NOTA ICT1061

D. Data transfer application
Data transfer application often used as a base for sending data to colleague or customer etc.

For example:

a) File sharing is an example of transferring large amounts of data across the Internet.
b) A computer file can be emailed to customers, colleagues and friends as an attachment.
c) Data can be uploaded to a website or File Transfer Protocol (FTP) server for easy

download by others.
d) Data can be put into a "shared location" or onto a file server for instant use by

colleagues.
e) The load of bulk downloads too many users can be eased by the use of "mirror"

servers.
f) Large data also can be transfer using Peer-to-peer networks such as torrent or

LimeWire.

There are a number of ways to do this, and we’re taking a look at the ways how to transfer files
from one computer to another. Depending on what you’re working with, some might be better
than others.

 Use an External Storage Media

There is standard way of backing up data. These days, everyone has a USB stick, or at least a
computer that can burn CDs and DVDs. An even better alternative are external hard drives
which you can connect over USB – these often combine ultimate speed with incredible storage.

 Share Over LAN

You can also use your existing home network to transfer your files, given that both of your
systems are connected. The speed can vary from ‘incredibly fast’ on a wired network to ‘slow
connectivity’ on a wireless one.

First and foremost, you’ll need to enable the sharing of your hard drive. In Mac OS X, just go to
System Preferences -> Sharing, and the rest is pretty obvious. In Windows, the process is quite
easy as well. Browse to My Computer -> (right-click) Properties on your hard drive. In the
Sharing tab, you’ll need to enable file sharing for the folder.

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EXERCISE:

Answer the Questions below.

1. It is the first stage of data to be entered, changed into a form that is understood and
delivered to the processing computer, it refers to _________________

a. Output devices
b. Input devices
c. Bios
d. Processing Unit

2. Output Device is the following EXCEPT

a. Memory
b. Printer
c. Video Screen
d. Monitor

3. Been developed to help perform certain tasks or to help solve the problem, it refers to
____________________________

a. Application Software
b. Operating System Software
c. Output devices
d. Input Devices

4. Input device is the following EXCEPT

a. Scanner
b. Printer
c. Mouse
d. Keyboard

5. Which of the following is NOT the operating system?

a. MS Windows
b. Ms Office
c. Linux
d. DOS

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6. Which of the following is NOT the software application?

a. Autocad
b. Ms Office
c. Adobe Photoshop
d. DOS

References:

1. http://en.wikipedia.org
2. http://microsoft.com
3. http://www.makeuseof.com

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INSTITUSI LATIHAN
JABATAN TENAGA MANUSIA
KEMENTERIAN SUMBER MANUSIA
MALAYSIA

INFORMATION SHEET

COURSE CODE AND

NAME GENERAL SUBJECT - SEMESTER 1

MODULE CODE AND

NAME IT 1061 – COMPUTER APPLICATION

LEARNING LA2 – EXECUTE OPERATING SYSTEM

ACTIVITES NO AND

STATEMENT

WORK ACTIVITIES 2.1.WINDOWS USER
NO AND STATEMENT 2.2.WINDOWS DESKTOP FUNDAMENTAL
2.3.FILE AND FOLDERS MANAGEMENT
2.4.WINDOWS APPEARANCE AND PERSONALIZATION

TERMINAL EXECUTE OPERATING SYSTEM APPLICATION USING MENU,
PERFORMANCE TOOLS, CONTROL PANEL AND FEATURES SO THAT COMPUTER
OBJECTIVE USERS ADDED, OPERATING SYSTEM DESKTOP APPEARANCE
CHANGED, FILE AND FOLDER MANAGED ACCORDING TO
OPERATING SYSTEM REQUIREMENT.

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2.1. WINDOWS USER ACCOUNTS
A user account is a collection of information that tells Windows which files and folders you can
access, what changes you can make to the computer, and your personal preferences, such as
your desktop background or screen saver. User accounts let you share a computer with several
people, while having your own files and settings. Each person accesses his or her user account
with a user name and password.

2.1.1. Types Of User Accounts
There are three types of accounts. Each type gives users a different level of control over the
computer:

a) Standard accounts are for everyday computing. A standard user account lets you use
most of the capabilities of the computer. You can use most programs that are installed
on the computer and change settings that affect your user account. However, you can't
install or uninstall some software and hardware, you can't delete files that are required
for the computer to work, and you can't change settings that affect other users or the
security of the computer. If you're using a standard account, you might be prompted for
an administrator password before you can perform certain tasks.

b) Administrator accounts provide the most control over a computer, and should only be
used when necessary. An administrator account is a user account that lets you make
changes that will affect other users. Administrators can change security settings, install
software and hardware, and access all files on the computer. Administrators can also
make changes to other user accounts. When you set up Windows, you'll be required to
create a user account. This account is an administrator account that allows you to set up
your computer and install any programs that you would like to use. Once you have
finished setting up your computer, we recommend that you use a standard user account
for your day-to-day computing. It's more secure to use a standard user account instead
of an administrator account because it can prevent peoples from making changes that
affect everyone who uses the computer.

c) Guest accounts are intended primarily for people who need temporary use of a
computer. A guest account allows people to have temporary access to your computer.
People using the guest account can't install software or hardware, change settings, or
create a password. You have to turn on the guest account before it can be used.

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2.1.2. Account Picture
A user account picture helps identify your account on a computer. The picture is displayed on
the Welcome screen and on the Start menu. You can change your user account picture to one
of the pictures included with Windows, or you can use your own.

User can choose a picture that will be associated with user account and shown on screens or
menus that display a user name, such as the Welcome screen or Start menu. The Welcome
Screen is the screen that you use to log on to Windows. It displays all of the accounts on the
computer.

User can click at user name instead of having to type it, and it can easily switch to another
account with Fast User Switching. User can use a picture of any size, but it must have one of
the following file name extensions: .jpg, .png, .bmp, or .gif. Figure 2.1 is show how to choose a
new picture for your account. If user wants to choose more pictures, click ‘Browse for more
picture’.

Figure 2.1.2: Windows account pictures.

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2.2. WINDOWS DESKTOP FUNDAMENTAL
The desktop is the main screen area that you see after you turn on your computer and log on to
Windows. Like the top of an actual desk, it serves as a surface for your work. When you open
programs or folders, they appear on the desktop. You can also put things on the desktop, such
as files and folders, and arrange them however you want.

The desktop is sometimes defined more broadly to include the taskbar. The taskbar sits at the
bottom of your screen. It shows you which programs are running and allows you to switch
between them. It also contains the Start button, which you can use to access programs, folders,
and computer settings.

2.2.1. Desktop Icons
Icon is a small picture that represents a file, folder, program, or other item, object or function.
Icons also are graphical representations of files, programs, or shortcuts. You can find icons on
the desktop, taskbar, Start menu, and throughout Windows. When you first start Windows,
you'll see at least one icon on your desktop: The Recycle Bin (more on that later). Your
computer manufacturer might have added other icons to the desktop. Some examples of
desktop icons are shown in Figure 2.2.1.

You can choose which icons appear on the desktop, you can add or remove an icon at any
time. Some people like a clean, uncluttered desktop with few or no icons. Others place dozens
of icons on their desktop to give them quick access to frequently used programs, files, and
folders.

If you want easy access from the desktop to your favorite files or programs, you can create
shortcuts to them. A shortcut is an icon that represents a link to an item, rather than the item
itself. When you double-click a shortcut, the item opens. If you delete a shortcut, only the
shortcut is removed, not the original item. You can identify shortcuts by the arrow on their icon.

IT106-01-LA2-IS Figure 2.2.1: Examples of desktop icons. 50

WIM/IT1061/12007/S01/P2 (22016)

2.2.2. Start Menu
The Start menu is the main gateway to your computer's programs, folders, and settings. It's
called a menu because it provides a list of choices, just as a restaurant menu does. And as
"start" implies, it's often the place that you'll go to start or open things. The Start menu is divided
into three basic parts:

The large left pane shows a short list of programs on your computer. Your computer
manufacturer can customize this list, so its exact appearance will vary. Clicking All Programs
displays a complete list of programs (more on this later).

At the bottom of the left pane is the search box, which allows you to look for programs and files
on your computer by typing in search terms.

The right pane provides access to commonly used folders, files, settings, and features. It's also
where you go to log off from Windows or turn off your computer.

Start Menu
Button

Figure 2.2.2: Start Menu for Windows 7

2.2.3. Taskbar
The taskbar is the long horizontal bar at the bottom of your screen. Unlike the desktop, which
can get obscured by open windows, the taskbar is almost always visible. It has three main
sections:

a) The Start button, which opens the Start menu.

b) The middle section, which shows you which programs and files you have opened and
allows you to quickly switch between them.

c) The notification area, which includes a clock and icons (small pictures) that
communicate the status of certain programs and computer settings.

If you open more than one program or file at a time, you can quickly start piling up open
windows on your desktop. Because windows often cover each other or take up the whole

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screen, it's sometimes hard to see what else is underneath or remember what you've already
opened.

That's where the taskbar comes in handy. Whenever you open a program, folder, or file,
Windows creates a corresponding button on the taskbar. The button shows an icon that
represents the open program. In the Figure 2.2.3 (a), two programs are open - Calculator and
Minesweeper - and each have its own button on the taskbar.

Figure 2.2.3 (a): Each program has its own button on the taskbar.

The notification area on the far-right side of the taskbar includes a clock and a group of icons as
shown as Figure 2.2.3 (b). These icons communicate the status of something on your computer
or provide access to certain settings. The set of icons you see depends on which programs or
services you have installed and how your computer manufacturer set up your computer.

Figure 2.2.3 (b): The notification area of the taskbar

When you move your pointer to a particular icon, you will see that icon's name or the status of a
setting. For example, pointing to the volume icon shows the current volume level of your
computer. Pointing to the network icon displays information about whether you are connected to
a network, the connection speed, and the signal strength.
Double-clicking an icon in the notification area usually opens the program or setting associated
with it. For example, double-clicking the volume icon opens the volume controls. Double-clicking
the network icon opens Network and Sharing Center.

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Occasionally, an icon in the notification area will display a small pop-up window (called a
notification) to notify you about something. For example, after adding a new hardware device to
your computer, you might see like Figure 2.12.

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Figure 2.2.3 (c): The notification area displays a message after new hardware is installed

2.2.4. Windows
Whenever you open a program, file, or folder, it appears on your screen in a box or frame called
a window (that's where the Windows operating system gets its name). Because windows are
everywhere in Windows, it's important to understand how to move them, change their size, or
just make them go away. Although the contents of every window are different, all windows
share some things in common. For one thing, windows always appear on the desktop, the main
work area of your screen. In addition, most windows have the same basic parts as shown in
Figure 2.13.

Figure 2.2.4: Parts of a typical window.

 Menu bar. Contains items that you can click to make choices in a program. Menus,
buttons, scroll bars, and check boxes are examples of controls that you operate with
your mouse or keyboard. These controls allow you to select commands, change
settings, or work with windows. This section describes how to recognize and use
controls that you'll encounter frequently while using Windows.

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 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 (more details on these shortly).

 Scroll bar. Lets you scroll the contents of the window to see information that is currently
out of view.

 Borders and corners. You can drag these with your mouse pointer to change the size
of the window

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2.3. FILE AND FOLDERS MANAGEMENT
File is a collection of information that is stored on a computer under a single name. A file can
be a text document, a picture, a program, music and so on. Files typically have a three-letter
fine name extension that helps to indicate the type. For example, picture files are often saved in
JPEG format and have the file name extension .jpg. When opened, a file can look very much
like a text document or a picture that you might find on someone's desk or in a filing cabinet. On
your computer, files are represented with icons, this makes it easy to recognize a type of file by
looking at its icon.

Figure 2.3 (a) - Type of icon

A folder is a container you can use to store files in. If you had thousands of paper files on your
desk, it would be nearly impossible to find any particular file when you needed it. That's why
people often store paper files in folders inside a filing cabinet. On your computer, folders work
the same way. Folders can also store other folders. A folder within a folder is usually called a
subfolder. You can create any number of subfolders, and each can hold any number of files and
additional subfolders.

Figure 2.3 (b) - An empty folder (left); a folder containing files (right).

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2.3.1. Computer Directories
Computer Directories may refer to Directory (file systems), or folder, a file system structure in
which to store computer files. From the Computer folder, you can access locations such as
hard disks, CD or DVD drives, and removable media. You can also access other devices that
might be connected to your computer, such as external hard drives and USB flash drives.

A common reason to open the computer directories is to view the available space on your hard
disks and removable media.

2.3.2. Understand Part of Folder Windows
An easy way to keep track of documents on your computer is to use the Documents library. By
default, the Documents library shows all the documents located in the My Documents folder, but
you can include other folders in your Documents library too.

Each time you turn on your computer, Windows keeps track of the way your computer starts
and which programs you commonly open. Windows saves this information as a number of small
files in the prefetch folder. The next time you turn on your computer, Windows refers to these
files to help speed the start process.

The prefetch folder is a subfolder of the Windows system folder. The prefetch folder is self-
maintaining, and there's no need to delete it or empty its contents. If you empty the folder,
Windows and your programs will take longer to open the next time you turn on your computer.

IT106-01-LA2-IS Figure 2.3.2: Documents Folder in Windows. 57

WIM/IT1061/12007/S01/P2 (22016)

2.3.3. Libraries
Libraries is a collection of items, such as files and folders, assembled from various locations.
The locations might be on your computer, an external hard drive, or someone else’s computer.
Libraries are where you go to manage your documents, music, pictures, and other files. You can
browse your files the same way you would in a folder, or you can view your files arranged by
properties like date, type, and author.

In some ways, a library is similar to a folder. For example, when you open a library, you'll see
one or more files. However, unlike a folder, a library gathers files that are stored in several
locations. This is a subtle, but important, difference. Libraries don't actually store your items.
They monitor folders that contain your items, and let you access and arrange the items in
different ways. For instance, if you have music files in folders on your hard disk and on an
external drive, you can access all of your music files at once using the Music library.

Windows has four default libraries: Documents, Music, Pictures, and Videos as shown as Figure
2.3.3. You can also create new libraries. Here are some ways you can modify an existing
library:

 Include or remove a folder. Libraries gather content from included folders, or library
locations. You can include up to 50 folders in one library.

 Change the default save location. The default save location determines where an item is
stored when it's copied, moved, or saved to the library.

 Change the type of file a library is optimized for. Each library can be optimized for a
certain file type (such as music or pictures). Optimizing a library for a certain file type
changes the available options for arranging your files.

Figure 2.3.3: The navigation pane, showing the Pictures library with three included Folder

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2.4. WINDOWS APPEARANCE AND PERSONALIZATION
Windows 7 Operating System provides a new user appearance and personalization. User can
add a personal touch to the computer by changing the computer's theme, color, sounds,
desktop background, screen saver, font size, and user account picture. User can also select
specific gadgets for the desktop.

2.4.1. Theme
A theme is a combination of pictures, colors, and sounds on your computer desktop. It includes
a desktop background, screen saver, window color, and sound as shown as Figure 2.2. Some
themes might also include desktop icons and mouse pointers. Windows comes with several
themes. User can choose an Aero theme to personalize a computer, the Windows 7 Basic
theme if user computer is performing slowly, or a High Contrast theme to make the items on
your screen easier to see.

Figure 2.4.1 (a): Choose to change the visual and sound on the computer.

The desktop background, also called wallpaper, is a picture, color, or design on the desktop. It
provides a backdrop to your open windows. User can choose one picture to be as a desktop
background or its can display as a slide show of pictures. See Figure 2.3. If the picture you
want to use isn't in the list of desktop background pictures, click an item in the Picture location
list to see other categories, or click Browse to search for the picture on your computer.

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Figure 2.4.1 (b): Choose the desktop background.

One of the more visually obvious features is glass window borders, which let you focus on the
contents of your open windows. Window behavior has also been redesigned, with subtle
animations accompanying the minimizing, maximizing, and repositioning of windows to appear
more smooth and effortless.
You can even fine-tune the color and appearance of windows, the Start menu, and the taskbar
by tinting your translucent windows. Select one of the provided colors, or create your own
custom color using the color mixer. See Figure 2.4.1 (c).

Figure 2.4.1 (c): Tint your windows using the provided colors, or mix your own custom color.

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A sound theme is a set of sounds applied to events in Windows and programs. User can select
an existing scheme or save one of more have modified. To change sounds, user needs to click
a program event in the following list and then select a sound to apply. User can save the
changes as a new sound scheme.

2.4.2. Screen Saver
A screen saver is a moving picture or pattern that appears on your computer screen when you
haven't used the mouse or keyboard for a specified period of time. Screen savers were
originally used to save older, monochromatic monitors from damage, but now they're mainly a
way to personalize your computer or enhance its security by offering password protection.

Windows comes with several screen savers as shown as Figure 2.5. User can also create
screen savers from personal pictures that you've saved on the computer, and there are screen
savers available for downloading from the web. User should download screen savers from
trusted sources only. Screen savers can contain malicious software or spyware.

If you're having problems with a screen saver or know you'll never use it, you can uninstall it
from your computer. The screen savers included with Windows, however, can't be uninstalled.

IT106-01-LA2-IS Figure 2.4.2: Screen saver setting 61

WIM/IT1061/12007/S01/P2 (22016)

2.4.3. Screen Resolution
Screen resolution refers to the clarity of the text and images displayed on your screen. At higher
resolutions, such as 1600 x 1200 pixels, items appear sharper. They also appear smaller so
more items can fit on the screen. At lower resolutions, such as 800 x 600 pixels, fewer items fit
on the screen, but they appear larger.

The resolution you can use depends on the resolutions your monitor supports. CRT monitors
generally display a resolution of 800 × 600 or 1024 × 768 pixels. LCD monitors, also called flat-
panel displays, and laptop screens often support higher resolutions. The larger the monitor,
usually the higher the resolution it supports. Whether you can increase your screen resolution
depends on the size and capability of your monitor and the type of video card you have.

LCD monitors, including laptop screens, typically run best at their native resolution. You don't
have to set your monitor to run at this resolution, but it's usually recommended in order to
ensure you see the sharpest text and images possible. LCD monitors generally come in two
shapes: a standard proportion of width to height of 4:3, or a widescreen ratio of 16:9 or 16:10. A
widescreen monitor has both a wider shape and resolution than a standard ratio monitor.

If you're unsure of your monitor's native resolution, check the product manual or go to the
manufacturer's website. Here are typical resolutions for some popular monitor screen sizes:

(a) Resolution based on LCD monitor size

Monitor size Recommended resolution (in pixels)

19-inch standard ratio LCD monitor 1280 × 1024
20-inch standard ratio LCD monitor 1600 × 1200
20- and 22-inch widescreen LCD monitors 1680 × 1050
24-inch widescreen LCD monitor 1920 × 1200

To get the best color displayed on your LCD monitor, make sure to set it to 32-bit color. This
measurement refers to color depth, which is the number of color values that can be assigned to
a single pixel in an image. Color depth can range from 1 bit (black-and-white) to 32 bits (over
16.7 million colors).

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(b) Resolution based on laptop screen size Recommended resolution (in pixels)

Laptop screen size 1400 × 1050
13- to 15-inch standard ratio laptop screen 1280 × 768
13- to 15-inch widescreen laptop screen 1680 × 1050
17-inch widescreen laptop screen

To get the best color displayed on your LCD monitor, make sure to set it to 32-bit color. This
measurement refers to color depth, which is the number of color values that can be assigned to
a single pixel in an image. Color depth can range from 1 bit (black-and-white) to 32 bits (over
16.7 million colors).

Figure 2.4.3: Change the resolution on your display.

2.4.4. Size of Text
User can make the text and other items, such as icons, on your screen easier to see by making
them larger. User can do this without changing the screen resolution of your monitor or laptop
screen. This allows you to increase or decrease the size of text and other items on your screen
while keeping your monitor or laptop set to its optimal resolution.
In Windows, have three types of size as shown as Figure 2.7. User can change the size of taxt
and other items on the screen by choosing one of these options.

 Smaller-100% (default). This keeps text and other items at normal size.
 Medium-125%. This sets text and other items to 125% of normal size.

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 Larger-150%. This sets text and other items to 150% of normal size. This option appears
only if your monitor supports a resolution of at least 1200 x 900 pixels.

Pixels are smallest element used to form the composition of an image on a computer monitor.
Computer monitors display images by drawing thousands of very small pixels arranged in
columns and rows.

Figure 2.4.4: Make easier to read what’s on your screen.

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INSTITUSI LATIHAN
JABATAN TENAGA MANUSIA
KEMENTERIAN SUMBER MANUSIA
MALAYSIA

INFORMATION SHEET

COURSE CODE AND GENERAL SUBJECT - SEMESTER 1
NAME

MODULE CODE AND IT 1061 – COMPUTER APPLICATION
NAME

LEARNING LA3 – APPLY WORD PROCESSING SOFTWARE

ACTIVITES NO AND

STATEMENT

3.1 GETTING STARTED
3.2 SAVING THE DOCUMENT
3.3 TOOLBARS AND TABS
WORK ACTIVITIES 3.4 FORMATTING
NO AND STATEMENT 3.5 INSERTING AND ADDING OBJECTS
3.6 PRINTING
3.7 OTHER HELPFUL FUNCTIONS
3.8 SHORTCUT KEYS FOR MICROSOFT OFFICE

TERMINAL APPLY WORD PROCESSING APPLICATION USING MENU, TOOLS
PERFORMANCE AND FEATURES SO THAT WORD DOCUMENT FILE CREATED IN
OBJECTIVE ACCORDANCE WITH JOB REQUIREMENTS.

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Microsoft Word is one of the most popular word processing programs supported by both Mac and
PC platforms. Microsoft Word can be used to create documents, brochures, leaflets, outlines,
resumes, lists, and simple web pages.

3.1. GETTING STARTED
3.1.1. Opening Microsoft Word on a Pc
To launch Microsoft Word, go to Start click All Programs then click Microsoft Office then click
Microsoft OfficeWord 2013 (Figure 1-1). A blankWord document will open.

Figure 1.1 - StartTab

3.2. SAVING THE DOCUMENT
Computers crash and documents are lost all the time, so it is best to save often.

3.2.1. Saving Initially
A. Before you begin to type, you should save your document. To do this, go to File Tab (Figure

2.1) > Save As.Microsoft Word will ask you to choose a location and then browse to a folder to
save it in.After selecting these a dialogue box (Figure 2-2) will open and you can name the
file.Once you have specified a name and a place for your new file, press the Save button.
B. Usually your computer will do this for you, but if it does not you must do this process while in
Save As.Once you have titled your document, you can give it a file extension by clicking in

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the Format box.Click Microsoft Word Document for the correct file extension and make sure
Append File Extension is checked.

Figure 3.2.1 - File Tab

3.2.2. Saving Later
a. After you have initially saved your blank document under a new name, you
can begin writing your paper. However, you will still want to periodically save
your work as insurance against a computer freeze or a power outage. To
save, click File tab > Save.

Figure 2-2. Saving dialog box.

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3.3. TOOLBARS AND TABS
The new MicrosoftWord uses one main toolbar to allow you to modify your document. Within this
toolbar, you can switch between tabs to determine what you would like to do.

The Main Toolbar contains all the options available to you in Microsoft Word. The file tab (see
figure 2-1) allows you to Save, Save As, Save as Adobe PDF, Open, Close, Print, Export, and
Share.
The Home Tab (Figure 3.0a) is Microsoft Words standard view. This is the view most widely
used and allows you to format text by Font Style, Font Size, Bold, Italic, Underline, Alignment,
Numbered List, Bulleted List, Indentation, Spacing, and Font Color.

Figure 3.0a - Home Tab
The Insert Tab (Figure 3.0b) contains any additives you want to place in your document,
including but not limited to: Tables, Online Picture/Clip Art searches, Headers, and Footers.
These icons are convenient and will bring up a dialogue box to give you further options when
clicked.

Figure 3.0b Insert Tab

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The Design tab (Figure 3.0c) contains different styles of page formatting. When you type, your
layout will automatically match the format selected. It also allows you to change the color
scheme, watermark, and paragraph spacing of the document.

Figure 3.0c Design Tab
The Page Layout Tab (Figure 3.0d) contains icons for page setup and paragraph actions, such
as Margin, Orientation, Size and Columns.

Figure 3.0d Page Layout Tab

The References Tab (Figure 3.0e) makes it especially simple to add Table of Contents,
Footnotes, Bibliographic Information, Indexes and Citations.

Figure 3.0e References Tab

The Mailings Tab (Figure 3.0f) is for post-office related uses. If you wanted to create custom
Envelopes or Labels, this is where you would find such actions.

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The Review Tab (Figure 3.0g) is where one can find Spelling & Grammar, the built in Thesaurus
and Dictionary, you can Track Changes, CheckWord Count, and Show/Add Comments.

Figure 3.0g Review Tab
The View tab (Figure 3.0h) allows you to change the views of your document.

Figure 3.0h View Tab
The Acrobat Tab (Figure 3.0i) is the final tab. It allows users to format their word documents to
Adobe PDFs. Documents can be created and attached to email, become embedded Flash
Player videos, and run actions such as optimization and web publication.

Figure 3.0i Acrobat Tab

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3.4. FORMATTING

3.4.1. Formattingthe Document
The default page margins for Microsoft Word documents are 1 inch, but you may want to change
them for a project.To change the page margins on a PC, go to Page Layout Tab > Page Setup
box> Margins button. On a PC, a dropdown will appear to give a set of standard options, but
by clicking “Custom Margins,” a menu will ap- pear where you can type irregular margins.

From the same menu (Figure 4.1), click Portrait if you want your document to be 8.5 x 11
inches (most com- mon). Click Landscape if you want your document to be 11 x 8.5
inches. Landscape simply flips the page 90 degrees.

Figure 4.1 Changing Margins in the Document Format Menu

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3.4.2. Formatting Paragraphs
To format your paragraph, first highlight the paragraph you wish to format. To highlight more
than one para- graph, click at the beginning of the paragraph and drag the mouse over the
text. To apply changes to the entire document, select all by hitting Ctrl + A.To specify
Alignment, Line Spacing, Indentation, and Page Break expand the Paragraph section of the
Home Tab. This will open up the Paragraph menu (Figure 4.2).

The Alignment option allows you to choose how you want your paragraph to look (i.e. justified,
right, center, or left). The Line Spacing option allows you to set the desired spacing, such as
single or double. The Indent option allows you to tab/push the line(s) in your paragraph either
left or right. The Page Break option is found in Paragraph menu, but you must first select the
Line and Page Breaks Tab. Page Break allows you to split a paragraph or a page up into
sections. You can also bring up this menu by right clicking (or by hitting Ctrl + Click on a one
button mouse) within the document and selecting Paragraph.

Figure 4.2 Changing the Paragraph attributes with the Paragraph menu.

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3.4.3. Cut, Copy, and Paste
You can use the Cut, Copy and Paste features of Word to change the order of sections within
your document, to move sections from other documents into new documents, and to save
yourself the time of retyping repetitive sections in a document. Cut will actually remove the
selection from the original location and allow it to be placed somewhere else. Copy allows you
to leave the original selection where it is and insert a copy elsewhere. Paste is used to insert
whatever has been cut or copied.

To Cut or Copy:
Highlight the text by clicking and dragging over the text to be cut or copied. Go to Home Tab >
Clipboard box
> Copy or Home Tab > Clipboard box > Cut. Click the location where the information should
be placed. Go to Home Tab > Clipboard box > Paste.

3.4.4. FormattingText
Before you type, you should select your font style, size, colour and attributes (such as bold, italic
and underline) in the Home Tab. You can expand the Font Menu box to get more options by
clicking the down-arrow (Figure 4.4). However, if you wish to change text that has already been
typed, click and drag over the text to be changed to highlight it (or go to Edit > Select All to select
the entire document) and change it as before.

Figure 4.4 Changing the font attributes in the Font menu.

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3.4.5. Numbered and Bulleted Lists
To create a simple numbered or bulleted list, click on the Numbering or Bullet button on the
Paragraph toolbar in the Home Tab. To have more control over the format of your list, click the
down arrows beside each style of list. Type the first item in the list and press Return to move to
the next number or bullet. Press Return twice to exit the list.

3.4.6. Adding Columns
Columns can be used for a variety of document types, such as a tri-fold brochure.To do this, go to
Page Layout Tab > Page Setup box > Columns. From the Columns menu, you can choose the
number of columns, or for more options, click More Columns (figure 4.6) where you can set
column width and spacing. Once you select your preferred design, it will show up in the Preview
box. This is a nice feature because it allows you to see what you are selecting before applying it
to your word document.When you are happy with how your document looks, click Ok.

Figure 4.6 Selecting the number of columns from the Columns Menu.

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3.4.7. Headers And Footers
Headers and Footers can be used to give a uniform look to the pages of your document. To
create one, go to Insert Tab > Header and Footer. Use this toolbar to insert and format words
and objects in the header. When editing the header, a new Top View will appear that is specific
to headers and footers (Figure 4.7).

Figure 4.7 Using the Header and Footer toolbar.

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3.5. INSERTING AND ADDING OBJECTS

3.5.1. Clip Art
When trying to enhance your word document you may want to include Clip Art and/or Word Art.
Microsoft Word comes with an Online Pictures button (Figure 5.1a) that contains a large variety
of images including pictures, borders, and backgrounds. To find a desired image, you can either
search through the Clip Art gallery or search the Internet with the Bing Image Search engine.

Figure 5.1a ClipArt and Picture galleries

 To insert Clip Art or Pictures: Go to Insert Tab > Illustrations box > Online Pictures.
 A dialogue box with the Clip Art gallery and the Bing Image Search engine will appear.
 If you wish to have a Clip Art photo, search the image’s description in the Clip Art

Gallery.
 If you wish to have an image from the Internet, search the Image’s description in the

Bing Image Search engine.
 The picture will be inserted at the location of your cursor within your document.
 If you need to modify you Clip Art, click on it once to select it, and small boxes will

appear around the corners (SeeWordArt, Figure 3).
 Once your Clip Art is selected, you can resize your picture by clicking and dragging on

the boxes.
 Holding Shift while clicking and dragging will resize the Clip Art proportionately.
 You can use the Drawing toolbar to further modify your Clip Art (Figure 5.1b)

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 To delete Clip Art, select it by clicking on it until the black boxes appear and then hit
Delete.

Figure 5.1b Searching for clips in the Clip Gallery

3.5.2. Drawing
To draw inWord, go to the Insert Tab > Illustrations box > Shapes and click the New Drawing
Canvas.A new toolbar will appear that is specific only to drawing tools.

Figure 5.2 Drawing Toolbar

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3.5.3. WordArt
 To insert WordArt, go to Insert Tab > Text box > WordArt button.
 Select the desired style and click OK. Type the desired text and click Ok.
 You can further modify your text by using the Drawing toolbar.
 To select your WordArt, click on it, and small boxes will appear in the corners (figure 5.3).
 Moving the circle arrow anchor on the top of the WordArt allows the user to change the
slant of theWordArt. WordArt can be resized and deleted similarly to ClipArt

Figure 5.3 Selected WordArt

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3.5.4. Word Wrap
WordWrap is part of formatting pictures.

 To useWord Wrap, select your inserted image, and go to the Format Tab > Arrange box.
 Here users can choose the type of text wrapping style desired.
 For more options. Select More Layout Options (Figure 5.4).

Figure 5.4 Selecting a Wrapping style.

3.5.5. Inserting From A Previously Created File
To insert a picture or object that is not in the Clip Gallery, go to Insert Tab > Illustrations box >
Picture button and select the directory or disk where the file is located. The easiest way to
insert a Microsoft Excel file or graph is to open Microsoft Excel, copy your information, and
switch back to Word to paste.

3.5.6. Creating ATable
To create a table within your document, go to Insert Tab > Tables box > Table button. Choose the
desired table size and format by hovering over the boxes, and press Enter on the keyboard.
The table will be inserted at the cursor’s location within your document. To navigate within your
table, use the arrow keys. To modify your table, when your table is selected, a Design Tab and
Layout Tab will appear in the Toolbar (Figure 5.6). From here, you can add cells, columns or
rows, merge or split cells, and further modify your table. To exit the table, click outside of it.

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Figure 5.6 Table options from the Toolbar.

3.5.7. Flowcharts
Flowcharts are used to create diagrams in Microsoft Word. If you want to create a custom
flowchart, you can use the Drawing capabilities discussed earlier. To insert Smart Art, go to
Insert Tab > Illustrations box > Smart Art. A dialogue box will open (Figure 5.7) with basic
choices.

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3.6. PRINTING

3.6.1. Print Preview
Before you print your document, you may want to preview it to make sure you are happy with the
page layout and appearance of your document. To do this, go to File Tab > Print. This should
open up a preview of your document (Figure 6.1).To zoom in on the page, find the scale in the
bottom right corner of the screen. You can move it back and forth to adjust the magnification. If
you are satisfied with the appearance of your document, you can click on the Print icon in the
toolbar. If you need to make changes to the document or are not ready to print, select Close on
the toolbar.

Figure 6.1- Print Preview box with a preview of the document behind it.

3.6.2. Printing
To print your document, go to File Tab > Print > Print, select your desired settings, and then click
Print again. It is also possible to print by clicking the drop-down arrow in the top left corner. You
can either quick print which will not preview or print preview and print. which will show your
document. Below it is the option to print with the preview.

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3.6.3. Saving As A Pdf
Go to File Tab > Save As Adobe PDF. or
Go to Mailings Tab > Acrobat box > Merge to Adobe PDF button.

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3.7. OTHER HELPFUL FUNCTIONS
3.7.1. Undo and Redo
The easiest way to undo an action is with the key commands Ctrl + Z and to redo an action
with Ctrl + Y. It is important to note that not all actions are undoable, thus it is important to save
before you make any major changes in your document so you can revert back to your saved
document. There are also two icons (Figure 7.1) above the Main Toolbar near the Save Icon.
The left icon is Undo and the right icon is Redo.

Figure 7.1 – Undo and Redo

3.7.2. Word Count
To get an accurate word count of your document, go to Review Tab > Proofing Box > Word Count.
This will give you the total number of words in your document (Figure 7.2). If you need to word-
count a specific section, highlight that section first by clicking and dragging over it and then to go
Review Tab > Proofing Box > Word Count as before.

Figure 7.2 Word Count

3.7.3. Quitting
Before you quit, it’s a good idea to save your document one final time. Go to File Tab >
Exit Word. This is better than just closing the window, as it insures your document quits
correctly.

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3.8. SHORCUT KEYS FOR MICROSOFT OFFICE
The shortcut keys listed below can be a great help when using Microsoft Office products. Not
only are they quick and easy, they are also amazing time savers.

CTRL+K Create a hyperlink
CTRL+/ Display HTML tags
CTRL+T Create an Auto Thumbnail of the selected picture
CTRL+SHIFT+B Preview a page in a Web browser
SHIFT+ALT+F11 Display the Microsoft Script Editor
CTRL+N Create a new page
CTRL+B Bold
CTRL+I Italic
CTRL+U Underline
CTRL+C Copy
CTRL+V Paste
CTRL+Z Undo
CTRL+S Save
CTRL+P Print
CTRL+O Open

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INSTITUSI LATIHAN
JABATAN TENAGA MANUSIA
KEMENTERIAN SUMBER MANUSIA
MALAYSIA

INFORMATION SHEET

COURSE CODE AND GENERAL SUBJECT - SEMESTER 1
NAME

MODULE CODE AND IT 1061 – COMPUTER APPLICATION
NAME

LEARNING LA4 – APPLY PRESENTATION SOFTWARE

ACTIVITES NO AND

STATEMENT

WORK ACTIVITIES 4.1 GETTING STARTED
NO AND STATEMENT 4.2 SAVING THE DOCUMENTS
4.3 TOOLBARS AND TABS
4.4 FORMATTING
4.5 INSERTING AND ADDING OBJECTS
4.6 PRINTING
4.7 OTHER HELPFUL FUNCTIONS
4.8 SHORTCUT KEYS FOR MICROSOFT OFFICE

TERMINAL APPLY SPREADSHEET APPLICATION USING MENU, TOOLS AND
PERFORMANCE FEATURES SO THAT SPREADSHEET DOCUMENT FILE CREATED
OBJECTIVE IN ACCORDANCE WITH JOB REQUIREMENTS.

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4.1 GETTING STARTED
Microsoft Excel is one of the most popular spreadsheet applications that helps you manage
data, create visually persuasive charts, and thought-provoking graphs. Excel is supported
by both Mac and PC platforms. Microsoft Excel can also be used to balance a check book,
create an expense report, build formulas, and edit them.

4.1.1. CREATING A NEW DOCUMENT

A. Opening Microsoft Excel On a PC
 Begin by opening Microsoft Excel.

o On a PC, click Start > All Programs > Microsoft Office > Microsoft Excel 2013.
(Figure 2.1.1)

 When opened a new spreadsheet will pop up on the screen. If this does not happen click on
the FIle tab > New. From here a dialog box with various different templates will appear on the
screen that you can choose from. Once a template is chosen, click Create. (Figure 2.1.2)

Figure 2.1.1- Navigation to Microsoft Excel on a PC.

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Figure 2.1.2 - Opening a new workbook

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4.2 SAVING YOUR DOCUMENT

4.2.1. Saving Initially
Computers crash and documents are lost all the time, so it is best to save
often. It is also recomended that you save your document before you begin
working on it.

a) Click on the File tab > Save .
b) Microsoft Excel will open a dialog box where you will be prompted to select a save

location for your file. If your desired location is not apparent in this box, press the Browse
icon and a new window will appear allowing you to input the name of your document,
where you want it saved, as well as the format of the document. (Figure 3.1.2)
c) Once you have specified a name, place, and format for your new file, press the save
button.

NOTE: Specifying your file format will allow you to open your document on a PC as well as
a MAC. To do this you use the drop down menu next to the Format option.Also, when you
are specifying a file extension (i.e. .doc) make sure you know what you need to use

Figure 3.1.2 - Saving dialog box

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4.2.2. Saving Later
After you have initially saved your blank document under a new name, you can begin your
project. However, you will still want to periodically save your work as insurance against a
computer freeze or a power outage. To save, just click on the floppy disk, or for a shortcut press
CTRL + S.

4.3 TOOLBARS AND TABS
Microsoft Excel 2013 for a PC, the toolbars are automatically placed as tabs at the top of the
screen. Within these tabs you will find all of your options to change text, data, page layout, and
more.To be able access all of the certain toolbars you need to click on a certain tab that is
located towards the top of the screen.

4.3.1. Three Commonly Used Toolbars
The Home Tab: This is one of the most common tabs used in Excel. You are able to format the
text in your document, cut, copy, and paste information. Change the alignment of your data, insert,
delete and format cells. The Home Tab also allows you to change the number of your data (i.e.
currency, time, date).

Figure 4.1.1 - Home Tab

The Insert Tab: This tab is mainly used for inserting visuals and graphics into your document.
There are various different things that can be inserted from this tab such as pictures, clip art,
charts, links, headers and footers, and word art.

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The Page Layout Tab: Here you are able to add margins, themes to your document, change the
orientation, page breaks, and titles. The scale fit of your document is also included as a feature
within this tab, if needed

Figure 4.1.3 – Page Layout Tab

4.4 FORMATTING
4.4.1. Working with Cells
Cells are an important part of any project being used in Microsoft Excel. Cells hold all of the data
that is being used to create the spreadsheet or workbook. To enter data into a cell you simply
click once inside of the desired cell, a green border will appear around the cell. (Figure 5.1) This
border indicates that it is a selected cell. You may then begin typing in the data for that cell.

Figure 5.1 – Entering Data

4.4.2. Changing an Entry Within a Cell
You may change an entry within a cell two different ways:

 Click the cell one time and begin typing. The new information will replace any information
that was previously entered.

 Double click the cell and a cursor will appear inside. This allows you to edit certain
pieces of information within the cells instead of replacing all of the data.

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4.4.3. Cut, Copy and Paste
You can use the Cut, Copy and Paste features of Excel to change the data within your
spreadsheet, to move data from other spreadsheets into new spreadsheets, and to save yourself
the time of re-entering information in a spreadsheet. Cut will actually remove the selection from
the original location and allow it to be placed somewhere else. Copy allows you to leave the
original selection where it is and insert a copy elsewhere. Paste is used to insert data that has
been cut or copied.

 Highlight the data or text by selecting the cells that they are held within.
 Go to the Home Tab > Copy (CTRL + C) or Home Tab > Cut (CTRL + X).
 Click the location where the information should be placed.
 Go to Home Tab > Paste (CTRL + V) to be able to paste your information.

4.4.4. Formatting Cells
There are various options that can be changed to format the spreadsheets cells.When changing
the format within cells you must select the cells that you wish to format.

 Drag and select the cells you wish to change.
 Click Home Tab > Format > Format Cells. A box will appear on the screen with six

different tab options. (Figure 5.4)

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Figure 5.4 - Formatting Cells

a) Number: Allows you to change the measurement in which your data is
used. (If your data is concerned with money the number that you would use
is currency)

b) Alignment: This allows you to change the horizontal and vertical alignment
of your text within each cell. You can also change the orientation of the text
within the cells and the control of the text within the cells as well.

c) Font: Gives the option to change the size, style, colour, and effects.
d) Border: Gives the option to change the design of the border around or through the

cells.

4.4.5. Formatting Rows and Columns
When formatting rows and columns you can change the height, choose for your information to
autofit to the cells, hide information within a row or column, un-hide the information. To format a
row or column, proceed with the following steps:

a) Select the cells which will be altered.
b) Go to Home Tab > Row Height (or Column Height).
c) Choose which height you are going to use. (Figure 5.5)

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Figure 5.5 - Formatting Rows and Columns Height

4.4.6. Adding Rows and Columns
Rows are cells that run horizontally across the document. You can insert an extra row of cells like
this:

a) Drag select along the row of cells where you want your new row to appear.
b) Click Home Tab > Insert > Insert Sheet Rows. (Figure 5.6).The row will automatically be

placed on the spreadsheet and any data that was selected in the original row will be
moved down below the new row.

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