COMPUTER PRACTICAL SKILLS A computer is an electronic general purpose machine which receives processes, stores and outputs data. It is very fast in operation and its operational speed is measured in millions of instructions per second (MIPS) Microsoft office word is a complete software package provided by the Microsoft. It comprises of various software obligations i.e. Microsoft word for Word or data processing, Microsoft Excel for spread sheet management, Microsoft Power Point for desk presentation, Microsoft Access for data base design, Microsoft Outlook for fast email, and Microsoft Publisher for desk top publication. THE COMPUTER SYSTEMS The computer systems are the components that makes up a computer operate successfully. They consist of the following; ♣ Computer hard ware ♣ Computer soft ware ♣ Human ware ♣ Firm ware COMPUTER HARD WARE These are the physical components of the computer that you can move and touch. They are both input and out put devices. The in put devices are those components which are used to enter the data into the computer whereas out put devices are the computer components which displays out what is saved/stored in the computer for people to view. Computers are considered to produce two types of output i.e. soft and hard outputs. Hard output consists of production of hard copies of the processed data which are touchable and this is done by the aid of a printer while soft output is usable without being touched or carried away, it is either seen or listened to which is also done by the monitor and or speakers. HARDWARE DEVICES These include all the physical components of the computer that a user utilizes to input and output data into and from the computer respectively or to issue commands to it. They include the following; 1. The System Unit/Central Processing Unit (C.P.U) This is the brain of the computer used for major operations like processing and storage. 2. The monitor (visual display unit) This is used to display the data or information stored in the computer on its screen. 3. The key board This is a primary or basic in put device of the computer that helps the computer user to enter data into the computer for processing. It has its alphabetical letters laid out in three rows but not alphabetically arranged ♣ 1st raw Q W E R T Y U I O P ♣ 2nd raw A S D F G H J K L ♣ 3rd raw Z X C V B N M It also has number keys above the letters and a numeric key pad at the extreme right and other extra keys used to perform different tasks. There is also function keys marked with F1 – F12 and they are used by themselves or in a combination with other keys to activate a series of commands. Special operation keys These are used in combining with other keys or on their own to perform different tasks. E.g. control, alternative, caps lock, etc. 4. Mouse. This is a hand held device ordinary shaped like a pet. It is the pointing device used for interrupting with items on the computer screen. It moves the user a round the computer and used to give commands and instructions to a computer to perform specific tasks. It is supposed to be put on a smooth flat surface; it has a ball at its bottom that is rolled on when it is moved on a move pad. The movement of the ball enables the movement of the pointer on the screen. It has two buttons i.e. the left and right. The left button is used to select items or programs on the screen or to position the insertion point by single clicking or double clicking, while the right button is used for involving existing menu on the screen and then select items or tasks from a list. 5. Printer This is used to output the data on a hard copy or used to produce hard copies of the data processed and stored in a computer. 6. Scanner This is a rectangular flat like device with a glass top and a cover like that of a photocopier, this type is the office scanner. There also some DeskJet printers with scanners that are multipurpose. However, there are some other scanners different from office scanners that serve other purposes like in hospitals. The common or office scanners are used to input images or hard copy into a computer memory for processing. 7. Modem. This is a small device that connects a computer to a communication line. It is connected between the computer and the communication line. It can be used as an input as well as output. The word modem comes from two words i.e. “modulation “which means changing digital signals to analog signals and “demodulation” which is the process of changing analog signals to digital signals. 8. Speakers These are output devices that give soft output, used in playing music or for entertainment. 9. Microphones. These are used for voice purpose to input voice or sound into the computer for processing, commonly used by musicians. Other hard ware devices Voltage stabilizer – helps to eliminate power fluctuations Un interruptible power supply (UPS) – it provides back power supply to computer in case supply from the main is cut off abruptly. Disk drives – reads and writes on the magnetic tapes. N.B – In put devices are the key board, scanner, microphones, and modem. Output device includes the monitor, printer, speakers and modem. All the above devices are connected to the central processing unit as the major supply. COMPUTER HARD WARE CARE. ♠ Switch on your computer system starting from the wall socket (main switch), stabilizer, system unit, monitor and then other devices connected. The order to be maintained. ♠ Avoid making connections when the computer is powered e.g. connecting a keyboard, mouse, printer, monitor etc. ♠ Avoid abrupt switching on and off of the computer system. ♠ Cover your computer system after use to protect it from dust. ♠ Connect the computer to power which is not connected to electronic equipment. ♠ Clean your devices regularly with a wet cloth, make it a point that water does not drop in your computer, if it does; do not use the machine until water has evaporated. ♠ Avoid using floppy disks and flash disks from outside your computer environment to avoid viruses. ♠ Keep daily records of your computer conditions ♠ Up date your anti-virus program if any. SOFTWARE This refers to programs and user created data in the computer system. COMPUTER SOFT WARE CARE Data is a very vital part of the computer system. This data is exposed to a number of risks. The following are some of them Accidental lose Accidental damage/corruption Un authorized disclosure Theft & Etc To safe guard the software (data) against these risks, the operator may do the following; ► Take regular back up copies of data ► Minimize the number of visitors to your computer ► Avoid diskettes from different installations as you can contract the virus ► Destroy un wanted print out so as to prevent information from getting into un authorized hands. ► Save data regularly as abrupt power cut off may occur any time without warning. ► Avoid using command that you do not understand, some commands are disastrous e.g. format, delete or erase and can disorganize the whole computer system. HUMAN WARE These are people who work in the particular computer environment e.g. clerks and secretaries. CARE OF THE COMPUTER ♥ Dust the computer every morning ♥ Avoid drinking and eating over the key board ♥ Do not move the system while it is switched on ♥ Do not switch the computer off using its power buttons ♥ Do not place objects on top of the monitor for it blocks fresh air to cool the machine ♥ Do not place the floppy disks near monitors for it will be damaged by electro-magnetic field of the monitor. ♥ Ensure your computer is having good ventilation ♥ A computer must be put on a stable flat surface ♥ Ensure clean environment of the computer. COMPUTER MEMMORY A computer memory is a component where programs and data are kept or stored. During operation, micro-computers use 2 basic types of internal memories i.e. ROM and RAM 1. Read only memory (ROM) This is the type of memory that stores the information contents permanently. It is also known as non-volatile, i.e. even if power is switched off; the contents can not be lost. Contents in ROM are set during manufacture ROM is in three types i.e. (i) Programmable read only memory [PROM] This one can only be programmed once after it has been manufactured and once programmed, it can not be altered. E.g. CD writable. (ii) Erasable programmable read only memory [EPROM] Instructions can only be erased once and then be programmed afterwards, they can never be altered e.g. CD re-writable. (iii) Electrically erasable programmed read only memory. [EEPROM] This enables a user to put instructions as many times as one may like. E.g. TVs, mobile phones use this type of memory for storing of names and numbers. 2. Random access memory (RAM) This stores information temporally. It is a very unstable medium for data storage because once power is switched off, all its contents will disappear. RAM users include Storage of a copy of operating systems Storage of a copy of application programs for interpretation and execution by the CPU Temporary storage of data items that have been input from the key board. Temporary storage of information that has been produced as a result of processing of the CPU N.B Cache memory is a high speed memory that stores the used and free space in the computer STORAGE DEVICES Punched cards Magnetic tapes Hard diskettes/local disk Compact disk (CD) Zip disks Floppy disks Flash disks SWITCHING ON THE COMPUTER On switching on the computer, it is a common practice to observe the following a) Ensure all devices are fully connected. b) Ensure that the computer power cables are plugged into the electricity sockets. c) Before powering the computer, it is a common practice to first check the connections of your system to make sure that there are no loose connections that may interrupt the starter up process d) Press the power buttons of the system unit (CPU) and then the monitor followed by other connected devices. The computer will perform its start up checks and load windows. This can take several minutes during which there will be some noise (if the computer has speakers) from the system unit and text will scroll across the screen, eventually you will see windows desktop displayed. The start process is called booting and there are cold booting and warm booting. Cold booting refers to the process of starting a computer by switching it on using its power buttons or switches. Warm booting is a situation where by a computer is re-started by using the keyboard combination but not power buttons i.e. the power buttons remain on. The key board combination foe warm booting is control + alternative + delete. The items that appear on the desk top will depend on how your computer is set up, but the basic or common ones (components of the screen) are; 1. My computer This views existing drives and other system resources, searching, formatting and etc. this is where all the software programs are stored. 2. My documents This views documents or files kept in the computer in case you do not specify any other location 3. Recycle bin This is a temporary storage for deleted items or files. 4. Network neighborhood This is used for communicating with other computers in a situation where several computers are inter – connected 5. Task bar It contains the system clock at the right and the start button at the left used for quick access to programs or documents as well as shutting/turning down the computer. STARTING THE COMPUTER A computer does not start like a radio which you can tune as soon as power is switched on. Computer takes time to organize its programs and to start the computer (office word); ♣ Click on start from the task bar ♣ Point to all programs ♣ Select the program you want to open (Microsoft office) and click on it. As soon as the programs open (Ms Word), you will observe the following; 1) Menu bar – this display a number of tasks where you get commands and instructions while processing data. It contains file, edit, view, insert, format, tools, table and help. 2) Tool bars – These are bars displayed on the screen that contains different icons to perform specific shortcuts. They are many and can be switched on and off but the most important and common ones are the formatting tool bar, standard tool bar and drawing tool bar. 3) Title bar. – This is where the name of the file opened and the operating program is displayed. 4) The rulers – These are two one on top and another on the left of the work space to mark the margins of the page. 5) Work space / blank document – this is a free space displayed where you are to write/type the text. It is always having a cursor at line one and column one. A cursor or insertion point is a black stroke that keeps on clinging like a disco watch seconds and is always replaced by a letter of character as you enter the text. 6) The scroll bar – this is a bar that aids the computer user to move down and up the page or text/document. 7) Status bar – this is the bar that shows the number of pages in a file, current page, column and line where the cursor is, and the origin of English the computer is using i.e. UK or USA ENTERING A TEXT. This is the typing of the text into the computer by the aid of a keyboard. Special keys on the keyboard. Caps lock – it is used to shift the nature of characters from lower care to upper case and vice versa. Enter key – this key when pressed, takes the user or cursor to the next paragraph or line as well as opening a new page if need be. Back space key – it is used to remove one character back word (behind) the insertion point (to the left) Delete key – it is used to remove one character in front of the insertion point (to the right). It can also be used to remove a selected word or block of text. Shift key – it is used to enter characters on top of other characters by holding it down and press the key that has a character you want to write or type Control (Ctrl) – this is used in a combination with other keys to perform shortcuts to basic text operations. Cursor keys – these are used to move the computer user around the text i.e. left, right, up and down. Num lock- this is used to switch the numeric key pad on and off Spacing bar – this key is used to leave normal spaces between the words in a text (punctuates the text) Tab key – it is used to leave a relatively bigger/larger space between the words and open a paragraph. Home – this key takes the cursor to the start of the line. End key – this key takes the insertion point to the end of the line. Page up and page down – these keys work as scroll bar by taking the user up and down the document/page respectively. Alternative key – this one is used in a combination with other keys to perform different shortcuts. SAVING A FILE A file is a collection of related facts for record keeping and or decision making. Saving means storing a file on a storage media and each file must be given a unique name. To save a file, do the following; ♣ Click on file ♣ Click on save as ♣ Choose the save in location ♣ Type the file name in the file name box ♣ Click save. CLOSSING A FILE After working with a specific file, you may need to close it in order to work on a new on or even to quit the application. To close a file ♣ Click on file ♣ Click on close ( the computer may prompt you to a file if not yet saved or just save the changes made to an already saved file, choose the yes option to save and no to close without saving) CREATING A NEW FILE OR BLANK DOCUMENT ♣ Click on file ♣ Click on new ( a dialog box will appear) ♣ Click on blank document, then ok (an empty page will be displayed on the screen.) you can now start to create your document. OPENING A FILE ♣ Click on file ♣ Click on open ♣ Choose the look in location (location where the file was last saved) ♣ Select the file name you would like to open ♣ Click open CLOSSING/QUITING/EXITING Ms WORORD. ♣ Click on file ♣ Click on exit SWITCHING OFF THE COMPUTER When switching off or powering off the computer, ensure that there is no open file or the task bar must be clean, then; ♣ Click on start from the task bar ♣ Click on turn/shut down/off computer ♣ Click on shut/turn from the shutdown dialog box and wait for the computer to shutdown. ♣ Switch off the monitor and other devices connected to the computer using their power buttons and cover properly your computer to keep it safe from dust. Here you have been acquitted with the basic Microsoft word operations. You are now able to start the program, save, close, open a file, crate a new document and even quit the program. In the following tasks you’ll learn how to build on these skills by learning how to format and improve on the appearance of your work. Here a good typing skill is required to be able to build a large block of text within a short time (typing is not covered in this course but you can use the typing tutorials to improve your speed during your free time) CHARACTER FORMATTING This is to change the appearance of characters i.e. font, font style, font size, font color, underline, underline color, and text effects. ♣ Select or highlight the text you would like to format ♣ Click on format ♣ Click on font ♣ Choose a font, font style, size, color, underline, underline color and set to your standards ♣ Click ok OVER TYPING This is a procedure of replacing a word with another word but in the exact place or position. ♣ Select the text you want to over type ♣ Then type in the new text. CHANGING CASES There are up to five cases which are lower case, UPPER CASE, Sentence case, Title Case, and Toggle Case. To change these cases, do the following, ♣ Click on format. ♣ Click on change case ♣ Choose a case style of your choice ♣ Click ok DROP CAPS This is used to expand the size of the first letter in a paragraph in relation to other letters in that paragraph. To do this; ♣ Select the paragraph or first letter of the paragraph or position the insertion point at the beginning of the paragraph. ♣ Click on format ♣ Click on drop cap ♣ Choose the position either dropped or in margin ♣ Specify the drop option i.e. lines to drop, distance from the text and font. ♣ Click ok WORKING WITH COLUMNS Imagine you are working on text to be used in compiling articles for a magazine or even a news paper, such text may require to be put in columns for the magazine to have a better design. Columns may be two, three four of equal sizes or unequal sizes depending on your preference. To make columns, follow the following steps; ♣ Select the text to put in columns ♣ Click on format ♣ Click on columns ♣ Choose the number of columns you want text to appear in ♣ Specify whether to put a line between and then the width ♣ Click ok PARAGRAPH FORMATING You may want to improve the appearance of a specific paragraph or block of text in you document. To do this, follow the procedures below. Alignment ♣ Select the text to align ♣ Click on format ♣ Click on paragraph ♣ Enter the desired left and right indents (in inches) ♣ Click ok Indentation ♣ Select the text to indent ♣ Click on format ♣ Click on paragraph ♣ Set the desired left and right indents (in inches) ♣ Click on Line spacing ♣ Select the text whose line spacing you want to changeclick on format ♣ Click on paragraph ♣ Use the line spacing drop button to choose line spacing of your choice i.e 1.5, 0.2, 3.0 etc ♣ Click ok. SPELLING AND GRAMMAR As the old saying goes “no man is an island”, you will certainly make unintentional mistakes (spelling and grammar) in the course of typing your text or document. These are corrected using an inbuilt dictionary for Microsoft word. Spelling Spelling errors (or words not in the Microsoft word dictionary including vernacular) are underlined in wavy or dotted red, to correct these, ♣ Click on tools ♣ Click on spelling and grammar ♣ A dialogue box will appear with errors appearing in the top box and suggestions in the bottom box use these features to ignore or change spellings depending on your preference. Grammar. All grammar errors are underlined in wavy or dotted green. To correct these; ♣ Click on tools ♣ Click on spelling and grammar ♣ A dialog box will appear with errors in the top box and suggestions in the bottom box use these features to ignore rule or change depending on your preference. When the computer displays a message that the spelling and grammar check is complete, click ok. BULLETS AND NUMBERING These are used to make outline of major points in a document. Bullets ♣ Select the text you want to o apply bullet text on ♣ Click on format ♣ Click on bullets and numbering ♣ Click on bulleted and chose a bullet style of your choice ♣ Click ok NUMBERING ♣ Select the text you want to apply number on ♣ Click on format ♣ Click on bullets and numbering ♣ Click on numbered and chose a number style of your choice ♣ Click ok Bullet and numbering can also be applied prior to typing a text. In this case, a bullet or number will be inserted automatically at the start of each paragraph. BOARDER AND SHADINGS Invitation cards, happy season cards and other kinds of documents may require boarder designs and or even shading to make them attractive. Borders Borders may be simple borders for pre-selected text or even page borders for a full page. Select the text you want to create a border on ♣ Click on format ♣ Click on borders and shadings ♣ Chose border or page border depending on your preference ♣ Make the boarder settings as you require/desire (you may even put an art for the border. ♣ Chose the applicable area i.e. current page, selected text or whole document ♣ Click ok SHADING This is similar to background color. It is color that appears at the back of the text in a document. ♣ Select the text you want to shade ♣ Click on format ♣ Click on borders and shading ♣ Click on shading ♣ Make the fill and or pattern style preference as you like ♣ Click ok INSERTING PAGE NUMBERS Page numbers may be meant to appear on the top (header) or bottom (footer) of a document on the left, center, or even right. For this; ♣ Click on insert ♣ Click on page numbers ♣ Choose position and alignment from the respective drop buttons ♣ You may use format to change the number format in which the numbers shoul;d appear. ♣ Click ok. INSERTING DATE AND TIME Position the insertion point where you want your date and time to appear ♣ Click on insert ♣ Click on date and time ♣ Choose a preferred format ♣ Click ok CLIP ART AND WORD ART This is a simple way of importing beautiful pre-designed graphics and text into your document. These graphics include those pictures needed but are otherwise not easy to draw. CLIP ART ♣ Click on insert ♣ Point to picture ♣ Click clip art ♣ Choose a category of the graphics you want ♣ Chose one that suits your choice and double click on it ♣ Close the clip art window and adjust the graphic setting. WORD ART ♣ Click on insert ♣ Point to picture ♣ Click on word art ♣ Select word art style in which you would like your text to appear & click ok ♣ Type the required text and change font, font size, and style & click ok ♣ Adjust the words to settings of your choice. SYMBOLS A symbol is any character that may not be on the key board and yet it is needed in your document. ♣ Position the insertion point where you want your symbol to appear ♣ Click on insert ♣ Click on symbol ♣ Look up for and insert a symbol of your choice ♣ Click ok COPYING AND MOVING A TEXT COPYING This means creating a duplicate of a specific block of text. ♣ Select the text you would like to copy ♣ Click on edit ♣ Click on copy ♣ Position the insertion point where you want to copy the text to ♣ Click on edit again ♣ Click on paste MOVING Moving a text means re-locating a block of text i.e. changing the location from one area in a document to another. ♣ Select the text you want to move ♣ Click on edit ♣ Click on cut ♣ Position the insertion point where you want to move the text to ♣ Click on edit again ♣ Click on paste FINDING AND REPALCING Finding means to locate a specific word in a document where as replacing means replacing a found word with another one. FINDING ♣ Click on edit ♣ Click on find ♣ In the find what box, type in the word you want to find ♣ Click on find next REPLACING ♣ Click on edit ♣ Click on replace ♣ In the find what box, type the word you want to replace ♣ In the replace with box, type in the word you want to replace the above ♣ Click on replace all ♣ When the computer gives a message about the number replaced, click ok and then close. HEADRES AND FOOTERS A header is the text that appears at the top (margin) of every page in a document while footer appears at the bottom (margin) ♣ Click on view ♣ Click on header and footer ♣ Enter the information of your choice in the footer and or header and format as required ♣ Click close on the header and footer bar when finished or double click on the document. TABLES Microsoft word has a table menu used for performing basic table operations. In this task, we shall learn how to insert / draw a table, merging and splitting cells, inserting and deleting raws and columns, and some table formats. INSERTING A TABLE ♣ Click where you would like the table to be inserted ♣ Click on table ♣ Point at insert ♣ Click on table ♣ Define the number of columns and rows as required ♣ Click ok (a table will automatically be inserted in your work) MERGING CELLS In a table, a raw and column meet to form a cell. Therefore a cell is the intersection of a raw and a column. ♣ Merging cells is to form a single unit cell from many cells. ♣ Select the cells you want to merge ♣ Click on table ♣ Click on merge cells SPLITTING CELLS This is to divide a cell into many more cells. This may be a cross raw or a column. ♣ Select the cells you want to split ♣ Click on table ♣ Click on split INSERTING RAWS AND COLUMNS ♣ Click where you would like to insert a raw or a column ♣ Click on table ♣ Point at insert ♣ Click on columns to the left or right and or raws above or below DELETING RAWS AND COLUMNS ♣ Select the raws and or column you would like to delete ♣ Click on table ♣ Point at delete ♣ Choose raws and or columns. MAKING INVITATION CARDS/WEDDING CARDS Step I ♣ Click file ♣ Click page set up ♣ Set the margins to 0.3 inch each side ♣ Set orientation to landscape ♣ Click ok Step II ♣ Click format ♣ Click columns ♣ Choose two columns ♣ Click ok Step III ♣ Center the cursor ♣ Enter the text and format in any style you want Step IV ♣ Open print artist (folder that contains different graphics which are not in Microsoft word) ♣ Choose pictures suit to the context ♣ Copy the picture to the text or document ♣ Adjust as required and position it where it suits ♣ Turn back to the print artist and select a border or frame ♣ Copy it to the text or document ♣ Adjust the frame to enclose the text Step V Copy and paste to 4 copies on a page i.e. 2 copies in each column. PAGE SET UP This is used for setting properties of a page. It includes settings for margins, paper size, orientation and page layout ♣ Click on file ♣ Click on page set up ♣ Change margins, paper size, orientation and etc ♣ Click ok PRINT PREVIEW ♣ Click on file ♣ Click print preview ♣ Click on close in the print preview window PRINTING This is putting the soft copy on a paper as a hard copy ♣ Click on file ♣ Click on print ♣ Set the specifications i.e. number of copies, page range, pages per sheet and scale to paper size ♣ Click ok. The above procedures clearly apply to windows 2003 and however can still be applied to windows 2007, but there are slight changes that you don’t need to forget. These changes are as; The menu bar for 2007 contains home, insert, page layout, references, mailings, review, view and XP professional simple top left which acts as file for the case of 2003. ITEMS IN EACH MENU MENU ITEMS FOUND XP symbol (file) New doc, open, save, save as, close, print and print preview, send and exit Home Copy, cut, paste, font, paragraph, styles, find and replace (editing) Insert Tables, picture, clip art, shapes, charts, smart art, links, header and footer, page numbers, word art, text box, drop cap date and time and symbols. Page layout Page setup, page back ground (page boarder, color and watermark), indent and line spacing, arrange i.e. text wrapping, rotate & position References Table of contents, footnotes, Citations & bibliography, captions, index and table of authorities. Mailings Create, start mail merge, write & insert fields, preview results and finish Review Spelling & grammar, comments, tracking, changes, compare, protect View Document views, show or hide, zoom, window. SHORT CUT KEYS DISCRIPTIONS Control + A Select all text Ctrl + O Open a file Ctrl + N New blank document Ctrl + X Cut Ctrl + V Paste Ctrl + C Copy Ctrl + P Print Ctrl + S Save Ctrl + U Underline Ctrl + I Italic Ctrl + Z Un do Ctrl + Y Re do Ctrl + D Font formatting. Ctrl + W Close Alt + F4 Close Ctrl + F File Ctrl + 1 Single space Ctrl + 2 Double space Ctrl + 5 1.5space Ctrl + E Center Ctrl + F12 Print preview Ctrl + F10 Maximize Ctrl + shift + K Upper /sentence cases Ctrl + shift + A Upper/sentence case Ctrl + shift + D Underline the word where the cursor is Ctrl + shift + W Underline the word where the cursor is Ctrl + shift + alt + T Time Ctrl + L Align left Ctrl + R Align right Alt + ctrl + delete Restarting the computer F5 Refreshing F7 Spelling and grammar Shift + F3 Changing cases Ctrl + page down Moving to the next page Ctrl + page up Moving to the previous page Ctrl + end Moves to the last page Ctrl + home Moves to the first page Ctrl + G/H Find and replace Ctrl + M Increase indent F12 Save as
Posted on: Mon, 26 Aug 2013 11:09:02 +0000
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