Columns

To merge a group of cells and center the text, the user can also use the Merge and Center
button
on the Excel tool bar
Follow these steps to merge and center a range of cells:

1. Select the range of cells you want to merge and center.
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MS EXCEL 2007
2. Click the Merge & Center button in the Alignment group on the Home tab.
3. The cells are merged into a single cell, and the text is centered within the merged
cell.
Rotating Text and Changing Indents

Rotating text is also as known as text orientation. The user can use the Ribbon and the
Format Cells to change the text orientation. The Format Cells method is more useful when
the user wants to make multiple or more advanced formatting changes.
There are two common methods to set the text orientation
Here are the steps to rotate text Using Ribbon
1. Select the cell(s) that contain the text you want to change the orientation.
2.
On the Home Tab of the Excel 2007 Ribbon click on small downward pointing arrow
next to the Orientation button.
3. Select from one of the orientation options from the drop down menu.
Angle Counterclockwise is angled at 45 degrees. Angle Clockwise is angled at 45 degrees.
Rotate Text Up the text starting from the bottom of the cell. Rotate Text Down the text
ending from the bottom of the cell.
Here are the steps to change the text orientation using Format Cells:
1. Select the cell(s) that contain the text you want to change the orientation.
2. On the Home Tab, click on the Format Cells Alignment button in the Alignment
288

group. The Alignment Tab of the Format Cells Dialog Box will now appear.
3. Click on the Vertical Text button to orientate your text vertically in the Orientation
Section.
4. Click OK once you set the orientation selection.

5. Your orientation format is now applied to the selected text.
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MS EXCEL 2007
290

Name: _________________________________ Time: _________________________________
Concept Review
number
_____________1. You can add multiple columns to a worksheet
_____________2. Rows and columns can be deleted by right clicking and selecting delete from
the short-cut menu
_____________3. To add number formats to a worksheet you use icons on the Home tab of
the ribbon
_____________4. When you insert columns to a spreadsheet, the new columns is inserted to
the left of the selected columns.
_____________5. Selecting rows in the row header is the first step in inserting multiple rows
to a spreadsheet

_____________1.It is used to changed the text orientation
_____________2. Text orientation when the text starts from the bottom of the cell.
_____________3. It is also known as text orientation
_____________4. The first step to adjust the row height
_____________5. It is the process of combining to or more cells
_____________6. The section of Format cells dialog box you access to change the currency
symbol
_____________7. The position the mouse pointer on the column header when adjusting
column width manually
_____________8. It is used to merge a group of cells and center the text
_____________9. A command in the Format button used to adjust the width of a row
_____________10. A command in the cells group that can be used to fit the contents in a
column
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MS EXCEL 2007
Name: _________________________________ Time: _________________________________
Skills Review
Complete the instruction below. All projects will be saved in the project folder under Excel.
A. As an assistant office encoder in your respective department, you are asked to create
a spreadsheet that will be used to present data for an upcoming audit. Create the
worksheet and name it as Lesson3proj1.
B.
C.
D.
E.
Merge and center the title of the report

Put border to the caption as shown on the figure above.
Format the number with two decimal places
Save this file as project3 in your folder.
292

Objectives:
1. Use border and shading to put finishing touches to the worksheet
2. Use Autoformat
3. Apply conditional formatting
4. Create range of cells
5. Use named range in formula
Adding Cell Borders and Shading and Working with Ranges

Adding Borders to Cells
Adding lines and border is way to format important information to make them more visible in
Excel. There are a various options when adding and formatting lines and borders:
borders can be added to one or all sides of a cell or block of cells

different thickness of lines can be used
a variety of line styles are available
there are a number of colors to choose from
To add border, key in the following data then follow the steps bellow:
1. Select A3 to D3 cells.
2. Click on the Home tab, click on the Borders option and the drop down list opens.
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MS EXCEL 2007
3. Choose Outside Border from the list.

4. A border line now appears outside the data in cell A3 to D3.
Apply or remove cell shading

Filling cells with solid colors
1. Select the cells that you want to apply shading
2. On the Home tab, in the Font group,
Click the arrow next to Fill Color
in the Font group on the Home tab, and then click
the color on the palette that you want
To apply the most recently selected color, click Fill Color
Fill cells with patterns

1. Select the cells that you want to fill with a pattern.
2. On the Home tab, in the Font group, click the Dialog Box Launcher
Keyboard shortcut is CTRL+SHIFT+F.
294
next to Font.

3. In the Format Cells dialog box, on the Fill tab, under Background Color, click the
background color that you want to use.
4. Click another color in the Pattern Color box, and then click a pattern style in the
Pattern Style box.
5. Click Fill Effects, and then click the options that you want on the Gradient tab to use
a pattern with special effects
Here are the steps to remove cell shading

1. Select the cells that contain a fill color or fill pattern.
2. On the Home tab, in the Font group, click the arrow next to Fill Color, and then click
No Fill.
Using AutoFormat
Before using Autoformat command, add this
first in quick access toolbar
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MS EXCEL 2007
1. Select only the data on the worksheet that you want formatted
2. Click on the Autoformat button to bring up the dialog box

3. Click on the style you want to use
4. Click OK
Applying Conditional Formatting

Conditional formatting is used to apply formatting options such as change of font color or cell
background when a condition is met in the data. This can also be used to find duplicates such
as formulas, numbers, dates or the entire records
For illustration, follow these steps:
1. Enter the following data into cells A1 to A6: 11, 12, 16, 12, 15, 12
2. Select cells A1 to A6 on the spreadsheet.
3. On the Home tab., click on the Conditional Formatting icon to open the drop down
menu.
4. Choose Highlight Cell Rules, Duplicates Values... to open the conditional formatting
dialog box
5. Select Light Red Fill with Dark Red Text from
the list.
6. Click OK to accept the selections and close the dialog box.

7. Cells A2, A4, and A6 are now formatted with a light red background color and dark red
text since all three contain duplicate data.
296

What is Range?
Range is a group or block of cells in a worksheet that have been highlighted and
surrounded by a black outline. By default, there is only one cell in the worksheet with black
outline. This cell is called active cell and command executed affects the active cell.
Ranges are identified by the cell reference or addresses of the cells in the upper left
and lower right corners of the range. A cell reference identifies the location a cell or group of
cells in the spreadsheet. B5:D10 is an example range, which means to include all the cells
between the start point B5 and end point D10.
Selecting Range
To quickly select a range of cells:
Select the first cell, press Shift key, select another cell and then click the mouse.
Selecting non-adjacent cells
1. Select on the first cell
2. Release the mouse button.
3. Press and hold down the Ctrl key on the keyboard.
4. Click on the rest of the cells you want to select them while holding the Ctrl key.
5. Once all the desired cells are selected, release the Ctrl key.
6. Do not click anywhere else with the mouse pointer once you release the Ctrl key for the
selected cells will be cleared.
7. If you release the Ctrl key too soon and wish to highlight more cells, simply press and
hold down the Ctrl key again and then
click on the additional cells.
Naming a range of cells

To name a range of cells:
1. Select the appropriate range of cells, which you want to name.
2.
Click the Formula tab
3.
From the Named Cells group,
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MS EXCEL 2007
2. Click the Name a Range drop-down list and select Name a Range. The New Name
dialog box appears.
3.
4.
In the Name box, enter the appropriate name.

Click OK
Creating Range Names from Worksheet Labels

Create the spreadsheet below:
The formula is in cell B5 for adding the monthly totals in column B.
Define a Name
1. Select the cells B2 to B4 then click the Formulas menu

2. Click Define Name in Excel
298

3. The following dialog box opens
4. Click OK on the New Name dialogue box. Notice that the Name is our heading of
Monthly_Totals.
To apply new named range, follow these steps

1. click into cell B5
2. On the Formulas tab, point to Defined Named group, click small arrow at the corner of
Define Name option.
3. From the menu, select Apply Names

4. From the Apply Names dialogue box, select the Name you want and click OK:
5. Cell B5 now says =SUM(Monthly_Totals) in the Formula bar

Inserting a Range Name to a Formula or Function
Using Named Ranges in Formulas
To illustrate how to use Named Ranges in formula, define two new names, do the following:
1. Click inside cell B5 to highlight it
2. From the Formulas tab, select Defined Name, click Define Name.
3. From the New Name dialogue box, click in to the Name textbox at the top and enter
Monthly_Result
4. Click OK
5. Select cell C5 and do the same as step 2 above. Enter Tax_Result as the name
6. From the Formulas tab, locate the Defined Named Cells group click Define Name and
select Apply Names
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MS EXCEL 2007
7. The Apply Names dialogue box appears
8. Select Monthly_Result
9. Select Tax_Result
10. Click the OK button. Excel will replace your cell references with the two Names you
Defined
11. Your spreadsheet should look the figure below
300

Name: _________________________________ Time: _________________________________
Concept Review
number
_______________1. Ranges can be made of non-adjacent cells
_______________2. Named range can be used in formulas
_______________3. A variety of line styles are available when adding borders
_______________4. The border can be added to one side of a cell
_______________5. AutoFormat command is already included in Quick Access Toolbar

_______________1. The tab where Define Name command is located
_______________2. Key used to select non-adjacent cells
_______________3. It identifies the location a cell or group of cells in the spreadsheet
___
_______________4. This can be used to find duplicates such formulas, numbers, dates or the
entire records
_______________5. The short-cut command to fill cells with pattern
_______________6. The command in the Home tab in Fonts group used to remove cell shading
_______________7. The tab on the Click Fill Effects use to fill a pattern with special
effects
________________8. A command in the Font group you used to fill cells with solid colors
________________9. It is used to apply formatting options such as change of font color when
a condition is met in the data
________________10. Defined named group is included in this tab
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MS EXCEL 2007
Name: _________________________________ Time: _________________________________
Skills Review
A. As an assistant office encoder in your respective department, you are asked to create
a spreadsheet that will be used to present data for an upcoming audit. Create the
worksheet and name it as Lesson4proj1.
4.
5.
6.
7.
8.
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Name range for each agent(e.g. A. Smith)

Add Weekly Total in Column E
Use named range in sum function to add weekly sales for each agent
Apply Classic 1 Autoformat to the worksheet
Save your file as Project4

Objectives:
1. Change worksheet view
2. Freeze panes, columns, and rows
3. Split worksheet
4. Hide workbook, worksheets, columns and rows
5. Protect cells in a worksheet
Different Ways to View Your Worksheets

Changing the Worksheet View
Hiding and Unhiding worksheet
Hiding worksheets can be a simple way to protect data in Excel and a way to reduce the
clutter of some tabs.
Hiding a Worksheet
To hide a worksheet, here are the steps
1. Select the Worksheet you would like to hide by clicking on the worksheet tab.
2.
3.
On the Home tab, point to Cells group, click on Format.

Under Visibility, select Hide & Unhide, then Hide Sheet.
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MS EXCEL 2007
Or right-click on the tab, and select Hide.

Unhide a Worksheet
To unhide a worksheet, here are the steps:
1. On the Home tab, point to Cells groups and click on Format
2. Under Visibility, select Hide & Unhide, then Unhide Sheet.
Or right-click on any visible tab, and select Unhide.

Hiding a Workbook
To hide the entire Workbook, follow these steps:
1. Select the View tab, and then click the Hide button.
2. The Workbook has disappeared.
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Unhide a Workbook
To unhide the workbook, do the opposite of hiding a workbook
1. Select the View tab and click Unhide
2. The Workbook will be visible again.
Hide and unhide rows or columns
When the user do not want part of the worksheet to be visible or when he or she does not
want certain data such as medical records information to appear in printed reports, hide the
rows or columns containing the confidential data.
Here are the steps to hide and unhide rows and columns
1. Select the rows and columns you want to hide
To unhide rows or columns, drag in the worksheet frame to select the rows or columns both
before and after the hidden rows or columns.
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Notice the Visibility option of the Format drop-down menu in the cell group on the Home tab
Freezing Column and Row Levels
To freeze only those columns and rows you want to stay on screen
Here are the steps to freeze pane:
1. Click on the cell to the right of the columns and just below the rows that you want
to remain on screen.
2. On the View tab, point to the Window group and click Freeze Panes from the menu,
as shown in the image below.
3. Choose Freeze Panes, to freeze both rows and columns

4. Choose Freeze Top Row to keep top row visible while scrolling through the rest of the
worksheet
5. Choose Freeze First Column to keep the first column visible while scrolling through the
rest of the worksheet
Splitting Worksheets
Splitting panes allows the user to see multiple areas of a worksheet at once.
Here are the steps to split pane:
1. Select the cell where you want to split the worksheet
2. Click the View tab, point to Window group and click split.
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The worksheet splits above and to the left of the active cell creating four panes.
The worksheet is split into sections that can be navigated individually without moving
the other sections.
Locking Cells in a Worksheet

Each cell in the worksheet can be locked or unlocked to protect the document and to guard
against any unplanned changes.
Follow these steps to protect cells in the worksheet:
1. Click the Protect Sheet command button in the Changes group on the Review tab.
2. Select protection settings in the Protect Sheet dialog box. The Protect Sheet dialog
box opens in which you can select the options you want to be available when the
worksheet protection is enabled. By default, the Protect Worksheet and Contents of
Locked Cells are checked
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MS EXCEL 2007
3. Select any of the check boxes in the Allow All Users of This Worksheet To list box that
you still want to be functional when the worksheet protection is applied.
4. If you want to assign a password that must be supplied before you can remove the
protection from the worksheet, type the password in the Password to Unprotect Sheet
text box.
5. Click OK.
If you typed a password in Step 3, the Confirm Password dialog box opens. Re-enter
the password in the Reenter Password to Proceed text box exactly as what you typed
and then click OK.
To remove worksheet protection, click the Unprotect Sheet button in the Changes group on
the Review tab. The will be prompted to type the password if he or she previously set one.
Unlocking cells
To unlock cells in a worksheet, follow these steps:
1. If the worksheet is protected, click the Unprotect Sheet button in the Changes group
on the Review tab
2. Select the cells you want to unlock.
3. Press Ctrl+1 to open the Format Cells dialog box and click the Protection tab.
4. Click the Locked check box on the Protection tab to remove the check mark.
5. Protect the worksheet. All cells in the worksheet are now protected except the cells
you unlocked.
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Name: _________________________________ Time: _________________________________
Concept Review
number
____________1. Each cell in the worksheet can be locked or unlocked to guard against any
unplanned changes
____________2. By default, the Protect Worksheet and Contents of Locked Cells are checked
in protect cells dialog box
____________3. Hiding worksheets can be used to protect data in Excel
____________4. Each cell in the worksheet can be locked
____________5. When splitting worksheets, the worksheet splits above and to the left of the
active cell creating four panes.
____________1. The tab you used to unlock cells if the worksheet is protected
____________2. The button in the Changes group on the Review tab you used to remove
worksheet protection
____________3.The command in the View tab on the Window group you use to freeze pane
____________4. It allows you to see multiple areas of a worksheet at once
____________5. The button used to unhide the workbook in the View tab
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MS EXCEL 2007
Name: _________________________________ Time: _________________________________
Skills Review
A. As an assistant office encoder in your respective department, you are asked to
create a spreadsheet that will be used to present data for an upcoming audit.
Create the worksheet and name it as Lesson5proj1.
1. Lock the cells containing the agent names

2. Freeze Column A so that this always visible while you scroll to the right of the
worksheet
3. Hide G. Curt record
4. Save your file as project5.
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Objectives:
In this lesson, the student should be able to:
1. Learn how to select, add and delete worksheets within workbooks
2. Apply copy, move and rename worksheets
3. Learn how to search for data and replace it with other data
Managing Worksheet and its Information

Selecting Worksheets
Before the user can add, delete or copy worksheets, he/she should learn how to select one or
more worksheet. The name (or title) of a worksheet appears on its sheet tab at the bottom of
the screen. By default, the name is Sheet1, Sheet2, and so on, but the user can give any
worksheet a more appropriate name.
To select a worksheet or worksheets, do one of the following:
To select one or single worksheet, click its tab. Then the tab is highlighted showing
that is it selected.
To select two or more adjacent sheets, click the tab for the first sheet. Then hold
down SHIFT while you click the tab for the last sheet that you want to select.
To select two or more nonadjacent sheets, click the tab for the first sheet. Then hold
down CTRL while you click the tabs of the other sheets that you want to select.
To select all sheets in a workbook, Right-click a sheet tab, and then click Select All
Sheets on the shortcut menu.
Fig. 6.1 Sheet tab
Note: When multiple worksheets are selected, Group appears in the title bar at the top of
the worksheet. To cancel a selection of multiple worksheets in a workbook, click any
unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected
sheet, and then click Ungroup Sheets on the shortcut menu.
Inserting Worksheet
By default, when the user creates a new workbook it is always contains three worksheet.
However, the user can easily insert additional worksheets to a workbook.
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MS EXCEL 2007
To insert a new worksheet, do one of the following:
To quickly insert a new worksheet at the end of the existing worksheets, click the
Insert Worksheet tab at the bottom of the screen.
Fig. 6.2 Insert Worksheet Tab
To insert a new worksheet in front of an existing worksheet, select that worksheet

and then, on the Home tab, in the Cells group, click Insert, and then click Insert
Sheet.
Fig. 6.3 Cells Group

Note: By using Shortcut Menu: A faster way to insert a worksheet is by right-clicking the
selected sheet tabs, and then click Insert. On the General tab, click Worksheet, and then
click OK.
To insert multiple worksheets at the same time, perform the following:
1. Hold down SHIFT, and then select the s`ame number of existing sheet tabs of the
worksheets that you want to insert in the open workbook.
For example, if you want to add three new worksheets, select three sheet tabs of
existing worksheets.
2. On the Home tab, in the Cells group, click Insert, and then click Insert Sheet.
Note: By Using the Shortcut Menu: Right-click the selected sheet tabs, and then click
Insert. On the General tab, click Worksheet, and then click OK.
Deleting Worksheets
You can easily remove or delete the worksheet by doing the following:
1. Select the worksheet or worksheets that you want to delete.
2. On the Home tab, in the Cells group, click the arrow next to Delete, and then click
Delete Sheet as shown in figure 6.3
Note: By using Shortcut Menu: Right-click the sheet tab of a worksheet or a sheet tab of any
selected worksheets that you want to delete, and then click Delete.
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Moving and Copying Worksheet

A user can easily copy or move worksheets from workbook to another. To copy, perform the
following:
1. Select the worksheets that you want to move or copy.
2. On the Home tab, in the Cells group, click Format, and then under Organize Sheets,
click Move or Copy Sheet.
Fig. 6.4 Move or Copy Sheet
Note: By using Shortcut Menu. Right-click a selected sheet tab, and then click Move or
Copy.
3. The Copy or Move dialog box will appear. Then you may do one of the following:
Fig. 6.5 Copy or Move Dialog box
Click the sheet before which you want to insert the moved or copied
sheets.
Click move to end to insert the moved or copied sheets after the last
sheet in the workbook and before the Insert Worksheet tab.
4. To copy the sheets instead of moving them, in the Move or Copy dialog box, select
the Create a copy check box. When you create a copy of the worksheet, the
worksheet is duplicated in the workbook, and the sheet name indicates that it is a
copy.
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MS EXCEL 2007
Renaming a Worksheet
A user can easily change the name or rename the worksheet you desired, by doing the
following:
1. On the Sheet tab bar, right-click the sheet tab that you want to rename, and then
click Rename.
Fig. 6.6 Rename
2. Select the current name which is Sheet1, and then type the new name.
Using Find and Replace

When a user enters a particular label or value into the worksheet and finds it incorrect, there
is a great way to change multiple occurrences by using the Find and Replace feature of MS
Excel. Follow these steps:
1. On the Home tab, in the Editing groups, click Find & Replace.
Fig. 6.7 Find & Replace
2. Click Find and the Find and

box appears as shown in the figure 6.8.
Fig. 6.8 Find and Replace dialog box
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Replace dialog

Find tab options
Use the Find tab to search for a string of characters in a worksheet or workbook.
Find what enter the information that you want to search for. You can use wildcard
characters, such as an asterisk (*) or a question mark (?), in your search criteria.
Format lets you to search for text or numbers that also have specific formatting. If
you want to find cells that just match a specific format, you can delete any criteria in
the Find what box and then select a specific cell format as an example. Click the
arrow next to Format, click Choose Format From Cell, and then click the cell that
has the formatting that you want to search for.
Options shows advanced search options. This button changes to Options << when the
advanced options are displayed. Click Options << to hide the advanced options.
Within Select Sheet to limit your search to the active worksheet. Select Workbook to
look for all sheets in the active workbook.
Search click the direction that you want to search: down through columns by using By
columns or to the right across rows by using By rows. To search up in columns or to
the left across rows, hold down SHIFT and then click Find Next. In most cases, it is
faster to select By columns.
Look in identifies whether you want to search the value of the cells or their
underlying formulas.
Match case differentiates between uppercase and lowercase characters.
Match entire cell contents searches for an exact and complete match of characters
that are specified in the Find what box.
Find All finds all occurrences of the search criteria in your worksheet or workbook. If
you want to find and review each occurrence separately, click Find Next instead of
Find All.
Find Next looks for the next occurrence of the characters that are specified in the
Find what box. To find the previous occurrence, hold down SHIFT and then click Find
Next.
Close closes the Find and Replace dialog box after you have completed your search.
Replace tab options

The Replace tab has the same options as the Find tab, with the following additional options
that you can use to replace the data that you search for.
Replace with makes you type the replacement characters that you want to use to
replace the characters in the Find what box. To delete the characters in the Find
what box from your document, leave the Replace with box blank.
Replace All replaces all occurrences of the search criteria in your document. If you
want to review and selectively replace each occurrence, click Replace instead of
Replace All.
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MS EXCEL 2007
Replace replaces the selected occurrence of the criteria in the Find what box, finds
the next occurrence, and then stops. If you want to automatically replace all
occurrences of the search criteria in your document, click Replace All.
Note: To replace text with symbols and special characters, you can copy them from the
worksheet into the Replace with box. For more information about how to use symbols and
special characters in the worksheet, see Insert symbols and special characters on a
worksheet.
Sorting Data Using One Column

Sorting is one of the essential components of data analysis. It is being used to organize or
rearrange data.
1. On the Data tab, in the Sort & Filter group, do one of the following:
To sort in ascending alphanumeric order, click

Sort A to Z. The figure
below will be the sorted output in the ascending order.
To sort in descending alphanumeric order, click
Sort Z to A.
2. Optionally, you can do a case-sensitive sort.

To reapply a sort after you change the data, click a cell in the range or table, and
then on the Data tab, in the Sort & Filter group, click Reapply.
Sorting Data Using Two or More Columns

You might sort by more than one column or row when you have data that you want to group
by the same value in one column or row, and then sort another column or row within that
group of equal values.
1. Select a range of cells with two or more columns of data, or make sure that the active
cell is in a table with two or more columns.
2. On the Data tab, in the Sort & Filter group, click Sort. The Sort dialog box will be
displayed as shown below.
Fig. 6.9 Sort Dialog box
316

3. Under Column, in the Sort by box, select the first column that you want to sort.
4. Under Sort On, select the type of sort. Do one of the following:
To sort by text, number, or date and time, select Values.
To sort by format, select Cell Color, Font Color, or Cell Icon.
5. Under Order, select how you want to sort. Do one of the following:
For text values, select A to Z or Z to A.
For number values, select Smallest to Largest or Largest to Smallest.
For date or time values, select Oldest to Newest or Newest to Oldest.
To sort based on a custom list, select Custom List.
6. To add another column to sort by, click Add Level, and then repeat steps three through
five.
7. To copy a column to sort by, select the entry, and then click Copy Level.
8. To delete a column to sort by, select the entry, and then click Delete Level. You must
keep at least one entry in the list.
9. To change the order in which the columns are sorted, select an entry, and then click the
Up or Down arrow to change the order. Entries higher in the list are sorted before entries
lower in the list.
10. To reapply a sort after you change the data, click a cell in the range or table, and then on
the Data tab, in the Sort & Filter group, click Reapply.
Using AutoFilter
AutoFilter is a quick way to find and work with a subset of data in a range of cells or table.
Filtered data displays only the rows that meet criteria that you specify and hides rows that
you do not want displayed.
1. Select a range of cells that you want.
2. On the Data tab, in the Sort & Filter group, click Filter.
3. Click the arrow
in the column header. Then do one of the following:
Select from a list of text values
In the list of text values, select or clear one or more text values to filter by.
The list of text values can be up to 10,000. If the list is large, clear (Select All)
at the top, and then select the specific text values to filter by.
Create criteria
a) Point to Text Filters and then click one of the comparison operator commands,
or click Custom Filter.
b) In the Custom AutoFilter dialog box, in the box on the right, enter text or
select the text value from the list.
c) Optionally, filter by one more criteria.
4. To reapply a filter after you change the data, click a cell in the range or table, and
then on the Data tab, in the Sort & Filter group, click Reapply.
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MS EXCEL 2007
To clear a filter:
You can clear a filter for a specific column or clear all filters. Do the following:
To clear a filter for a column:
To clear a filter for one column in a multicolumn range of cells or table, click the
Filter button
on the heading, and then click Clear Filter from <Column
Name>.
To clear all filters in a worksheet and redisplay all rows:
On the Data tab, in the Sort & Filter group, click Clear.
Fig. 6.10 Clear on the Sort & Filter Group
Moving Information Using Drag and Drop

You can easily move the range of cells or information from one location to another. Follow
these steps:
1. Using drag and drop, select ranges or cells that you want.
2. Move the pointer towards the edge of the selection until pointer changes to an arrow.
3. Click and drag the selected cell to its new location.
Copying Information Using Drag and Drop

Same as the previous lesson copying the range of cells or information to another place is
simple.
1. Select the range of cell that you want to copy.
2. Move the pointer at the edge of the selection until pointer changes to arrow.
3. Press the CTRL key and drag the selected cell to its new place.
Customizing Header and Footer

Header is found inside the top margin on the page such as the date or draft number.
Footer is found inside the bottom margin of the page.
1. Click the worksheet to which you want to add headers or footers, or that contains headers
318

or footers that you want to change.
2. On the Insert tab, in the Text group, click Header & Footer.
Fig. 6.11 Header & Footer
Note: The header and footer in MS Excel also displays in Page Layout view. You can
also click Page Layout View
on the status bar to display this view.

To add a header or footer, click the left, center, or right header or footer text
box at the top or the bottom of the worksheet page.
To change a header or footer, click the header or footer text box at the top or
the bottom of the worksheet page respectively, and then select the text that you
want to change.
4. Type the new header or footer text.
To start a new line in a header or footer text box, press ENTER.

To delete a portion of a header or footer, select the portion that you want to
delete in the header or footer text box, and then press DELETE or BACKSPACE. You
can also click the text and then press BACKSPACE to delete the preceding
characters.
To include a single ampersand (&) in the text of a header or footer, use two
ampersands. For example, to include "Subcontractors & Services" in a header, type
Subcontractors && Services.
To close the headers or footers, click anywhere in the worksheet. To close the
headers or footers without keeping the changes that you made, press ESC.
Practice Exercise: As one of the selected class monitor, you are asked to do the following:
1. Enter the following data in Column A. Save the workbook as Lesson6exer1.
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MS EXCEL 2007
2. Sort the names in ascending and save it as Lesson6exer1.
3. Sort the names in descending and save it as Lesson6exer1descending.
4. Open the Lesson6exer1 exercise. Then enter the additional information in Column B
and C.
5. Sort the names based on Age and display the values from smallest to Largest.
6. Using Auto filter display only the names with BSIT course, copy the output on the
sheet2 and rename the sheet as BSIT.
7. Display also the names with the age of 18 and copy the output on sheet3 and rename
the sheet as Age18.
8. Clear the filter that you used in sheet1 and rename sheet1 as Class List.
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Name: _________________________________ Time: _________________________________
Concept Review:
I. True or False. Write True if the statement is correct otherwise False.
_______ 1. The name of a worksheet appears on its sheet tab is located at the bottom of the
screen.
_______ 2. To quickly insert a new worksheet at the end of the existing worksheets, click the
Worksheet Insert tab at the bottom of the screen.
_______ 3. To delete a worksheet, click on the Home tab, in the Cells group, click the arrow
next to Delete, and then click Delete Sheet.
_______ 4. You can easily change the name or rename the worksheet you desired by right
clicking the sheet tab name.
_______ 5. Format lets you search for text or numbers that also have specific formatting.
_______ 6. The replace is used to search for a string of characters in a worksheet or
workbook.
_______ 7. It is not possible to clear a filter for a specific column or clear all filters.
_______ 8. Filtered data displays only the rows that meet criteria that you specify and hides
rows that you do not want displayed.
_______ 9. Auto Filter is being used to organize or rearrange data.
_______ 10. You can copy information by simply using the drag and drop.
II. Identification. Identify the following statements. Write the answer on the space provided.
_______________ 1. It is a quick way to find and work with a subset of data in a range of
cells or table.
_______________ 2. It is found inside the top margin on the page such as the date or draft
number.
_______________ 3. It is a great way to change multiple occurrences.
_______________
4. The action you should do before adding, deleting or copying a

worksheet.
_______________ 5. The tab where sort and filter is located.
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Name: _________________________________ Time: _________________________________
Skills Review: Complete the instruction below. All projects will be saved in the project folder
under Excel.
F. As an assistant office encoder in your respective department, you are requested to
continue editing your previous spreadsheet that will be used to present data for an
upcoming audit. Open Lesson3proj1 and name it as Lesson6proj1 as shown below.
1. Rename Sheet 1 as Employee Weekly Report. Open Sheet2 and rename it as A.

Smith, then open sheet3 and change also the name as C. Colins. Then insert three
more worksheets and name it as G. Curt, M. Soles and Grand Total Sales. With
these you are already have 6 worksheets in your workbook.
2. Using the Information above create an individual Sales Report for each worksheet
for all agents by following the data below:
3. You will notice that the individual information is based on the Weekly Sales Report
sheet. Make individual report for all agent from C. Colins to M. Soles using their
own sheet names by copying their own weekly sales report from Weekly Sales
Report sheet.
4. Use the same amount of Bonus from A. Smith sheet for all agents in every week as
shown above.
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Objectives:
In this
1.
2.
3.
4.
5.
lesson the students should be able to:

Learn how to use formulas to calculate results
Create his own formula to do calculations in the worksheets
Know how to use functions
Apply relative reference and absolute reference and
Utilize the use of paste function.
Performing Calculations
Understanding Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to perform
calculations. Formulas are started with an = sign. For example, = 7+4 is a simple formula or
if you wanted to multiply two cells such C6 and D3, and then divide it by 2, you would design
a formula like =(C6*D3)/2.
Elements of an Excel Formula:
1. Operator is a symbol that performs an operation, such as plus sign (+) for addition, for subtraction, * for multiplication, / for division, ^ for exponentiation and ( ) for
grouping them.
2. References: The cell or range of cells that you want to use in your calculation.
3. Constants: Numbers or text values that do not change.
4. Functions: Predefined formulas in Excel.
Entering a Basic Formula

You can easily enter formulas, by performing one of the following:
1. By typing the entire formula, including the cell address.
Select the cell where you want to place the formula.
Type the formula. For example, = D9 * E3 as shown in the figure 7.1.
Fig. 7.1 Entering Formula

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MS EXCEL 2007
Press Enter key when you finished the formula, and Excel will calculate the result.
2. By typing the formula operators and selecting the cell references.
Formula bar displays the formula and not the calculated result as shown in figure 7.1. You
can directly type the formula on the formula bar or you can type the formula on the cell
where you want to store the result.
Calculate with Functions

A function is a ready-made formula in Excel that perform a series of operations. A function
has a name and arguments (the mathematical function) in parentheses.
Some Common functions in Excel:
Sum: Adds all cells in the argument

Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value within a range of the
argument
To calculate a function:
1. Click the cell where you want the function applied.
2. Click the Insert Function button in the Formula tab as shown in figure 7.2.
Fig. 7.2 Insert

Function
3. The Insert Function dialog box will appear as shown in the following figure. Choose the
function you want.
324
Fig. 7.3 Insert Function dialog box

4. Click OK.
Relative, Absolute and Mixed References

The real power of formulas lies in the capability of utilizing the cell references. Using cell
references allow you to easily change values and leaving your formula intact.
Relative reference is a reference that is based on the cell that contains the formula. In
relative reference, if you copied a formula, the reference is changed on the cell from which
the formula is being copied. While absolute reference is a cell reference in a formula that
does not change when copied to a new location.
Relative reference is a cell reference in a formula that is adjusted when the formula is copied
or by calling cells by just their column and row labels (such as "A1"). When a formula contains
relative referencing and it is copied from one cell to another, Excel does not create an exact
copy of the formula. It will change cell addresses relative to the row and column they are
moved to. For example, if a simple addition formula in cell D1 "=(B1+C1)" is copied to cell D2,
the formula would change to "=(B2+C2)" to reflect the new row.
In the situation that you want a formula to constantly refer to a specific cell, and still you
copy and move the formula, use Absolute Cell Referencing. It is by adding a $ (dollar sign)
before the column letter and before the row number that make up the cell address. For
example, in the formula =(B1 * E5), it would become =(A1 * $E$5).
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MS EXCEL 2007
Mixed referencing can also be used where only the row OR column fixed. For example, in the
formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.
Linking Worksheets
You can also use the value from a cell in another worksheet within the same workbook in a
formula. For example, the value of cell A1 in the current worksheet and cell A2 in the second
worksheet can be added using the format "sheetname!celladdress". The formula for this
example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is
added to the value of cell A2 in the worksheet named "Sheet2".
Practice Exercise:
Open Lesson6Exer1 and do the following modifications:
1. Copy the Names from Class List sheet to Sheet4 and rename it as Grade.
2. Calculate the Total by adding the cells of B2 and C2. Copy or fill the formula in the
remaining cells.
3. Compute the Average by using the Average function in the function library and copy also
the formula for the remaining cells.
326
4. On BSIT sheet, enter the following:
5. Calculate the partial payment of every BSIT SA student by using the absolute reference. To
compute the initial payment, the payment should be multiplied by 20% on the Partial
Payment Percentage from B6. Copy the formula for the rest of the students.
6. Save the workbook as Lesson7exer1.
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MS EXCEL 2007
328

Name: _________________________________ Time: _________________________________
Concept Review:
_______ 1. Formulas should be started with an = sign.
_______ 2. Formula bar displays the calculated result of data not the formula.
_______ 3. A range is a ready-made formula in Excel that performs a series of operations.
_______ 4. A formula is a set of mathematical instructions that can be used in Excel to
perform calculations.
_______ 5. You can directly type the formula on the formula bar or you can type the formula
on the cell where you want to store the result.
II. Identification: Identify the following and write the answer on the space provided.
____________ 1. It adds all cells in the argument.
____________ 2. It is a cell reference in a formula that is adjusted when the formula is copied
or by calling cells by just their column and row labels.
____________ 3. It is a symbol that performs an operation.
____________ 4. It has a name and arguments.
____________ 5. It is the cell or range of cells that you want to use in your calculation.
____________ 6. It is a cell reference in a formula that does not change when copied to a
new location.
____________ 7. It finds the number of cells that contain a numerical value within a range of
the argument.
____________ 8. It is a predefined formula in Excel.
____________ 9. It is the character we add when we want to create a formula in Excel.
____________ 10. It is the use of the value from a cell in another worksheet within the same
workbook in a formula.
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MS EXCEL 2007
Name: _________________________________ Time: _________________________________
Skills Review:
A. Open Lesson6proj1 and do the following to compute the Weekly Total of Sales of every
agent in each sheet.
1. On each agent sheet, calculate the Weekly Total by adding the Sales/Wk and Bonus in
every week. Then copy the formula from D4 D7.
2. On the Grand Total Sales sheet, enter the following information:
3. Now on the Grand Total worksheet, calculate Sales/Week of all agents by adding each
agent sheet or by using the three-dimensional formula and compute also the Bonus by
adding the Bonus of each employee.
4. Compute the Grand Weekly Total Sales by using the AutoSum function in cell D8.
5. Save it as Lesson7proj1.
B. You are asked to help the registrar clerk to compute the discount of student assistant by
doing the following:
1. Create a new workbook.
2. Enter the following data and save it as Lesson7proj2.
330
3. Compute the Total Payment by adding the tuition fee, books and miscellaneous fee.
Take note that before you compute the Total Payment you should subtract the
12,000.00 discount on tuition fee.
4. By using relative reference create a formula that will compute the total payment and
copy the formula on the rest of the column.
331
MS EXCEL 2007
332

Objectives:
Objectives: In this lesson, the student should be able to:
Understand the concepts and elements of a chart
Learn the different types of chart and its uses
Learn how to create, modify and format a chart
Apply the predefined chart styles and layout
Creating Charts
Chart is a graphical representation of data. It is very useful tool to display trends in data
comparison and outline.
MS Excel 2007 no longer offers the chart wizard. As a substitute, you can create a basic chart
by clicking the chart type that you want on the Microsoft Office Fluent user interface Ribbon.
To make a chart that displays the details that you want, you can then keep on with the next
steps of the following step-by-step process.
Different Chart Types

These are some common chart types that we could create in MS Excel 2007:
1. Column good when you need to compare categories; use this chart type to
emphasize the difference between items.
2. Bar use this chart type to compare values at a given point in time.
3. Line use this chart to give emphasis to trends and the change of values over
time.
4. Area it is similar to line chart; use to emphasize the amount of change in values
over time.
5. Radar - use a separate axis for each category radiating out from the center
6. Pie or Doughnut best for showing percentages of the whole; Doughnut - use for
comparing multiple pie charts.
7. Scatter use to show correlations between two sets of values, on the x-axis and
one on the y-axis.
8. Bubble very similar to scatter charts, but the size of the dot at each point
reflects another dimension of the chart.
9. Stock use specifically for charting stock activity.
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MS EXCEL 2007
Elements of a Chart
Chart in MS Excel has many elements or parts. Some of the parts are viewed by default,
others can be added as needed. You can modify the display of the chart elements by moving
them to other locations in the chart, resizing them, or by changing the format. You can also
delete chart elements that you do not want to show. The parts of a chart are described as
follows and it is illustrated and displayed in figure 7.1.
1. Chart area- the complete chart and its element.
2. Plot area the area bounded by the axes such as data series, category names, labels and
titles.
3. Data points individual values plotted in a chart and signify by bars, columns, pie or
doughnut slices, dots and various other shapes as markers.
4. The horizontal (category) and vertical (value) axis along which the data is plotted in the
chart.
5. Legend box that classifies the patterns and colors that are assigned to the data series of
categories in the chart.
6. Title Titles in chart.
7. Data Label it is use to identify the details of a data point in a data series.
Fig. 8.1 Elements of a Chart
334

Create a Basic Chart
Most of the useful charts are column and bar charts. You can easily plan the data that you
arrange in rows or columns on a worksheet into a chart. However, some chart types like pie
and bubble charts have need of a specific data arrangement.
Practice Exercise:
1. Open Lesson7exer1 and create another worksheet and name it as graph. Copy the columns
A, B and C that contains Names Mid Grade and Finals including the headings through the
linking worksheet. As shown below.
2. Select the ranges from Column A1 to Column C11. Click Insert tab and in the charts group
click on Column chart type as shown in figure 8.2.
Fig. 8.2 Column chart type in the Charts group

3. After clicking the Column chart, you are about to select a chart subtype that you want to
use. In this practice, select 2-D Column type and click on the first type on this chart of the
Clustered Column. You already created a column chart comparing the Midterm Grades and
Finals of each student as shown in the figure 8.3.
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MS EXCEL 2007
Fig. 8.3 Resulted Column Chart
Note: To see all available chart types, click a chart type, and then click All Chart Types to
display the Insert Chart dialog box, click the arrows to scroll through all available chart types
and chart subtypes, and then click the ones that you want to use.
4. Save your Lesson8exer1.
By default, the chart is positioned on the worksheet as an embedded chart. If you want to
place the chart in a separate chart sheet, you can change its location by doing the following:
1. Open Lesson8exer1 and select the embedded chart.
2. This displays the Chart Tools, adding the Design, Layout, and Format tabs.
3. On the Design tab, in the Location group, click Move Chart as shown below.
Fig. 8.4 Move Chart in Location
336
group

4. The Move Chart dialog box appears as shown in figure 8.5.
Fig. 8.5 Move Chart dialog box

5. Then choose where you want the chart to be placed, do one of the following:
Click New sheet to display the chart in a chart sheet. Then if you want to
replace the suggested name for the chart, you can type a new name in the
New sheet box.
Or click Object in, and then click a worksheet in the Object in box, if you want
to display the chart as an embedded chart in a worksheet.
MS Excel automatically gives a name to the chart, such as Chart1 if it is the first chart that
you create on a worksheet. You can easily change the name of the chart by doing the
following:
1. Click the chart.
2. On the Layout tab, in the Properties group, click the Chart Name text box as shown
in the figure below.
Fig. 8.6 Chart Name in the Properties group
3. Type the new name for example; type grades and then press enter key.
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MS EXCEL 2007
Modifying a basic chart
When you finish creating a chart, you can change any one of its elements or parts. For
instance, you feel like to modify the way that axes are displayed, add a chart title, move or
hide the legend, or display additional chart elements.
To modify a chart, you can do one of the following:
Change the display of chart axes You can give the scale of axes and adjust the
interval between the values or categories that are displayed. To make your chart
easier to read, you can also add tick marks to an axis, and specify the interval at
which they will appear.
Add titles and data labels to a chart To help explain the information that appears in
your chart, you can add a chart title, axis titles, and data labels.
Add a legend or data table You can show or hide a legend, change its location, or
modify the legend entries. In some charts, you can also show a data table that displays
the legend keys and the values that are presented in the chart.
Apply special options for each chart type Special lines (such as high-low lines and
trendlines), bars (such as up-down bars and error bars), data markers, and other
options are available for different chart types
Formatting to a chart
In addition to applying a predefined chart style, you can easily apply formatting to individual
chart elements such as data markers, the chart area, the plot area, and the numbers and text
in titles and labels to give your chart a custom, eye-catching look. You can apply specific
shape styles and WordArt styles, and you can also format the shapes and text of chart
elements manually.
To add formatting, you can:
Fill chart elements You can use colors, textures, pictures, and gradient fills to
help draw attention to specific chart elements.
Change the outline of chart elements You can use colors, line styles, and line
weights to emphasize chart elements.
Add special effects to chart elements You can apply special effects, such as
shadow, reflection, glow, soft edges, bevel, and 3-D rotation to chart element
shapes, which gives your chart a finished look.
Format text and numbers You can format text and numbers in
Using a predefined chart layout

1. Open your Lesson8exer1 and click the chart that you want to format by using a
predefined chart layout. This displays the Chart Tools, adding the Design, Layout,
and Format tabs.
338

2. On the Design tab, in the Chart Layouts group, click the chart layout that you want
to use as shown in figure 8.7. You can also see more layouts by clicking the More
Fig. 8.7 Chart layouts group on the Design tab

3. Select one of the layouts that you like and save your chart.
Using a predefined chart style

1. Open Lesson8exer1 file and click the chart that you wish to format by using a
predefined chart style. This displays the Chart Tools, adding the Design, Layout, and
Format tabs.
2. On the Design tab, in the Chart Styles group, click the chart style that you want to use as
shown in the next figure. To see all predefined chart styles, click More
the layout that you want to apply on your chart.
. Now select
Fig. 7.8 Chart Styles group on the Design tab

Modify the layout of chart elements in a step by step procedure

To change the layout of the chart elements manually, you can click the chart or the chart
element for which you want to change the layout, or do the following to select a chart
element from a list of chart elements.
1. Open Lesson8exer1 and click anywhere in the chart to display the Chart Tools.
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MS EXCEL 2007
2. On the Format tab, in the Current Selection group, click the arrow next to the Chart
Elements box as shown in figure 8.9 and then click the chart element that you want.
Fig. 8.9 Chart Elements in the Current Selection group
3. On the Layout tab, in the Labels, Axes, or Background group, click the chart element that
you want to change, and then click the layout option that you want as shown in the figure
8.10.
Fig.
8.10 Labels, Axes and background groups on the Layout tab
Modify the format of chart elements in a step by step procedure

To change the format of your chart elements you click the chart or the chart element for
which you want to change the style then do the following procedure:
1. Open again your Lesson8exer1 and click the chart to display the Chart Tools.
2. On the Format tab, in the Current Selection group, click the arrow next to the Chart
Elements box, and then click the chart element that you want as shown in figure 8.9.
This displays the Chart Tools, adding the Design, Layout, and Format tabs.
3. On the Format tab, do any of the following:
To format any selected chart element, in the Current Selection group, click
Format Selection, and then select the formatting options that you want.
To format the shape of a selected chart element, in the Shape Styles group, click
the style that you want, or click Shape Fill, Shape Outline, or Shape Effects, and
then select the formatting options that you want refer to figure 8.11
Fig. 8.11 Shapes Styles group
340

To format the text in a selected chart element by using WordArt, in the WordArt
Styles group, click the style that you want, or click Text Fill, Text Outline, or
Text Effects, and then select the formatting options that you want as shown in
figure 8.12.
Fig. 8.12 WordArt Styles group
Tip: When you apply a WordArt style, you cannot delete the WordArt format. If you do
not like the WordArt style that you used, you can choose another WordArt style, or you
can click Undo.
Insert a chart title

1. Click the chart on your Lesson8exer1 to add a title in your chart.
2. On the Layout tab, in the Labels group, click Chart Title. Click Centered Overlay
Title or Above Chart as shown in the figure 8.13.
Fig. 8.13 Centered Overlay Title or Above Chart in the

Chart Title
3. In the Chart Title text box that appears in the chart, type Student Grades 2012. To
insert a line break, click to place the pointer where you want to break the line, and
then press ENTER.
4. To format the text, select it, and then click the formatting options that you want on
the Mini toolbar. You can also use the formatting buttons on the Ribbon (Home tab,
Font group). To format the whole title, you can right-click it, click Format Chart
Title, and then select the formatting options that you want.
5. Save your Lesson8exer1 as Lesson8exer2.
341
MS EXCEL 2007
Insert axis titles
1. Open Lesson8exer2 and click the chart to add axis titles.
2. On the Layout tab, in the Labels group, click Axis Titles as shown in the next figure.
Fig. 8.14 Axis Titles in the labels group
3. Do any of the following:

To add a title to a primary horizontal (category) axis, click Primary Horizontal
Axis Title, and then click the option that you want
4. In the Axis Title text box that appears in the chart, type Names of Students. To
insert a line break, click to place the pointer where you want to break the line, and
then press ENTER. Your chart should be similar to figure 8.15 including the chart title
and the x-axis title.
Figure 8.15 Edited Chart with Chart Title and Axis Title
5. To format the text, select it, and then click the formatting options that you want on
the Mini toolbar. You can also use the formatting buttons on the Ribbon (Home tab,
Font).
6. Save Lesson8exer2.
342
Insert data labels

1. Open Lesson8exer2 and click the chart then do one of the following:
To insert a data label to all data points of all data series, click the chart area.
To insert a data label to all data points of a data series, click anywhere in the
data series that you want to label.
To insert a data label to a single data point in a data series, click the data series
that contains the data point that you want to label, and then click the data point
that you want to label. This displays the Chart Tools, adding the Design, Layout,
and Format tabs.
2. On the Layout tab, in the Labels group, click Data Labels, and then click the Outside
End option as shown in the next figure.
Fig. 8.16 Outside End Option in the Data

Labels
343
MS EXCEL 2007
3. It will display the actual number of the population of the students in every year levels as
shown in figure 8.17.
Fig. 8.17 Output in adding data labels

344

Name: _________________________________ Time: _________________________________
Concept Review:
_______ 1. Chart is very useful tool to display trends in data comparison and outline.
_______ 2. You can modify the display of the chart elements by moving them to other
locations in the chart, resizing them, or by changing the format.
_______ 3. MS Excel automatically gives a name to the chart, such as Graph1.
_______ 4. Bar chart type is used to emphasize the difference between items.
_______ 5. Plot area is used to identify the details of a data point in a data series.
II. Identification. Identify the following and write the answer in the space provided before
each number.
______________ 1. It is a graphical representation of data.
______________ 2. It is best for showing percentages of the whole.
______________ 3. It is the area bounded by the axes such as data series, category names,
labels and titles.
______________ 4. It is the tab where you can insert axis title of the chart.
______________ 5. It is the individual values plotted in a chart and signifies by bars, columns,
pie or doughnut slices, dots and various other shapes as markers.
______________ 6. It is very similar to scatter charts, but the size of the dot at each point
reflects another dimension of the chart.
______________ 7. It is the box that classifies the patterns and colors that are assigned to the
data series of categories in the chart.
______________ 8. It is use to show correlations between two sets of values, on the x-axis
and one on the y-axis.
______________ 9. It is the tab where we can modify the format of chart elements.
______________ 10. It is used to specifically for charting stock activity.
345
MS EXCEL 2007
Name: _________________________________ Time: _________________________________
Skills Review:
Direction: Perform the instruction below and save your workbook on your Project folder.
Open Lesson7proj1. Create a worksheet that will show the comparison of Sales of every
agent in the chart showing the sales from Week1 to Week4. Do the following:
1. Select the ranges of cell from Agent to Week 4 or highlight A4 E8.
2. Create a chart using a Bar type chart. Apply Clustered Bar in 3-D to compare the
contribution of each value to a total across categories of sales.
3. Enter the Chart Title as Sales of Every Agent and place it to Centered Overlay.
4. Name the Chart as Sales and move this chart to another sheet and name it as Sales
Chart.
5. Enter the Title Axis as Sales in Dollar and show also the Data Labels.
6. Save the entire workbook as Lesson8proj1.
346

Objectives:
In this lesson, the student should be able to:
Learn how to print a partial or entire worksheet or workbook
Learn how to print several workbooks at once
Print an Excel table and a workbook to a file
Print a chart with worksheet data and a chart without worksheet data
Printing Your Workbook

You can easily print the whole or entire or partial worksheets and workbooks, one or several
at a time. And when the data that you want to print is in a MS Office Excel table, you can
print only the Excel table.
Printing a partial or entire worksheet or workbook

1. Open your Lesson8exer2. To print a partial or whole worksheet, do one of the
following:
To print a partial worksheet, click the worksheet, and then select the
range of data that you want to print.

To print the entire worksheet, click the worksheet to activate it.
To print a workbook, click any of its worksheets.
2. Click MS Office Button
, and then click Print. You can use keyboard shortcut by
pressing CTRL+P. Then the Print dialog box will appear as shown in figure 9.1.
Fig. 9.1 Print dialog box
347
MS EXCEL 2007
3. Under Print what, select an option to print the selection, the active sheet or sheets,
or the entire workbook. If you define a print MS Excel will print only your defined
area. But when you do not want to print the area, just select the Ignore print areas
check box.
Tip: You can easily print or preview the printout before you print, just click Microsoft
Office Button
Preview.
, click the arrow next to Print, and then click Quick Print or Print
Printing several workbooks at once

If you want to print all workbook files your worksheets must be in the same folder.
1. To print all your created files from Lesson 6 to 9 make sure that all files are in the
same folder then click MS Office Button
, and then click Open. You can also use
the keyboard shortcut by pressing CTRL+O.
2. Now select the folder where you saved your files hold down CTRL and click the name
of each workbook from Lesson6exer1 to Lesson8exer2.
3. In the Open dialog box, click Tools, and then click Print.
Printing an Excel table

1. Click a cell within the table to activate the table.
, and then click Print. You can also use the keyboard shortcut
by pressing CTRL+P.
3. Below Print what, select Table as shown in figure 9.2.
Figure 9.2 Selecting Table under Print range
348

Printing a workbook to a file
, and then click Print. You can also use the keyboard
shortcut by pressing CTRL+P.
2. In the Name box, select the printer on which you want to print the file as shown in
the previous figure 9.2. In this example, you will notice that the printer used is HP
Deskjet Ink Adv 2060 K110 but it will depend on the printer that you would like to use
or what printer you installed in your computer.
3. Select the Print to file check box, and then click OK. The Print to File dialog box will
appear as shown in figure 9.3.
Fig. 9.3 Print to File dialog box

4. In the Print to File dialog box, under Output File Name, type a name for the file that
you want to print for example enter Lesson8exer2 as displayed in figure 9.3
Printing a chart with worksheet data

1. Open Lesson8exer2. And click the worksheet that contains the chart that you want to
print.
2. On the View tab, in the Workbook Views group, click Page Layout or Page Break
Preview as shown in the figure 9.4.
Figure 9.4 Workbook Views group
3. To move the chart, drag it to a preferred location on the page that you want to print.
4. To resize the chart, perform one of the following:
Click the chart, and then drag the sizing handles to the size that you want.
On the Format tab, in the Size group, enter the size in the Shape Height and
Shape Width box. If a worksheet contains more than one chart, you may be able
to print the charts on one page by reducing the size of the charts.
349
MS EXCEL 2007
Figure 9.5 Size Group on the Format tab

5. Click the worksheet.
6. Click the MS Office Button
under Print what by default.
, and then click Print. Active sheet(s) is selected
Tip: You can click Preview to see how the chart will look on the printed page.
Printing a chart without worksheet data

You easily can print one chart without worksheet data per page.
1. Open Lesson8exer2 and click the chart. If the chart is on a separate chart sheet, click
the chart sheet tab.
2. Click the MS Office Button
, and then click Print. Selected Chart is selected
under Print what by default as displayed in figure 9.6.
Fig. 9.6 Selected Chart
350

Name: _________________________________ Time: _________________________________
Concept Review:
True or False. Write True if the statement is correct otherwise False.
_______ 1. You can easily print the whole or entire or partial worksheets and workbooks, one
or several at a time.
_______ 2. To print a partial or whole worksheet, click CTRL + PRINT.
_______ 3. The view tab is being used to print a chart with worksheet data.
_______ 4. The printer Properties is the location where you can find the type of printer you
want to use.
_______ 5. You can click Preview to see how the chart will look on the printed page.
_______ 6. The Format tab is helpful tools to resize the chart when printing.
_______ 7. Under Print range, you can select an option to print the selection, the active
sheet or sheets, or the entire workbook.
_______ 8. When the data that you want to print is in a MS Office Excel table, you can print
only the Excel table.
_______ 9. You cannot print one chart without worksheet data per page.
_______ 10. In the Name box, you can select the printer on which you want to print the file.
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MS EXCEL 2007
Name: _________________________________ Time: _________________________________
Skills Review:
Open Lesson8Proj1. You are requested to print only the chart and the worksheet on the
Weekly Sales of RRR Evangelista and Co. by doing the following:
1. Print only the chart without the worksheet.
2. Have a separate printed output for the chart or the Weekly Sales Sheet.
3. Print 2 copies of each (2 Charts and 2 Worksheet) to be submitted to the auditor of
the company. And attached each worksheet and chart into two.
352

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Table of Contents

FUNDAMENTALS OF INFORMATION TECHNOLOGY

Some Common Operating Systems .................................................................................... 34

To maximize a window ..................................................................................................... 62

To create a bookmark: ...................................................................................................... 99

Add an Animation to a Slide ............................................................................................ 134

Paragraph styles .............................................................................................................. 176

Using Undo and Redo ....................................................................................................... 221

Modify Columns ................................................................................................................. 249

Replacing and Deleting Text in the Cell .......................................................................... 278

Freezing Column and Row Levels ................................................................................... 306

Formatting to a chart....................................................................................................... 338

Introduction to Information Technology

Fundamentals of Information Technology (IT)

Fundamentals of Information Technology

In the processing phase, the data is manipulated or transformed into

Compilation of Lectures and Exercises

Introduction to Information Technology

Compilation of Lectures and Exercises

Fundamentals of Information Technology

Compilation of Lectures and Exercises

Introduction to Information Technology

Compilation of Lectures and Exercises

Fundamentals of Information Technology

Compilation of Lectures and Exercises

Introduction to Information Technology

Compilation of Lectures and Exercises

Fundamentals of Information Technology

Compilation of Lectures and Exercises

Introduction to Information Technology

Fundamentals of Information Technology

Microsoft Word, MacWrite, Word Perfect, Writer

Microsoft Excel, Lotus 1-2-3, Quattro Pro, Calc

Microsoft Access, Paradox, dBase, SQL, Oracle

Microsoft PowerPoint, Impress, Storyboard, Flash

Harvard Graphics, Adobe Illustrator, Fireworks, Cold Fusion, Flash

manages the transmission of data between computers over

Ex.: ProComm, SmartCom, Crosstalk

Compilation of Lectures and Exercises

Introduction to Information Technology

OS/2, Macintosh Operating System

2. Language Processors or Translators are programs that convert human readable

Fundamentals of Information Technology

Compilation of Lectures and Exercises

Introduction to Information Technology

Compilation of Lectures and Exercises

Fundamentals of Information Technology

Digital or Data communication consists of digital transmission 0s and 1s.

Analog communication consists of non digital forms of transmission, including

Compilation of Lectures and Exercises

Introduction to Information Technology

Less expensive: The miniaturized processor in a personal desktop computer performs

Important Developments in Communication Technology:

Compilation of Lectures and Exercises

Fundamentals of Information Technology

A communications network may be large or small,

New Sending and Receiving Devices

Compilation of Lectures and Exercises

Introduction to Information Technology

1. In the absence of processing an input cannot be converted to a desired output.

1. This accepts data and converts it into computer-readable form

Compilation of Lectures and Exercises