END USER COMPUTING

EUC 101/152

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Table of contents

Heading Page number

Table of contents iv

Module purpose and outcomes 1

1.1 BIBLIOGRAPHY 1

TOPIC 1 COMPUTER CONCEPTS 2

Introduction 2

1.1 Computer hardware and software, including operating systems and

network interfaces 3

1.2 PC customisation and maintenance, including peripheral devices 6

1.3 Firewalls, browsers and search engines 7

1.4 Cloud computing 9

1.5 Social media 13

Summary 18

TOPIC 2 MS WINDOWS 20

Introduction 20

2.1 The Windows operating system 21

2.2 Create, move, copy, open, close or delete folders and files 26

2.3 Open, close, delete or search for MS office apps 29

Summary 31

Self-Assessment Questions 31

TOPIC 3 MS OUTLOOK 32

Introduction 32

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3.1 Create an Outlook account, a contact group, a recurring appointment
and a meeting 33

3.2 Create, send, reply to, forward, print or delete an email 38

3.3 Attach a file to an email, and save an attachment 40

3.4 Create an email signature, an auto-reply message and a rule 41

3.5 View the mailbox size and clean up a folder 42

Summary 44

Self-Assessment Questions 44

TOPIC 4 MS WORD 45

Introduction 45

4.1 Introduction to MS Word 46

4.2 Create, open, save, close, print or delete a document 52

4.3 Move, copy, cut, paste or delete text, objects and pictures 57

4.4 Format fonts, line and paragraph spacing and document margins 59

4.5 Navigate within a document file 61

4.6 Apply styles, create and update a table of contents 63

4.7 Create, edit or delete a table 65

4.8 Use review mode with comments and track changes 68

4.9 References 70

4.10 Start a mail merge 75

Summary 81

Self-Assessment Questions 81

TOPIC 5 MS POWERPOINT 82

Introduction 82

5.1 Create, open, save, copy or delete a presentation 83

5.2 Add or edit slide content 86

5.3 Add special effects including audio and video 88

5.4 Add speaker notes and comments to a presentation 91

5.5 Select different options for viewing your slides 94

5.6 Prepare to deliver a presentation with supporting handouts 98

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Summary 102

Self-Assessment Questions 103

TOPIC 6 MS EXCEL 104

Introduction 104

6.1 Create, open, save, copy or delete a workbook 105

6.2 Create, copy, move, print or delete a worksheet 109

6.3 Insert or delete rows and columns and enter data 113

6.4 Sort, filter or subtotal data records 118

6.5 Construct simple and conditional formulas 126

6.6 Create basic charts and graphs 132

6.7 Use pivot tables to analyse data 136

Summary 141

Self-Assessment Questions 142

REFERENCES 144

Glossary of terms 151

ANSWERS TO SELF-ASSESSMENT QUESTIONS 155

Topic 1 Self-assessment answers 155

Topic 2 Self-assessment answers 160

Topic 3 Self-assessment answers 162

Topic 4 Self-assessment answers 165

Topic 5 Self-assessment answers 169

Topic 6 Self-assessment answers 173

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List of figures

HEADING PAGE NUMBER

Figure 6.1. Extract from the SalesData worksheet containing order data ..... 119
Figure 6.2. Extract from the SalesData worksheet sorted by CityName ........ 119
Figure 6.3. Dialogue box for sorting on multiple columns .......................... 120
Figure 6.4. Extract from the SalesData worksheet after sorting on CityName and
ProdDescription ................................................................ 120
Figure 6.5. Extract from the SalesData worksheet filtered on CityName and
ProdDescription ................................................................ 122
Figure 6.6. Extract from the SalesData worksheet filtered on Quantity
(Cases)<50...................................................................... 123
Figure 6.7. Dialogue Box for selecting a calculation function and identifying the
fields for which sub-totals and totals are required .................. 125
Figure 6.8. Extract from the SalesData worksheet after using SubTotals to
calculate the quantity of Cases ordered for each City ............. 126
Figure 6.9. Example of a simple formula, calculated as shown in the Formula Bar
with the result displayed in cell B3 ...................................... 127
Figure 6.10. Use of absolute referencing to drag a formula down multiple rows
...................................................................................... 128
Figure 6.11. Example illustrating the use of the HLOOKUP() function .......... 130
Figure 6.12. Data used to calculate Sale values for different Product categories
...................................................................................... 131
Figure 6.13. Extract from the BeautyOnTap_Data file used to create a clustered
column chart .................................................................... 132
Figure 6.14. Column chart showing the number of Sales per Product category by
Customer gender .............................................................. 133
Figure 6.15. Bar chart showing the number of Products sold vs. Gender ...... 134
Figure 6.16. Data values used to create a Line chart ................................ 135
Figure 6.17. Line chart showing the relationship between Expected income from
therapy and Balance of bank loan........................................ 136
Figure 6.18. PivotTable fields used to sum the Sale values by Month and
Customer gender .............................................................. 137

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Figure 6.19. PivotTable showing the Sum of Sale values by Month and Customer
Gender ............................................................................ 137
Figure 6.20. Selected PivotChart fields after dragging into relevant areas (Filters,
Legend, Axis Categories or Values) ...................................... 139
Figure 6.21. PivotChart illustrating the Sum of Sale Values per Month, broken
down by Gender ............................................................... 140
Figure 6.22. HealthySnax orders placed during January ............................ 173
Figure 6.23. Subtotals showing the Number of units sold per Product category
...................................................................................... 174
Figure 6.24. Column chart showing the Number of units sold per Product category
(including data labels) ....................................................... 175

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Module purpose and outcomes

Students entering Higher Education come from a variety of backgrounds, and

some may have had limited opportunities to develop the computer literacy
skills they will need to cope with tertiary studies. End User Computing includes
an online training component which allows student to practice simulated MS
Office tasks at their own pace, supported by integrated feedback which helps
them to identify and remedy their mistakes; and an assessment component
which will count towards their overall module result. Students will also
complete several assignments in which they will be expected to apply the MS
Office tools that they have practiced in the online environment.

Note
The End User Computing module is worth 10 credits at NQF level 5.

10 credits are allocated to the generic computer skills identified in Topics 1 to 6

below. This content will be taught via the online training and assessment
system.

1.1 BIBLIOGRAPHY
There are no sources in the current document.

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Topic 1
Computer Concepts

INTRODUCTION

This topic relates to the following module outcome:

Demonstrate an understanding of the features and functions that are typically

provided by personal computers and their attached peripheral devices, as well
as an understanding of routine PC maintenance procedures and the role of
networks, firewalls, browsers, search engines and cloud computing.

Personal computers (PCs) rely on a sophisticated combination of hardware,

software and processing components in order to function. As a student, you
may use a PC to make notes about your study materials, complete academic
assignments or play computer games. If your PC is connected to the Internet,
you can also communicate with your friends via email, search for information
on the Internet, or stream music and videos. Organisational PCs are usually
connected to the Internet, and technical staff will ensure that appropriate
software and hardware is installed (and regularly updated) to protect
information resources from viruses and potential hackers.

In this topic, you will gain knowledge in the following areas:

1. Computer hardware and software, including operating systems and

network interfaces.

2. PC customisation and maintenance, including peripheral devices.

3. Internet browsers, search engines and firewalls.

4. Cloud computing.

5. Social media, advantages, disadvantages, and fake news.

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1.1 COMPUTER HARDWARE AND SOFTWARE, INCLUDING
OPERATING SYSTEMS AND NETWORK INTERFACES

1.1.1 Computer hardware and software

The hardware devices listed below are typically used in personal computers
(PCs) and other computer-based information systems:

Keyboards, mice, scanners, webcams and microphones are used to enter

information into a computer.

Processing devices (primarily computer chips) contain the central processing unit
(CPU) and are responsible memory management.

Computer screens, printers and speakers are used to communicate the results
of information processing, either as text output or as sound.

Computer software applications fall into two primary categories:

• System software controls basic system operations such as starting up and

shutting down a computer or sending computer output to a printer. The
best-know examples of system software are the Windows Operating
System, the Mac Operating System (Mac OS) and Linux.

• Application software is used to accomplish specific tasks such as word

processing, creating presentations, manipulating spreadsheet data or
storing facts and information in databases. Examples are Microsoft products
such as Office, PowerPoint, Word, Excel, Outlook, etc.

Activity
Watch the YouTube video entitled ‘“Computer basics: Inside a computer”,
which is available at https://www.youtube.com/watch?v=HB4I2CgkcCo and
provides a brief introduction to basic PC hardware components.

(GCFLearnFree.org, 2020; approx. 2 mins).

Activity:

List the hardware components that are identified in the video, together with
their functions.

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1.1.2 Operating systems

An operating system is a set of programs that controls the computer hardware

and acts as an interface with applications (Stair, Reynolds and Chesney, 2021).
The operating system is usually stored on a computer’s hard disk and can
range from supporting a single computer with a single user, to supporting
multiple computers with multiple users connected via a local area network
(LAN) or a wide-area network (WAN). If the operating system is corrupted, the
computer can be booted from a backup storage device such as a DVD or flash
drive. This backup device is referred to as a ‘rescue disk’.

Typical functions carried out by the operating system include:

• Getting input from the keyboard or other input devices

• Retrieving data from fixed or removable disks

• Storing data on fixed or removable disks

• Displaying information on a screen or sending it to a printer

Graphical user interfaces allow users to interact with a computer through

menus and icons, while touch screens and voice input have become
increasingly popular options for data input. At the same time, the operating
system manages the computer memory to maximise the efficiency of data
storage and retrieval. In addition, the task management features found in
modern operating systems allow multiple applications to run in the background
while the user is interacting with a specific software program in the foreground.

Activity
Watch the YouTube video entitled “Windows basics: Getting started with the
desktop”, which is available from

https://www.youtube.com/watch?v=GDKIxBr6yhI and provides a quick

introduction to some of the basic features that are available in the Windows
operating system: (GCFLearnFree.org, 2019; approx 2 mins).

Activity:

Explain how you would use the Start button at the bottom left corner of the
screen to find and open a particular application.

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1.1.3 Network interfaces

Computer networks connect a variety of computing devices such as laptops,

smartphones and printers, in order to support the sharing of resources between
individuals, groups and institutions. In that case, secure logon procedures are
used to reduce the risk of illegal intrusion and prevent unauthorised access to
software or data. The operating system may also limit legitimate user access to
specific portions of the system.

Personal area networks (PANs) are generally limited to home use.

Local area networks (LANs) and wide area networks (WANs) usually serve an
organisation or business.

A server is a computer (or a group of computers) that provides resources, data,

services or application programs to other computers (known as clients) over a
network. Server models include blade servers, which are smaller and easier to
maintain than traditional servers; and virtual servers, where hardware and
software are distributed across multiple servers and storage devices.

Note
Watch the YouTube video entitled “Network topologies”, which is available from

https://www.youtube.com/watch?v=zbqrNg4C98U, explains how a network

communicates with the different devices that are connected to it. (PowerCert
Animated Videos, 2018; approx 9 mins).

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1.2 PC CUSTOMISATION AND MAINTENANCE, INCLUDING
PERIPHERAL DEVICES

1.2.1 PC customisation and maintenance

Most PCs come with the operating system pre-installed: this is usually either
Windows OS for desktop PCs, or iOS for Apple PCs. However, a wide variety of
application programs are available to meet the needs of different organisations
and different users within an organisation. For example, a chemical
manufacturing plant and an online fashion outlet may perhaps use the same
word processing software; but they will probably also use specialised
applications to meet the particular needs of their industry. The final result of
the software selection process will be a computer system that has been
customised to meet the needs of a specific organisation and industry.

However, software selection, acquisition and installation is only the first step
within the broader context of PC customisation and maintenance. As new
application software updates are released, they will need to be installed and
tested; while anti-virus programs must be updated regularly to prevent hackers
from gaining unauthorised access to organisational data. Additional utility
programs are available for filtering spam, compressing large files and
monitoring server performance. Technical maintenance staff are likely to be
responsible for the selection, installation and testing of operating system
updates as well as new releases of application software. In addition, automated
tools that are used in manufacturing processes need to be monitored and their
settings checked and recalibrated at regular intervals.

If the business expands, PCs and servers attached to the network may need to
be upgraded with more memory and hard disk space, or a faster CPU. As an
alternative to local expansion, some businesses are using third-party cloud-
based service providers to host and manage their data storage and integrity.

Note
The YouTube video entitled “Windows 10 Maintenance Tasks”, which is
available from https://www.youtube.com/watch?v=muhFxgsTTng,
demonstrates how to run different maintenance tasks to keep Windows 10
running smoothly (Sele Training, 2020; approx. 14 mins).

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1.3 FIREWALLS, BROWSERS AND SEARCH ENGINES

1.3.1 Firewalls

A firewall creates a barrier between a trusted network and an untrusted

network such as the Internet, by using previously determined security rules to
monitor and control incoming and outgoing network traffic. A firewall will
usually keep a record of external threats that have been identified, allowing
network administrators to address any vulnerabilities in the system and if
necessary, update the rules that govern network access.

Activity
Watch the video entitled “What is a firewall?”, which is available from
https://www.youtube.com/watch?v=x1YLj06c3hM and provides a brief
explanation of the role of firewalls in preventing unauthorised access to
corporate information. (Kaspersky, 2018; approx 2 mins).

1.3.2 Browsers and search engines

The Internet is a collection of interconnected networks that are all linked

together to create one massive system that supports global communication.
Access to the Internet is provided by companies known as Internet Service
Providers, or ISPs. A message sent from a host computer will be forwarded
(usually via many different networks) until it reaches the receiving computer.

Each computer on the Internet has a unique address, known as a uniform

resource locator (URL), and the data contained in a message is sent in ‘packets’
using a convention known Transmission Control Protocol/Internet Protocol, or
TCP/IP. When a connection has been established between a client computer
and the destination server, the client computer can submit a Hypertext
Transfer Protocol (HTTP) request to the server, which will then analyse the
request, locate the required web page and transfer it to the client computer in
Hypertext Markup Language (HTML) format.

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Activity
Watch the video entitled “What is a web browser?”, which is available from
https://www.youtube.com/watch?v=QzohDuGk4mM. The video explains how
information stored on the Internet is transferred to a client computer, as well
as the role of the Web browser in formatting the information that will appear on
a user’s computer screen. (Treehouse, 2019; approx 9 mins).

Activity:

Briefly explain what a ‘hypertext link’ is, and when would you use one.

The World Wide Web (WWW) is basically a menu-based system that organises
Internet resources into pages. Search engines create alphabetised keyword
indices to facilitate information retrieval; a Web Browser such as Google
Chrome or Microsoft Internet Explorer then uses HTML to format and present
the requested page content on a user’s computer screen. The Web browser
may also incorporate hypertext links that allow users to view text, images and
video clips that are located on other web pages.

1.3.3 Tips and tricks for searching the Internet

When you open a web browser such as Google Chrome, you’ll see a search bar
near the top of the search window:

This is where you’ll enter the words or phrases that the browser will use to search
for web pages containing relevant text, images, videos, etc.

Note
The video “Beginners guide to Google Search basics and tips and tricks”, which
is available from https://www.youtube.com/watch?v=UiEBoH3qesk, offers a
variety of tips for improving the effectiveness of Internet searches. (Technology
for Teachers and Students, 2016; approx 14 mins).

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The options listed below can be used to narrow down Google search results so
that they focus on a particular type of content (Cohen, 2020).

Use quotation marks at the beginning and end of a search phrase to ensure that
only text containing that exact phrase will be displayed.

Find recent news about a topic by clicking Tools in the top right corner of the
window, then select one of the options in the ‘Any time’ dropdown menu.

Insert a minus sign before a search term to exclude that term from the current
search.

Locate web pages that have a particular word (e.g. ‘elementary’) in their title by
using a search phrase with the format Google intitle:elementary .

Get a definition of a word that you are unfamiliar with, by typing the unfamiliar
word followed by ‘define’ or ‘definition’ (without quotes). The meaning and
pronunciation of the unfamiliar word will be displayed.

1.4 CLOUD COMPUTING

1.4.1 What is cloud computing?

Cloud computing is defined as the use of hosted services, such as data

storage, servers, databases, networking, and software over the internet. It
is one of the most popular and widely used technologies in the world today.
Almost every small and large application we use today resides on the cloud,
helping us save storage space, expenses, and time.

Instead of storing files on a storage device or hard drive, a user can save them
on the cloud, making it possible to access the files from anywhere, as long as
they have access to the web. This means that cloud computing can be used for
a variety of purposes, from storing personal files to working on corporate
projects.

The data is stored on physical servers, which are maintained by cloud service
providers. These companies provide you with the ability to store and retrieve
data and run applications, managing them through configuration portals.
Computer system resources, especially data storage and computing power, are
available on-demand, without direct management by the user in cloud
computing. Private individuals or companies can rent storage and database
space and software instead of owning it.

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Here are a few examples of what’s possible today with cloud services from a
cloud provider:

The ability to quickly build, deploy, and scale applications for the web and mobile
devices.

Reduce application development cost and time of testing and building

applications by using cloud infrastructures that can easily be scaled up or down.

Store, back up, protect and recover data more cost-efficiently by transferring
your data over the Internet to an offsite cloud storage system that’s accessible
from any location and any device.

Unify your data across teams, divisions, and locations in the cloud. Then use
cloud services to uncover insights for more informed decisions.

Stream audio and video by connecting with your audience anywhere, anytime,
on any device.

The cloud can deliver software on demand and offers the latest software versions
and updates around to customers—anytime they need, anywhere they are. This
on-demand software is also known as software as a service (SaaS). Software as
a service is a method for delivering software applications over the Internet, on
demand and typically on a subscription basis. Cloud providers host and manage
the software application and underlying infrastructure, and handle any
maintenance, like software upgrades and security patching. Users connect to the
application over the Internet, usually with a web browser on their phone, tablet,
or PC.

Serverless computing focuses on building app functionality without spending time

continually managing the servers and infrastructure required to do so. The cloud
provider handles the setup, capacity planning, and server management for you.
Serverless architectures are highly scalable and event-driven, only using
resources when a specific function or trigger occurs.

1.4.2 Examples of cloud computing

The Amazon Web Services (AWS), Google Cloud Platform (GCP), and Microsoft
Azure are among the top players in the world of cloud computing.

Amazon Web Services (AWS): AWS is a subsidiary of Amazon that provides on-
demand cloud computing platforms and application programming
interfaces (APIs) to individuals, companies, and governments, on a metered,
pay-as-you-go basis. Amazon Web Services offers a broad set of global cloud-
based products including compute, storage, databases, analytics, networking,
mobile, developer tools, management tools, IoT, security, and enterprise
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applications: on-demand, available in seconds, with pay-as-you-go pricing. AWS
offers many different tools and solutions for enterprises and software developers
that can be used in data centers in up to 190 countries.

Microsoft Azure: Microsoft Azure, often referred to as Azure, is a cloud computing

platform operated by Microsoft that provides access, management, and
development of applications and services via around the world-distributed data
centers.

Google Drive: This is a cloud computing service with all the storage found online
so it can work with the cloud productivity apps such as Google Docs, Google
Sheets, and Slides. Google Drive is also available on more than just desktop
computers; you can use it on tablets like the iPad or on smartphones, which have
separate apps for Docs and Sheets, as well. In fact, most Google services could
be considered cloud computing: Gmail, Google Calendar, Google Maps, and so
on.

Apple iCloud: Apple's cloud service is primarily used for online storage, backup,
and synchronization of your mail, contacts, calendar, and more, as well as file
synchronization between the Macs and iOS devices.

Dropbox: This service has been a reliable file-sync and storage service for years.

1.4.3 Advantages of cloud computing

a. Reliability and security:

o Security of data is one of the best features of cloud computing.

o Many cloud providers offer a broad set of policies, technologies, and

controls that help protect your data, apps, and infrastructure from
potential threats.

o Runs on secure servers with a staff of full-time security experts. Your

data is remotely backed up so that the data may not get lost even if
one of the servers gets damaged.

o The data cannot be hacked and utilized by any other person.

b. Flexible and available: Get the computing power you need when you
need it. Add or reduce servers, networking, or storage. Get new
users on board instantly. All done fast and easy. Get 24×7 cloud
system access from anywhere with excellent response time.
c. Speed: Most cloud computing services are provided on demand and
can be provided within minutes with simply a few mouse clicks. This
gives a lot of flexibility.

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d. Financial:

o No up-front financial expenses for hardware or facilities.

o It reduces IT staff time used to maintain and upgrade the systems.

o Cloud computing can eliminate the expense of purchasing hardware

and software and the setting up and management of expensive
infrastructure.

e. Up-to-date: Always have the latest version of the platform, database,

and software applications.
f. Pay as you go: Only pay for what you need. In cloud computing, the
user pays only for the service or the space they have utilized. There
is no hidden or extra charge which is to be paid. The service is
economical and most often some space is allotted for free.
g. Easy Maintenance: The servers are easily maintained, and the
downtime is very low and even in some cases, there is no downtime.
Cloud Computing comes up with an update every time by gradually
making it better.
h. Scalability: The ability of cloud computing to scale according to your
storage and bandwidth needs when and where needed is a huge
benefit.
i. Productivity: Can improve productivity
j. Performance: The biggest cloud computing services run on a
worldwide network of secure datacentres, are regularly upgraded to
the latest and fastest hardware.

1.4.4 Disadvantages of cloud computing

Putting all your faith in the cloud means you're also putting all your faith in
continued, unfettered access. You might get it, but it'll cost you. The more
bandwidth you use, the more it costs. When there are problems at a company
like Amazon, which provides cloud infrastructure to big-name companies like
Netflix and Pinterest, a potential crash can take out all those services.

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Activity
Watch the video entitled “Cloud computing in 6 minutes” which is available
from https://www.youtube.com/watch?v=M988_fsOSWo. In this video on cloud
computing, you are taken through all of the basic concepts of cloud computing
like what makes it unique, its different models, and more. (Simplilearn, 2020;
approx 6 mins).

Activity:

Briefly explain differences between on-premises and cloud computing.

1.5 SOCIAL MEDIA

1.4.1 What is social media?

The term social media refers to computer-based technology that facilitates the
sharing of ideas, thoughts, and information through virtual networks and
communities (Investopedia, 2021). The power of social media is the ability to
connect and share information with anyone on earth, or with many people
simultaneously.

What originated to keep in touch with friends and family was later adopted by
businesses that wanted to take advantage of the popular new communication
technology as a marketing tool. Some people will use various social media
applications to network and find career opportunities, connect with people
across the globe with like-minded interests, and share their own thoughts,
feelings, and insights online.

The main features of social media are as follows:

• It is internet-based technology that enables users to communicate,

collaboration, share ideas, thoughts and content, exchange information,
documents, videos, and photos.

• A computer, tablet, or smartphone is used in engagement with social

media via web-based technology or applications.

• The content of social media is typically generated by users with

personalized profiles.

• It is an ever-changing and evolving field, with new apps being launched

virtually every year.

• The largest and best-known social media networks are Facebook,

Instagram, Twitter, YouTube, and TikTok.

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1.4.2 Social Media Marketing

Social media marketing is the use of social networks to market a company's

products. Through social media sites a wider audience can be reached to
promote and sell their brands, products, and services. They use the platform to
find and engage with customers, drive sales through advertising and
promotion, gauge consumer trends, and offer customer service or support.
Further, social media can help in building customer relationships
through loyalty programs linked to social media.

There are different types of social media that serve various needs and social
purposes, and the platform of choice will be mostly based on the dynamics of
their audience. Tapping into what all these platforms have to offer and making
the most of them can enable businesses not only to reach their desired
audience but achieve their business goals.

1.4.3 Types of social media platforms

There are different types of social media services that cater to different needs
and accommodate various types of content:

a. Social Networking Sites

Social networking is possibly the most traditional form of social media. These
platforms are mainly used to help connect with friends, family, and brands.
They encourage knowledge-sharing and are all about personal, human-to-
human interaction and are extremely versatile. They’re built around the user
and everything that’s important to them and their social circles.

Examples: Facebook, Twitter, LinkedIn, and TikTok.

b. Image-based platforms

Image-based platforms specialize in photo or image sharing and have gained

popularity in recent times. Visual content like infographics, images,
illustrations, and images that capture the attention of users are posted and
short descriptions added.

Examples: Instagram and Pinterest.

c. Video sharing/streaming platforms

Video sharing sites are websites that allow people and companies to upload or
live stream their videos. These platforms have revolutionized the way we
watch, create, and think about video and has transformed the medium into
something accessible. Many video sharing sites use income from
advertisements to support their platforms. Some also offer revenue sharing to

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users whose videos get lots of views. Marketers find creating and streaming
videos on these platforms a tremendous benefit to their business revenues.

Examples: YouTube, Metacafe, Vimeo, DailyMotion, IGTV by Instagram, TikTok,

Facebook Watch, TED, Periscope, and Utreon.

d. Blogs and community platforms

A blog (short for weblog) is a frequently updated web page used for personal
commentary. It allows users to create a community where people with similar
interests can follow the posts and read what they have to say about certain
topics. Through blogs, users can express their thoughts and leave comments.

Examples: Wix.com, Tumblr, Weebly, Medium, Joomla, Blogspot, Typepad,

Ghost, and Squarespace

e. Discussion forums

A discussion forum is an online platform that allows for, or is built specifically

for, online discussion. They allow users to ask questions and get answers from
different people. These platforms are designed to spark conversations based on
shared interests or out of curiosity. Anyone is free to ask a question or make a
statement, and this attracts people with shared interests and curiosities.

Examples: Quora and Reddit, Zendesk, Vanilla Forums, Khoros Communities,

Xenforo, vBulletin, Joomla, Discourse, Wix

f. Social review sites

A social review site is a website on which reviews can be posted about people,
businesses, products, or services. They are sometimes a feature within a social
media platform and share reviews with other.This eliminates a lot of the
guesswork in purchases or bookings as you can simply check out the reviews to
make an informed decision.

Examples: Google, Yelp, Facebook, Tripadvisor.

g. Sharing economy networks

A sharing economy network is an emerging, highly flexible network that allows

people to share resources such as assets, equipment, services, and skills with
other individuals, often at significantly lower cost than traditional
arrangements. These communities provide opportunities that won’t exist
otherwise by pooling resources on a large scale and wouldn’t be possible
without technology. It includes services such as ride-sharing, short-term
rentals, coworking, and grocery delivery services.

Examples: Airbnb, Uber, Spotahome, Hubble, Couchsurfing, Fiverr, Snap,

Eatwith, Ubereats, MrD Food

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Media
The following video, “Social media – types of social media”, describes the
different types of social media available to help promote businesses:
https://www.youtube.com/watch?v=LgarEgc3PTc
(Business Wales/Busnes Cymru, 2016; approx. 4 minutes)

1.4.4 Advantages and disadvantages of social media

The growth in the number of people who use social media platforms, and the
time spent on them, has attracted the interest and concern of policymakers,
teachers, parents, and clinicians about the impact of social media's impact on
our lives and psychological well-being. Technology, whether it comes to
laptops, gadgets, or social media each and everything has its advantages and
disadvantages. Everything depends on how we utilize it.

Comparison Table for Advantages and Disadvantages of Media (Prasanna, 2022)

Advantages Disadvantages

Media can influence the sphere of education

Media can often cause hindrances in people’s
positively by teaching individuals about
personal lives causing a drift in their relationships.
various subjects.

Media provides up-to-date information

Some media unsuitable for children can be hard to
about various topics around the world in
access.
very short time.

Through media, individuals get a platform

Media use has increased the graph of cybercrimes
to exercise their talents and improve
and fraudulent activities.
themselves.

Media acts as a source of knowledge for

Using electronic media or media in general can be
people who want to learn about various
addictive.
disciplines.

Media enables mass production of assets to Addiction or repeated use of electronic gadgets or
suit public demands. internet can cause health problems.

Media is a massive source for entertainment

Some advertisements can glamourize the use of
in the world through which people enjoy
items that cause health risks
movies, shows, music, etc.

Media causes cost reduction of educational Media can cause personal injury if individuals
assets by enabling mass production. attempt risky stunts at home.

Creating fake profiles and sending threats or

Media allows cultural diffusion among
bullying or such acts can ruin the mental health and
people from different parts of the world.
reputation of targeted individuals.

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1.4.5 Fake News

Fake news is false or misleading information presented as news to control

people’s perceptions of real facts, events, and statements. Fake news often
aims to mislead people, damaging the reputation of a person or entity, or
making money through advertising revenue.

Over the past few years, fake news has become a hot topic. Traditionally, our
news came from trusted sources, journalists and media outlets that were
required to follow strict codes of practice. However, the internet and especially
social media publish, share, and consume information and news with very little
regulation or editorial standards.

Note
The internet and social media have made it very easy for anyone to publish
content on a website, blog or social media profile and potentially reach large
audiences without the user knowing whether the stories or articles are true or
not. Information overload has also contributed to an increase in fake news or
misleading stories.

Media
Watch the excellent video, “What is fake news?” for a better understanding of
the problem and how to identify fake news:
https://www.youtube.com/watch?v=0cneXJIUbHw

(CyberWise, 2021; approx. 4 minutes)

1.4.6 How to spot fake news:

There are a number of ways to watch out for when evaluating content online:

• Take a closer look and check if the source is credible/reliable.

• Check whether other reputable sources are reporting on the story.

• Check if the facts are correct.

• Check the date of publication to see if it a current or an old news story.

• Check if images are not digitally altered.

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Summary

This topic first identifies common hardware components and peripheral devices
that are used in or with personal computers and explains the difference
between systems software and application software. The functions performed
by a computer’s operating system are briefly discussed, and different types of
network such as LANs and WANs are defined. Aspects of PC customisation and
maintenance are then outlined, including software selection, acquisition and
updating; the use of anti-virus software and spam filters; and the option of
using cloud storage as an alternative to expanding local data storage capacity.

The communication system that facilitates communication between computers

that are connected to the Internet is then described, the difference between a
browser and a search engine is explained, and the role of a firewall in
preventing unauthorised network access is briefly discussed. Some suggestions
for improving the efficiency of Internet searches are provided.

Cloud computing and how almost every small and large application we use
today resides on the cloud, and how it helps us save storage space, expenses,
and time, is explained. The advantages are plenty, but data security will always
be a concern. The popularity and impact and of social media on our daily lives
has made it the ideal platform to communicate, make connections and promote
business and revenue. It has become increasingly easy for anyone to publish
content online which can lead to fake news. It is important to know how to
identify potential misleading articles and to avoid this information.

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Self-Assessment Questions

1. Identify three different computer input devices and three different

computer output devices; and for each device that you have identified,
provide an example to illustrate what that device might be used for.

2. Use a web browser to find out how the structure of a star network
differs from the structure of a bus network. Then draw a diagram of
each type of network and briefly explain how a break in a network
cable would affect the performance of each type of network.

3. Discuss two aspects of computer or network customisation and

maintenance for which technical staff would usually be responsible.

4. Explain how you would go about searching the Internet for information
related to Covid-19 prevalence in South Africa, while excluding the rest
of Africa.

5. Explain the differences between hybrid and community cloud.

6. Make a list of the different types of social media platforms.

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Topic 2
MS Windows

INTRODUCTION

This topic relates to the following module outcome:

Use the Microsoft Windows operating system to manage and work with folders,
files and individual documents, and to search for specialised applications in the
Microsoft Store.

The hard drive on your PC will allow you to store a wide variety of applications,
documents and other information; but if the information stored on your
computer hasn’t been organised efficiently, you may find it almost impossible
to retrieve information that you need to access in a hurry. This is where the
implementation of an appropriate (hierarchical) folder and file structure
becomes critical. For example, if you are a student, you could create a top-level
folder called ‘Exam revision’ which contains a separate sub-folder for each of
your academic courses. It’s also a good idea to group related applications on
your desktop so that they will be easy to locate and open. Note that the
Microsoft Store contains numerous apps that can be used to help manage your
work schedule, increase productivity, or alert you if you’ve spent too long in
front of your computer screen and need to take a break.

Under this topic, you will gain knowledge in the following areas:

1. Basic concepts of the Windows operating system

2. Work with folders and files

3. Open, close, move and resize windows

4. Create, move, open, close or delete folders and files

5. Open, close, delete or search for MS Office applications

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2.1 THE WINDOWS OPERATING SYSTEM

The Windows operating system runs on both laptop computers and desktop
PCs, and provides a variety of user-friendly features. Once you have signed
into Windows, the Start button in the bottom left corner of the screen allows
you to view the list of apps and software programs that are already installed on
your PC. To remove an app from the Start menu, simply right-click it and select
‘Unpin from Start’. Some Windows apps come pre-installed on your computer,
and others can be downloaded from the Microsoft Store.

To unlock the initial Windows lock screen, click any mouse button or press any
key on the keyboard. If you can see your name or email address on the sign-in
screen, then you only have to enter your password or PIN code in order to
access all the features and applications that are built into Windows. Otherwise,
you can select Start > Accounts > Sign-in Options to view the different sign-in
options that are available to you. N.B. Remember that passwords are case-
sensitive!

The quickest way to turn off your PC is to click Start > Power > Shut down.

If the computer warns that you will lose unsaved work, then save your work
before shutting down the PC; alternatively, click Start > Power > Sleep.

If your computer appears to be misbehaving, then it’s a good idea to click Start
> Power > Restart, which will turn off and then restart you computer.

Some useful Windows features and tools are listed below:

Use the taskbar at the bottom of the screen to open or minimise applications.

The icons at the right-hand edge of the taskbar provide options to view the
time/date, connect to Bluetooth devices, safely remove hardware, show the
strength of your network connection, adjust the volume of your speakers, and
show the power level of your battery (if you are using a laptop).

• Date and time

• Network
connection
• Volume
• Power level of

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To retrieve a deleted file, double-click on the Recycle Bin icon on the desktop
and a list of deleted files will be displayed. Select the file(s) that you want to
restore; then right-click and select the Restore option from the pop-up menu.
The selected files will be restored to their previous location.

Note

The File Explorer icon represents the Windows equivalent of an old-

fashioned filing cabinet. This icon will usually be visible somewhere near the
middle of the taskbar at the bottom of your screen.

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2.1.1 Working with folders and files

By default, the Navigation pane on the left-hand side of the File Explorer
window lists shortcuts to different storage spaces on your PC or connected
computers. These include the hard drives on your computer, DVD drives and
flash drives.

The View option at the top of the File Explorer window lets you display large,
medium or small icons representing storage areas on your PC; or else you can
a view a list of file names with accompanying details such as the last date
modified, the file type and file size. If you double-click on a DVD icon or on the
name of a particular storage area (such as the C:\ drive) then Windows will
open that storage area and display a list of the files and folders that it contains.

The primary drive on a computer is usually identified by the drive letter followed
by a colon and a backslash, e.g. C:\

A folder or sub-folder within the C:\ drive would be displayed as e.g.

C:\Projects\2022. In this example, if the “Building construction” project was
initiated in 2022, then the related files would be stored in the 2022 folder within
the Projects sub-folder on the C:\ drive.

If a folder contains too many files to be able to display them all in the File
Explorer window, then click on the scroll bar on the left-hand side of the
window and drag it downwards to display folders or files that are lower down in
the window.

To create a new folder, click the Home option at the top of the File Explorer
window, click on the New Folder icon, and then enter a name for the new folder.
Be aware that a number of special characters may not be used in folder or file
names, including / \ * | < > and “.

To change the name of a file or folder, click once on the name of the file or folder
to select it, and then click again on the name of the file or folder to change it (by
typing in a new name).

To select multiple files or folders, click on the name of the first file or folder that
you want to select; then hold down the Ctrl key while you click on the names of
any other files or folders that you want to select. At the end of this process you
should have multiple files or folders highlighted. You can cut the highlighted files
or folders and paste them in a new location; or you can delete the highlighted
files or folders by pressing the Delete key on your keyboard.

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Watch
Watch the following two videos to learn about the core concepts of file
management, including folders, filenames, and file extensions:

These videos cover the basics of how to organize your Windows 10 file
management system using file explorer.

1. “Computer skills course: File management, Part 1”

https://www.youtube.com/watch?v=wFv_mIozZYs
(Hartman, 2016; Approx. 4 minutes)

2. Windows 10 – File Explorer & Management – How to Organize Computer

Files and Folders System Tutorial
https://www.youtube.com/watch?v=HDmwiJxzIrw
(Morgan, 2017; Approx. 10 minutes)

2.1.2 Open, close, move and resize windows

• To move a window to a different part of the screen, take your cursor to

the very top section of the open window, then hold down the left-click
button on your mouse and drag the window to the position where you
want to place it.

• To resize a window, you have two possible options. One option is to

move your cursor to the very edge of the window, where it will be
displayed as a double-headed arrow. Hold down the left button on your
mouse, and drag the edge of the window either outwards or inwards
until you are happy with its new position; then release the mouse
button. Alternatively, you can move your cursor to a corner of the
window, where it will be displayed as a diagonal double-headed arrow;
again, hold down the left mouse button and drag the corner either
inwards or outwards until you are happy with its new position.

• To close a Window without saving any changes that you’ve made to it,
click on the ‘X’ in the top right corner of the window that you want to
close. Alternatively, you can use File > Save to save the current
version of your file with the same file name that it had previously, or
use File > Save As to save the current version of your file with a
different file name.

• To minimise a window, click on the Dash sign ‘ ꟷ ’ which is on the left of

the X at the top right corner of the window. The window will then be

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shown as an icon in the Taskbar at the bottom of your screen; if you
click on that icon in the Taskbar, the window and its contents will
reappear on your screen.

Activity
The video entitled “Windows basics: Getting started with the desktop”, which is
available at https://www.youtube.com/watch?v=GDKIxBr6yhI, explains how to
navigate within the Windows operating system. (GCFGlobal, 2019; approx. 2
mins).

Activity:

1. What is the quickest way to close an open window?

2. How would you minimise and then restore a window?

3. How would you move a window to a different location on your

computer screen?

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2.2 CREATE, MOVE, COPY, OPEN, CLOSE OR DELETE FOLDERS
AND FILES

2.2.1 Create, move or copy a folder or file

This topic explains how to open the File Explorer and check whether a folder
with the name that you want already exists on the C:\ drive. If you have a D:\
drive, then you should also check the names of the folders that are available on
the D:\ drive. If the folder name that you want is not included in the lists of
folders on either the C:\ or D:\ drive, then you will need to create a new folder
with your desired name.

To view the folders and files stored in a particular drive:

Click on the drive that you want to use, e.g. C:\ (found on the left hand side of
the File Explorer window) and view the list of folders and files that already exist
on that drive (displayed on the right-hand side of the File Explorer window).

You can double-click on the name of any folder to view its contents, or you can
use the navigation bar at the top of the File Explorer Window to move back to a
higher level.

To create a new folder:

Right-click on the drive name (e.g. C:\) and selecting New > Folder. Enter a
meaningful name for the new folder and press the Enter key.

To create a new file:

Right-click anywhere in an empty area within the File Explorer window, and a
pop-up window will open.

Move your mouse pointer over the New option on the pop-up menu, and a list of
options will appear.

Select the File type that you want to create, e.g. an MS Word document or an
MS Excel worksheet. Give your new file a name, press Enter and you’re done.

To copy an existing folder or file from one location to another:

Click once on the name of the folder or file that you want to copy in order to
select it. The name of the folder or file should now be highlighted. Right-click on
the highlighted folder or file name, and a pop-up menu will appear; select the

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Copy option, and Windows will make a copy of the folder or file that you selected,
while leaving the original folder or file intact.

Use the File Explorer to navigate to the location where you want to store the
folder or file that you just copied from its previous location. Right-click on a blank
space in the new location to open a pop-up menu, and click on the Paste option.
The folder or file that you copied from its original location will appear in the new
location that you just selected.

To move an existing folder or file from one location to another:

Click once on the name of the folder or file that you want to move, in order to
select it. The name of the folder or file should now be highlighted. Right-click on
the highlighted folder or file name, and a pop-up menu will appear; select the
Cut option, and the folder or file that you selected will disappear from the current
folder.

Use the File Explorer to navigate to the location where you want to store the
folder or file that you just cut from its previous location. Right-click on a blank
space in the new location to open a pop-up menu, and click on the Paste option.
The folder or file that you cut from its original location will appear in the new
location that you just selected.

Note
If you want to continue working on a document that is already stored on your
computer, use the File Explorer to navigate to and open the folder where the
file you want to work on is stored, and then double-click on the required file
name to open it in a new window.

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2.2.2 Open, close or delete a folder or a file

To open a folder and view the files and/or sub-folders that it contains, just
double-click on the folder name in the File Explorer window.

To close a folder, use the navigation bar at the top of the File Explorer window
to move back to a higher level within the directory structure.

To delete a folder, including all the files and/or sub-folders that it contains, right-
click on the folder name and select the Delete option from the pop-up menu.
WARNING: Do not delete an entire folder and all its sub-folders unless you are
very sure that this is what you want to do!

To open a file, double-click on the file name.

To close a file, click the X in the top right-hand corner of the document screen.
WARNING: First check whether you need to save the file!

To delete a file, first close the file, then right-click on the file name and select
the Delete option from the pop-up menu.

Activity
The video entitled “How to create folders and move files into folders”, which is
available at https://www.youtube.com/watch?v=QPWZsCdTlkc, provides a
straightforward explanation of how to organise your files and folders

(SCCCGrantTLC, 2013; approx 2 mins).

Activity:

Create a new folder on your desktop and name it Personal; then identify any
three document files on your computer that contain personal information.

1. Copy the first file into the Personal folder

2. Drag the second file into the Personal folder

3. Cut the third file from its present location and paste it into the Personal
folder

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2.3 OPEN, CLOSE, DELETE OR SEARCH FOR MS OFFICE APPS

2.3.1 Open programs and apps from the Start menu

If you click on the Start button in the bottom left corner of your
computer screen, a list of all your apps and programs will be displayed,
with your most frequently used apps shown at the top of the list.

To open a particular app or program (e.g. MS Word), just click on its name. The
app or program that you selected will open in a new window on your computer
screen, and Windows will give you the choice of either opening a new blank
document, or else opening an existing document that is stored in a folder on your
computer.

To close an app or program, click on the X in the top right corner of the open
app window.

To delete an app or program from your computer, click on the Start button at
the bottom left corner of your screen, and scroll down the list of apps until you
find the name of the app or program that you want to delete. Click on the down
arrow to the right of the app or program name, and select Uninstall. WARNING:
Don’t uninstall an app or program unless you are 100% sure that won’t be using
it again!

2.3.2 The difference between an app and a program

What is the difference between an application (app) and a program? The

answer is: all apps are programs, but not all programs are apps.

An app (short for application) is a computer program that is used by a human

being to perform a specific task or to achieve a particular purpose, and which
usually requires input to be provided by the user. An example of an app would
be a computer game.

A program is not necessarily initiated or controlled by a human being; it is a

series of executable instructions that run on a computer, and which may or may
not produce output that is meaningful to humans. For example, a disk utility
program may scan a hard drive and delete out-of-date versions of files as part
of a regular month-end routine, without the active participation of a human
being.

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Activity
For more information about the difference between a program and an app, read
the article entitled “Difference between program and application”, which is
available from

https://www.geeksforgeeks.org/difference-between-program-and-application/
(GeeksforGeeks, 2020; text article).

Activity:

Search the Microsoft Store or the Internet for a physical fitness app, and
identify three useful features that the app provides.

2.3.3 Find your preferred app for opening a specific type of file

Use File Explorer to locate the file that you want to open. Right-click on the file
name and choose Open With from the pop-up menu. Windows will then display
a list of programs that could be used to open/play the selected file.

If the list of programs includes the program that you want to use to open/play
the selected file, then just click on the program name.

If the list of programs does not include the program that you want to use to
open/play this file, then click on the option to Search the Microsoft Store. The
Microsoft Store app will open, displaying a list of programs that can be used to
open/play the selected file. Click on your preferred program, and the music or
video file should start playing.

Activity
For more information about how to download apps from the Microsoft Store,
watch the video entitled “How to get apps from the Microsoft Store | Simply
Windows”, which is available from

https://www.youtube.com/watch?v=IWhXCzKkf0E
(Microsoft, 2020; approx 3 mins).

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Summary

In this section we explained how the Microsoft Windows operating system helps
you to work efficiently with folders, files and individual documents, and to search
for applications that can be used for opening specialised file types. The topics
that were covered in this section should have provided you with a basic
understanding of how to work with folders, files and applications; how to open,
close, move and resize windows; how to manipulate files and folders; and how
to search for apps in the Microsoft Store. Supporting videos have been included
to show you how to perform these tasks and ensure that you will be able to apply
them appropriately within a given context.

Self-Assessment Questions

1. Outline the steps you would follow in order to retrieve a deleted file
from the Recycle Bin and restore it to its original folder.

2. Explain how you would copy multiple non-adjacent files from Folder X
into Folder Y.

3. Identify an application on your PC that you are likely to use frequently,

and then create a desktop shortcut to provide easy access to that
application.

4. Outline the process you would follow to access the Microsoft Store and
download an app that you think would be useful on to your computer.

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Topic 3
MS Outlook

INTRODUCTION

This topic relates to the following module outcome:

Create an MS Outlook email account; create, send, reply to and forward emails,
either with or without attachments; create contact groups, recurring
appointments and auto-reply messages; and clean up a mail folder.

Email facilitates communication between individuals and groups, and provides a

record of interactions that have taken place and decisions that have been
made. However, to use email effectively you need to implement a logical folder
structure that will allow you to save and access emails that are related to
specific projects or people. This topic explains how to use key features of the
MS Outlook environment, including setting up a directory structure, creating
email messages, attaching supporting documents and recording calendar
entries and tasks.

In this topic, you will gain knowledge in the following areas:

1. Create an Outlook account, a contact group, a folder, a recurring

appointment and a meeting

2. Create, send, reply to, forward, save, print or delete an email

3. Attach a file to an email, and save an attachment

4. Create an email signature, an auto-reply message and a rule

5. View the mailbox size and clean up a mail folder

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Note
For a comprehensive overview of the features and functions that are available
in MS Outlook, watch the series of short videos provided in the online Outlook
training program, which are available from

https://support.microsoft.com/en-us/office/outlook-training-8a5b816d-9052-
4190-a5eb-494512343cca?wt.mc_id=otc_home and can be downloaded to
your PC. (Microsoft Support, n.d.)

3.1 CREATE AN OUTLOOK ACCOUNT, A CONTACT GROUP, A

RECURRING APPOINTMENT AND A MEETING

3.1.1 Create an Outlook account

To create an email account (or to add another email account) you need to
complete the following steps:

1. Open Outlook, click on the File tab, and then click the Info button.

2. Click the Add Account button near the top of the screen and a dialogue
box will open. Enter your email address and click Connect.

3. Next, enter your password and click Connect. Your password should
include at least two of the following: 8 characters, uppercase letters,
lowercase letters, numbers and symbols (e.g. “Passw0rd!”).

4. Outlook will create a new folder profile in the Folder pane.

If Outlook is unable to automatically set up your account, then you should

contact your email service provider and ask for assistance.

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The most commonly used Outlook are indicated below:

Calendar:
Used to record appointments and events.

Task List:
Allows you to create, manage and allocate tasks.

Contacts:
Where you can store your contacts’ business and/or personal
details, e.g., name of contact, phone number, email address
and work address.

Inbox folder:
Incoming messages are received,
replies can be sent, and email
folders are managed here.

Drafts folder:
Saves incomplete messages until
you are ready to send them to a
recipient.

Outbox:
A temporary storage area for
messages that have been sent but
not yet delivered.

Sent Items folder:

Stores copies of the messages you
have sent.

Note
The video entitled “Get started with Microsoft Outlook 2016”, which is available
from https://www.youtube.com/watch?v=5Ly0cNKaWlo, provides a concise
overview of the key features that are available in an Outlook email account.
(Microsoft 365, 2019; approx 3 mins).

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3.1.2 Create a contact group

Outlook includes an Address Book, where you can add new contacts and edit or
delete existing contacts. To search for a particular contact, type their name in
the Search People lookup box under the Home tab, or else click on the Address
Book icon to scroll through your list of contacts.

Note
In the previous two videos, you were introduced to the basics of MS Outlook.
If you have not yet viewed the videos, it will be to your benefit to do so:

1. For a comprehensive overview of the features and functions that are

available in MS Outlook, watch the series of short videos provided in the
online Outlook training program, which are available
from https://support.microsoft.com/en-us/office/outlook-training-
8a5b816d-9052-4190-a5eb-494512343cca?wt.mc_id=otc_home and
can be downloaded to your PC. (Microsoft Support, n.d.)

2. The video entitled “Get started with Microsoft Outlook 2016”, which is
available from https://www.youtube.com/watch?v=5Ly0cNKaWlo,
provides a concise overview of the key features that are available in an
Outlook email account. (Microsoft 365, 2019; approx 3 mins).

For this lesson it is thus assumed that you now know how to create a new
contact in MS Outlook before commencing with this lesson.

If you regularly email a specific group of people, then you should create a
Contact Group that includes the contact details of all the people in
that group.

1. Click on the People icon at the bottom left corner of the

Outlook window. Then click New Contact Group under the
Home tab on the toolbar and enter a name for the group.

2. Click Add Members in the Contact Group section of the ribbon and
select the required group members either From Outlook Contacts or
From Address Book. Add members by double-clicking each name;
alternatively, hold down Ctrl as you select each name, and then click
the Members icon. Click OK when all the group members have been
selected.

3. Click Save & Close in the top left corner of the Contact Group section of
the ribbon, and you’re done.
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Activity
Watch the video entitled “Create a Contact Group - formerly a distribution list -
using Outlook desktop”, that explains how to create a contact group and then
email all the members of that contact group, which is available from
https://www.youtube.com/watch?v=QKew8qiOAiU. The video explains how to
create a contact group and then email all the members of that contact group.
(Menard, 2021; approx 4.25 mins)

After watching the video entitled, complete the activity below:

Create a contact group of your closest friends, and then send a group email
inviting them to join you for a birthday lunch. Add the lunch date to your
Outlook calendar.

3.1.3 Create a recurring appointment

Recurring Appointments are appointments that are scheduled at regular

intervals. To create a recurring appointment:

1. Switch to Calendar view and click the New Appointment

button under the Home tab on the toolbar. Enter a name
and location for the appointment.

2. Click the Recurrence button on the toolbar and a dialogue

box will open. Enter the appointment start and end
times, as well as the frequency of occurrence and the end
date.

3. Click OK to save the appointment.

Note
The video entitled “How to create a recurring appointment in Outlook 2016”,
which is available from https://www.youtube.com/watch?v=guAJNKYx_BQ,
explains how to create a regularly recurring appointment in Outlook. (Robert
McMillen, 2016; approx 2 mins).

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3.1.4 Create a meeting

Open Outlook and click on the Calendar icon, then follow the steps
below:

1. Click the New Meeting button under the Home tab on the
toolbar, and select either Teams Meeting or Skype Meeting.

2. Use the Invite Attendees button to add individual contacts

or groups of contacts to the list of attendees. By clicking the
icon next to an attendee’s name you can indicate whether
their attendance is Required or Optional.

3. Enter the meeting subject as well as the meeting start time, end time
and location.

4. To attach a supporting file to the meeting request, go to the Insert

menu, select Attach File, and then select the file that you want to
attach.

Activity
Watch the video entitled “Set up a meeting in Microsoft Outlook 2016”, which is
available from https://www.youtube.com/watch?v=NFhem7gv9No. The video
explains how to schedule meetings in Outlook, either in person or online.
(Microsoft, 2019; approx 2 mins).

4. Explain how you would go about setting up an online meeting with one
or more friends.

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3.2 CREATE, SEND, REPLY TO, FORWARD, PRINT OR DELETE AN
EMAIL

The ribbon at the top of the Outlook screen offers a variety of functions for
managing your emails, with multiple options within each category. At the
bottom left corner of the Outlook screen, you’ll see a group of icons
representing different tools that are available in Outlook.

• Click on the first icon to display your emails

• Click on the second icon to display your calendar

• Click on the third icon to displays a list of your contacts

• Click on the fourth icon to display your to-do list

To add a new folder to your Inbox, click on the Folder tab and select
the icon to Add a New Folder. Then enter a name for the folder that
you just created.

3.2.1 Create and send an email

To create a new email:

1. Click on the Home tab and select the New Email button. In the
To field, enter the email addresses of one or more recipients.
In the Subject field, enter the topic of the email.

2. Enter your email text in the blank area below the Subject field.

3. When you have finished typing the content of your email, click the
Send button at the top left of the Message window. A copy of your
message will be saved in your Sent Items folder.

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3.2.2 Read, reply to or forward an email

1. To read an email, first click on the Home tab and view the list
of emails that are in your Current Mailbox. Double-click on the
email that you want to open and read. The email header
information and the text of the email will be displayed in the
adjacent right-hand pane.

2. To reply to an email, click the Reply icon at the top

right corner of the right-hand pane, and then type your
reply before clicking the Send button. A copy of the
message that you sent will be saved in your Sent Items folder.

3. To forward an email, click the Forward icon under the Home

tab, enter the recipient’s email address in the To field, edit
the Subject field if necessary, and click Send. You can also
type additional text in the body of the email before you send
it. A copy of the message that you forwarded will be saved in
your Sent Items folder.

3.2.3 Print or delete an email

1. To print an email, click on the File tab and then click on the
Print option. Alternatively, you can click anywhere in the
Reading Pane where the full text of the email is displayed. Then
hold down the Ctrl key on your keyboard while you press the
letter P, and a copy of the email will be sent to your printer.

2. To delete an email, look in the Current Mailbox Pane for the

email that you want to delete. Click once on the header
information for that email to select it. Then hold down the Ctrl
key on your keyboard and press the letter X; the email will be
deleted. (In fact, it will usually be moved to the Deleted Items
folder, from which you can later retrieve it if you want to, or
else delete it.)

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Note
The video entitled “Outlook screen overview”, which is available from
https://www.goskills.com/Course/Microsoft-Outlook/Lesson/937/Outlook-
Screen-
Overview#:~:text=Navigation%20Pane%20%2D%20navigate%20through%20
your,and%20zoom%20in%20or%20out, provides a detailed explanation of
what the different screen elements are used for. Note that the volume controls
are located on the bottom right corner of the video window. (goskills.com, n.d.;
approx 4 mins).

3.3 ATTACH A FILE TO AN EMAIL, AND SAVE AN ATTACHMENT

3.3.1 Attach a file to an email

To attach a file to an email, enter the text of the email message, then
select the Message tab on the Outlook ribbon and click the icon of a
paper clip with the label Attach File below it. A separate window will
open which allows you to navigate to the file that you want to attach
to your email. Click on the name of the file that you want to attach,
check that it has been included with your email, and then click Send.
Note that more than one file can be attached to the same email.

3.3.2 Save an attachment

To save an attachment, open the email that contains the attachment(s) you want
to save. To save a single attachment, click the down arrow next to the name of
the attached file, then click on Save As and a window will open that allows you
to navigate to the folder where you want the file to be saved. When you have
navigated to the destination folder, click Save.

To save multiple attachments included in a single email, click the down arrow
next to the name of any one of the attached files, then click on the option to
Save All Attachments. A list of all the files that were attached to the email will
be displayed, and you will be asked to press OK to confirm that they should all
be saved. A window will open that allows you to navigate to the folder where you
want all the attachments to be saved. When you have navigated to the
destination folder, click Save.

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3.4 CREATE AN EMAIL SIGNATURE, AN AUTO-REPLY MESSAGE
AND A RULE

3.4.1 Create an email signature

To create an email signature, follow the steps below:

1. Open a new email message, and select Signature on the

Message menu. Then select the Signatures… option.

2. Click on the New button below “Select signature to edit” and enter a
name for the signature you are about to create. The name of the new
signature will be added to the “Select signature to edit” box.

3. Enter the text of your desired signature in the Edit Signature section of
the Signature Box. You can use the usual formatting tools to
personalise the appearance of your signature, and you can also add a
logo if desired. Press OK to save the new signature.

Activity
Watch the video entitled “How to add signature in Outlook”, which is available
from https://www.youtube.com/watch?v=qzjutBcGkBc. (Kevin Stratvert, 2019;
approx 6 mins).

5. Create an email signature for yourself, and add it to your default email
account.

3.4.2 Create an auto-reply message

If your Outlook account is run through a Microsoft Exchange server, then you
can set up an auto-reply message by following the steps below:

1. On the File tab, choose Info.

2. Click on Automatic Replies to open an Automatic Replies dialogue box.

3. Click on the check box to Send Automatic Replies.

4. Choose a start time and an end time during which automatic replies will
be sent (this could be based on e.g. vacation dates)

5. On the Inside My Organization tab, enter the auto-reply message that

you want to send to co-workers.

6. On the Outside My Organization tab, enter the auto-reply message that

you want to send to people outside of your work network.
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Note
You can only set up an auto-reply message if your Outlook account is run
through a Microsoft Exchange server. If your Outlook account is not run
through a Microsoft Exchange server, then you won’t be able to create or send
auto-reply messages.

3.4.3 Create a rule

You can create rules that will allow you to:

• Automatically move email from a particular person to a specific folder

• Alert you when an email from a particular person arrives in your

Inbox

• Alert you when an email contains a particular word/words in the

subject line

For example, to create a rule that automatically moves messages from a

particular person into a specific folder, click on the Rules icon
under the Home tab, choose the option to Always Move
Messages From, and then select the required destination folder.

3.5 VIEW THE MAILBOX SIZE AND CLEAN UP A FOLDER

3.5.1 View the mailbox size and clean up a folder

To view the size of your Mailbox and to archive or delete unwanted items, click
the Tools button under the File tab. The following options will be displayed:

Mailbox Cleanup allows you to view your mailbox size and manage its contents.
Empty Deleted Items Folder will permanently delete all files in the Deleted Items
folder.
Clean Up Old Items will move old email items to an Outlook Data File (.pst file)
on the hard drive of your PC, where they will still be accessible if required.

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Activity
The video entitled “Use Outlook archive to free space and clean up your
mailbox”, which is available from
https://www.youtube.com/watch?v=WRhOl3ELrf0, explains how to clean up
our mailbox, create a Personal folder, and use the Auto-Archiving feature.
(Leila Gharani, 2021; approx 11 mins).

Activity:

Watch the video and then empty the Deleted Items folder in your Mailbox.

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Summary

MS Outlook is an email application that offers a diverse range of features and

functions. These include the ability to set up multiple email accounts, create
contact groups, and record appointments and meetings in the Calendar; the
ability to create, send, reply to, forward, print or delete emails; and the ability
to attach one or more files to an outgoing email, or to save files that are
attached to an incoming email. More advanced topics include creating an email
signature, setting up auto-reply messages, and defining rules for organising
your incoming emails. The module closes with a brief overview of how to view
your mailbox size and archive outdated messages in a .pst folder on your hard
drive.

Self-Assessment Questions

1. You communicate regularly via email with the members of your project
team. Explain how you would to create a contact group that will let you
send a single email message to everybody in your project team.

2. Create a recurring appointment in your Outlook calendar for attending

a training session at the local gym every Friday afternoon from 17:30-
18:30. Capture a screenshot of the appointment and insert it in the
space below. (The Snip & Sketch tool in Microsoft Office is a useful tool
for capturing screenshots.)

3. You have received an incoming email that includes a file attachment.

Outline the steps you would follow to save the attached file in the
Project folder on your C: drive.

4. Explain what an email signature is and list the steps you would follow
to create one.

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Topic 4
MS Word

INTRODUCTION

This topic relates to the following module outcome:

Use MS Word to create, edit, modify and save the content of document files;
and to add comments and track changes when proofreading documents.

In this topic, you will gain knowledge in the following areas:

1. Navigate the MS Word interface.

2. Create, open, save, close, print or delete a document.

3. Insert, move, copy, cut, paste or delete text.

4. Insert pictures, shapes, headers, footers, page numbers and text

boxes.

5. Format fonts, line and paragraph spacing and document margins.

6. Navigate within a document file.

7. Apply styles, create and update a table of contents.

8. Create, edit or delete a table.

9. Add comments and use track changes in review mode.

10. Insert citations and create a bibliography.

11. Start a mail merge.

What is MS Word?

Microsoft Word is word processing software developed by Microsoft and forms

part of the Microsoft Office suite of productivity software. It allows you to
create and edit simple as well as complex documents, including letters,
resumes, reports, flyers and more. With part of the Office 365 suite, you are
now able to download the application to your hard drive and have access to the
online version by means of regular online updates.

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Note
If this is your first experience with Word, the following video is an excellent
introduction to Word’s basic features and functions.

If you have previously used Word, use this video as a quick refresher course:

The video entitled “Beginner’s guide to Microsoft Word” is available from

https://www.youtube.com/watch?v=S-nHYzK-BVg.

(Technology for Teachers and Students, 2017; approx 18 mins).

4.1 INTRODUCTION TO MS WORD

4.1.1 The MS Word interface

To open MS Word:

1. STEP 1: Click on the Start button or press the Windows key on your
keyboard to display the Start menu.

2. In the list of applications installed on your computer, find the MS Word

icon and click on it. The Word start-up screen will appear:

Figure 4.1.1: MS Word start-up screen

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3. Microsoft Word will open and present you with an option to select a
document template, or a blank document. Click on Blank document.

A new, blank document will open in the program window.

All the Microsoft Office programs share a common user interface that enables
you to apply basic techniques that you learn in one program to other programs.

The MS Word program window is easy to navigate and simple to use:

Title Bar Ribbon

| Cursor
e Box

Document Window
e Box Launcher

Navigation Pane Status Bar

e Box Launcher e Box

Figure 4.1.2: MS Word Program Window

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Table 4.1.1 – Word 365 Program Window Elements

Name Description

Title bar Appears at the top of the program window and displays
the name of the document and the program. The
buttons on the right side of the Title bar are used to get
help; change the display of the Ribbon; and minimize,
restore, maximize, and close the program window.

Ribbon Extends across the top of the program window, directly

below the Title bar, and consists of a set of tabs, each
of which contains groups of related commands.

Navigation pane Appears on the left side of the program window and
enables you to navigate long documents, search for
specific text, and reorganize content.

Document window Appears below the Ribbon and displays the contents of
the document.

Cursor A blinking vertical line that indicates where text or

objects will be inserted.

Status bar Appears at the bottom of the program window and

displays information about the document (number of
pages, number of words, etc.).
The tools on the right side of the Status bar can be used
to display the document in a variety of views and to
change the zoom level.

4.1.2 The Ribbon

The Ribbon is designed to help you quickly find the commands that you need to
complete a task. It consists of a set of task-specific tabs (see Figure 4.1.3 and
Table 4.1.2). The standard tabs are always visible.

Other tabs, known as contextual tabs, appear only when you create or select
certain types of objects (such as images or tables). These tabs are indicated by
coloured headers and contain commands that are specific to working with the
selected object. Clicking a tab displays a set of related commands that are
organized into logical groups. Commands generally take the form of buttons
and lists while some appear in galleries. Pointing to an option in most lists or
galleries displays a live preview of that effect on the selected text or object.
You can apply the previewed formatting by clicking the selected option, or you
can cancel previewing without making any changes by pressing the Esc key.

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Some commands include an integrated or separate arrow. Clicking the arrow
displays a menu of options available for the command. If a command on the
Ribbon appears dimmed, it is unavailable. Pointing to a command on the
Ribbon displays its name, description, and keyboard shortcut (if it has one) in a
ScreenTip.

A dialog box launcher appears in the lower-right corner of most groups on the
Ribbon (see Figure 4.1.3). Clicking it opens a related dialog box or task pane
that offers additional options or more precise control than the commands
available on the Ribbon.

You can collapse the Ribbon by clicking the Collapse the Ribbon button on the
right side of the Ribbon (see Figure 4.1.3) or by double-clicking the current tab.
When the Ribbon is collapsed, only the tab names are visible. You can expand
the Ribbon by double-clicking any tab.

The Quick Access toolbar (QAT) is a customizable, independent toolbar that

appears at the bottom left-hand side of the Ribbon by default and contains
frequently used commands such as Save, Undo and Redo. You can change the
location of the Quick Access toolbar as well as customize it to include
commands that you use frequently. By clicking on the down arrow on the right-
hand side of the Quick Access toolbar, you can customize it according to your
preferences.

Standard tabs Group Contextual tabs

Quick access toolbar Dialog box launcher Collapse the ribbon button

Figure 4.1.3: MS Word Ribbon

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Table 4.1.2 – Ribbon Tabs

Name Description

File Displays the Backstage view which contains commands related

to managing files and customizing the program.

Home Contains the most frequently used commands. The Home tab
is active by default.

Insert Contains commands related to all the items that you can insert
into a document.

Design Contains commands related to changing the overall

appearance of a document.

Page Layout Contains commands related to changing the layout of a

document.

References Contains commands related to reference information you can

add to a document.

Mailings Contains commands related to creating mass mailings.

Review Contains commands related to proofreading a document,

adding comments, tracking and resolving document changes,
and protecting a document.

View Contains commands related to changing the view and other

aspects of the display.

4.1.3 Backstage view

The File tab (the first tab on the Ribbon) is used to display the Backstage view
which contains all the commands related to managing files and customizing the
program. It provides an easy way to create, open, save, print, share, export,
and close files; view and update file properties; set permissions; set program
options; and more.

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To display the Backstage view:

Click the File tab on the Ribbon (see Figure 4.4).

Figure 4.1.4: File Tab

To exit the Backstage view:

Click the Back button in the upper-left corner of the Backstage view (see Figure
4.5), or, press the Esc key.

Figure 4.1.5: Exit Backstage view

Note
If you are still confused by the terminology and all that MS Word has to offer,
the following video is an excellent introduction to the Word interface, tabs and
ribbon.

The video entitled “Word 2019 – Work within the Word user interface –
Microsoft Office 365” is available from
https://www.youtube.com/watch?v=ZPOBVzB4x6k

(Professor Adam Morgan, 2022; approx 4.5 mins).

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4.2 CREATE, OPEN, SAVE, CLOSE, PRINT OR DELETE A
DOCUMENT

4.2.1 Create a new MS Word document

1. Open MS Word by clicking on the MS Word icon.

2. To open a new document or document template, open the MS Word

application to view the Word start-up screen:

To open a new blank document, For a document based on a template, select the
select Blank Document. required template or search for one online.

Image 4.2.1: Create a new blank document

Templates:

A variety of different templates are be displayed; click on your desired template

to select it.

To view any of the more sophisticated templates, click on your desired template
and the Preview window will be displayed. Click the Create button to open a new
Word document based on the template you selected.

Alternatively, you can search online for a template by entering a Search term in
the Search Box and then clicking on the Start Searching button.

3. Click on the Blank document template on the Start screen. A new blank
document opens in the program window, ready for you to enter your
content.
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Each new document displays a default name (such as Document1,
Document2, etc.) on the Title bar until you save it with a more
meaningful name.

The cursor, a blinking vertical line in the upper-left corner of the page,
shows where the next character you type will appear. When the cursor
reaches the right margin, the word you are typing automatically moves
to the next line. Pressing the Enter key starts a new paragraph.

4. To create a new blank document while working in Word:

• Click the File tab, and then click New.

• The New page of the Backstage view opens, displaying thumbnails of
the available templates.
• In the right pane, click Blank document.
• A new, blank document opens in a new window.

NOTE
You can also create a new document by pressing Ctrl+N.

4.2.2 Save an open MS Word document

After creating a document, you can save it on your computer. Use the Save As
command when you save a document for the first time or if you want to save a
copy of a document in a different location, with a different file name, or in a
different file format. Use the Save command to save changes to an existing
document.

NOTE
MS Word 2019’s file format is called a Word Document and has a .docx file
extension.

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To save a document for the first time:

1. Click the File tab, and then click Save As. The Save As page of the
Backstage view opens.

Figure 4.2.2: Save As Page of the Backstage View

2. In the centre pane, click the Browse button or select a recent folder in
the right-hand pane.

Figure 4.2.3: Browse on the Backstage View

3. In the Save As dialog box, select a location to save the file.

4. Type a descriptive name in the File name box, and then click the Save
button.

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NOTE
By default, Word documents are saved in the Word Document format. To save a
document in a different format, click the Save as type arrow and select the
desired file format from the list.

The first time you save a document, the Save As window will open. Enter a
suitable name in the File Name text box and select the folder where you want to
store it.

After a document has been saved, you can save later versions of the same
document by using the Save As dialogue box and giving the document a slightly
different filename or save it in another location.

4.2.3 Open an existing MS Word document

To open an existing MS Word document:

1. Click on the File tab, select Open, and then select the Browse option in
the left-hand pane. A File Explorer window will open and allow you to
navigate to the document you want to work on.

2. When you have located the desired document, double-click on the file
name to open it in MS Word.

Activity
The video entitled “Word: Creating and opening documents”, which is available
from https://www.youtube.com/watch?v=PafCMUVH_OA, takes you step-by-
step through the basics of creating and opening Word documents. The video
includes a brief explanation of how to save and share documents using
OneDrive. (GCFLearnFree.org, 2016; approx 3 mins).

Activity:

In MS Word, go to File > New and select an MS Word template of your choice.
Create a letter applying for a holiday job during the University vacation.

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4.2.4 Close an open MS Word document

N.B. If you want to save any changes that you made to a document which is
currently open, then Save your file before you close it.

To close an open MS Word document, click the Close button X on the right of the
Quick Access toolbar.

If you made changes to your document and haven’t yet saved them, a message
box will open asking whether you want to save your changes. Select Save to
save the current version of the document, Don’t Save to ignore any changes you
have made to the document, or Cancel to continue working on the document.

Closing Documents:
When you finish working on a document, you can close it, but keep the program
window open to work on more documents. If the document contains any unsaved
changes, you will be prompted to save the changes before closing it.

To close a document without exiting Word:

1. Click the File tab, and then click Close. Or, press Ctrl+W.

4.2.5 Print an MS Word document

To print an MS Word document that is currently displayed on your screen, click

File > Print on the ribbon and select your desired printer.

To print an MS Word document that is not currently displayed on your screen,

use the File Explorer to navigate to the desired file, then right-click on the file
name and select the Print option. If more than one printer is available, then select
your desired printer.

4.2.6 Delete an MS Word document

To delete an MS Word document, use the File Explorer to navigate to the desired
file, then right-click on the file name and select the Delete option.

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4.3 MOVE, COPY, CUT, PASTE OR DELETE TEXT, OBJECTS AND
PICTURES

4.3.1 Move text, objects or pictures

To move text within an MS Word document, first select the text you want to
move. Right-click on the selected text and then click the Cut option on the pop-
up menu. The text that you cut will be copied to the Clipboard. Do a left-click
where you want the text to be inserted; then do a right-click and select the
Paste option on the pop-up menu. The text that you previously cut will appear
at the insertion point.

To move an object or picture within an MS Word document, right-click on the

object or picture that you want to move, and then select the Cut option on the
pop-up menu. The object or picture that you cut will be copied to the Clipboard.
Left-click where you want the object or picture to be inserted; then right-click
and select the Paste option on the pop-up menu. The object or picture that you
previously cut will appear at the insertion point.

4.3.2 Cut and paste text, objects or pictures

To cut text, objects or pictures within an MS Word document, first select the
text, object or picture that you want to cut from your document; then right-
click on the text, object or picture and select the Cut option on the pop-up
menu. The text, object or picture that you selected will be copied to the
Clipboard and deleted from your document.

To paste text, objects or pictures within an MS Word document, the text, object
or picture that you want to paste must have previously been cut or copied to
the Clipboard. Right-click where you want the text, object or picture to be
inserted, and select the Paste option on the pop-up menu.

4.3.3 Copy text, objects or pictures

To copy text, objects or pictures within an MS Word document, first select the
text, object or picture that you want to copy. Then right-click and select the
Copy option on the pop-up menu. The text, object or picture that you selected
will be copied to the Clipboard. To insert the text, object or picture that you
just copied, go to the location where the copied material should be inserted;
then right-click and select the Paste option on the pop-up menu.

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4.3.3 Delete text, objects or pictures

To delete text, objects or pictures within an MS Word document, first select the
text, object or picture that you want to delete from your document; then press
the Delete key on your keyboard. The text, object or picture that you selected
will be deleted. (Alternatively, you can right-click on the text, object or picture
that you want to delete, and then select the Cut option on the pop-up menu.)

Note

The Clipboard shortcut is visible in the top left corner of the

ribbon, under the Home tab. If you click the diagonal arrow on the right of the
Clipboard label, you’ll see a list of items that have previously been copied to
the Clipboard and can be pasted anywhere in the current document.

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4.4 FORMAT FONTS, LINE AND PARAGRAPH SPACING AND
DOCUMENT MARGINS

4.4.1 Use bold, italics, underlining and colour in document text

Note
Bold, italics, underlining and colour are useful ways of drawing attention to
important information in your document. But apply them sparingly – overuse
can distract the reader from the message that you’re trying to convey.

Shortcuts for applying a Bold font, Italics or Underlining to text are located on
the left-hand side of the Font group, under the Home tab.

Formatting shortcuts:

Bold

Italics

Underline

To apply any of these options, select the text that you want to apply a specific
effect to, and then click the Bold, Italics or Underline icon on the ribbon. The
corresponding format will be applied to the selected text.

You can apply more than one font style to the same text; for example, after
selecting the required text, you could click on the Bold icon and then click on the
Italics icon – which will result in bold italics.

Shortcuts for applying Colour effects to document text are located

on the right-hand side of the Font group, under the Home tab.
Select the text for which you want to add a colour effect, and then click on
either the highlighting option or the font colour option to change the text
appearance.

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If you click on the dropdown arrow next to the icon of a yellow highlighter, the
colours that are available for highlighting will be displayed; click on the
highlighting colour that you want to apply to your text.

If you click on the dropdown arrow next to the letter A underlined in red, the
various font colours that are available will be displayed; click on the font colour
that you want to apply to your text.

4.4.2 Modify line spacing and paragraph spacing

The Paragraph option under the Home tab allows you to customise the line and
paragraph spacing used in your document.

Text alignment can be set to either Left, Centred, Right or Justified.

Left and right paragraph indents can be set based on a measurement of your
choice.

A hanging indent can be set, where the first line starts at the left margin and
subsequent lines in the same paragraph are indented on the left. (This paragraph
is an example of a hanging indent.)

The white space before or after a paragraph can be specified as e.g. 10 pt.

The line spacing within a paragraph, or within an entire document, can be

specified as a multiple value (e.g. 1.3) instead of single spacing.

4.4.3 Modify document margins, paragraph indents and borders

The features below can be used to enhance the appearance of your document:

A document margin refers to the white space between the edge of a page and
the text. In South Africa, page margins are usually 2.54cm wide; however, this
measurement can easily be adjusted using the Margins option under the Layout
tab.

A first-line indent is sometimes applied to the first line of a paragraph. You can
specify the width of the first line indent relative the left margin by entering the
required Left Indent measurement in the Paragraph settings under the Layout
tab.

When including a multi-line quotation within a piece of text, you may want to
indent the quotation on both sides to distinguish it from the surrounding text. In
that case you would need to indent both the left and right margins of the quoted
text by e.g. 2.54cm. (Don’t forget to include a citation.)

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A page border can be used to frame the text on each page of a document, using
the Page Borders option under the Design tab.

A watermark can be added to one or more pages using the Watermark option
under the Design tab.

Activity
Watch the video entitled “Word: Formatting text”, which is available from
https://www.youtube.com/watch?v=ViGf0RKbCyA, and takes you step-by-step
through the basic formatting options that are available in Word.

(GCFLearnFree.org, 2016; approx 3 mins).

4.5 NAVIGATE WITHIN A DOCUMENT FILE

4.5.1 View document headings and subheadings, and jump to the

corresponding text content

If you select the Home tab and then click on the diagonal arrow in the bottom-
right corner of the Styles group, a Styles pane will open (usually on the right-
hand side of the current window).

The Styles pane offers a wide variety of formatting options; if you scroll down
the list you should see a series of Heading titles labelled e.g. Heading 1 to
Heading 9. If you apply appropriate heading styles to the headings and
subheadings in your document, then you will be able to use the Navigation
Pane to view an outline of your headings and subheadings. To close the Styles
pane, click on the X in the top right corner of the pane.

To apply a selected Heading style to your text, select the text that you want to
display as a heading and then click to select the Heading style that you want to
apply to that text, e.g. Heading 1 for top-level headings or Heading 2 for sub-
headings. If you have applied the heading styles correctly, then you will be able
to use the Navigation Pane to view an outline of your document at different
levels of detail.

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To open the Navigation Pane, click on the View tab in the ribbon and then click
on the Navigation Pane check box inside the Show group. The Navigation Pane
will open on the left-hand side of the current window.

To limit the Navigation Pane display to e.g. Level 1 and Level 2 headings, right-
click on any heading within the Navigation Pane, select Show Heading Levels,
and then select ‘Heading 2’.

To view lower-level subheadings, right-click on any heading within the Navigation

Pane, select Show Heading Levels, and then select e.g. ‘Heading 3’ or ‘Heading
5’.

If you click on a heading or subheading entry in the Navigation Pane, it will

take you to the corresponding heading or subheading within the current
document. Close the Navigation Pane by clicking on the X in the top right
corner.

Note
For a comprehensive overview of the features, functions and shortcuts that are
available in MS Word, watch the video entitled “Microsoft Word tutorial”, which
is available from https://www.youtube.com/watch?v=Cw6a3b5QoAs. The video
also mentions some additional features that you might find useful, and which
are not covered in this study guide. (Kevin Stratvert, 2019; approx 22 mins).

Note that if you click on the ‘SHOW MORE’ link below Kevin Stratvert’s name,
you will see a list of the topics discussed in the “Microsoft Word tutorial” video
together with timestamps indicating where in the video each topic is referred
to.

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4.6 APPLY STYLES, CREATE AND UPDATE A TABLE OF CONTENTS

4.6.1 Applying Styles

A style is a set of formatting characteristics (such as font, font size, font color,
and paragraph alignment and spacing) that you can use to quickly format a
document. In addition to saving you time, styles can help you keep formatting
consistent throughout a document. Word includes several predefined styles that
can be used to format headings, body text, lists, etc. If you do not like the
appearance of a built-in style, you can modify it or create a custom style to suit
your needs.

To apply a style using the Styles gallery:

1. Select the text to which you want to apply a style.

2. On the Home tab, in the Styles group, select the desired style from the
Styles gallery (see Figure 37).

NOTE: To display the entire Styles gallery, click the More button in the lower-
right corner of the gallery to expand it.

Figure 4.6.1: Styles Group on the Home Tab

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To apply a style using the Styles pane:

1. On the Home tab, in the Styles group, click the dialog box launcher. The
Styles pane opens on the right side of the program window (see Figure 4.6.2).

Figure 4.6.2: Styles pane

2. Select the text to which you want to apply a style.

3. In the Styles pane, click the desired style.

NOTE: You can close the Styles pane by clicking the Close button in the upper-
right corner of the pane.

To modify an existing style:

1. In the Styles pane, right-click the style, and then click Modify on the
shortcut menu.

2. In the Modify Style dialog box, make the desired changes, and then click the
OK button.

NOTE: When you modify a style, all text formatted with that particular style will
be updated automatically.

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4.6.2 create and update a table of contents

In order to generate an automatic Table of Contents, you must

have applied the Heading 1 style to top-level headings, applied
the Heading 2 style to second-level headings, etc.

N.B. Make sure you have saved the latest version of your
document before generating the Table of Contents.

Go to the location in your document where you want the Table of Contents to be
inserted.

Insert an automatic Table of Contents by clicking on the References tab and then
clicking the down arrow beside the Table of Contents option on the left hand side
of the ribbon. A dialogue box will open. Select the Automatic Table of Contents
for ‘Automatic Table 1’; then press Enter, and an automatic Table of Contents
should be generated.

If the newly generated Table of Contents looks chaotic, then you need to go
through your document and make sure that Heading styles have only been
applied to headings; Heading styles should not have been used anywhere else
within the body text. Check that your styles have been applied correctly, and
then update the Table of Contents by clicking anywhere in the
existing Table of Contents and selecting Update Table.

You can edit the ‘Contents’ heading provided by MS Word so as to reflect your
own choice of text.

4.7 CREATE, EDIT OR DELETE A TABLE

If you need to present structured data within a Word document, then your best
option is to create and use a table. A table can contain text, numbers or even
objects, and a variety of options are available for formatting the table content.

4.7.1 Create a new table

To create a new table, first position your cursor at the location where you want
a new table to be inserted. Select the Insert tab on the ribbon and then click on
the down arrow below the Table icon. The Insert Table options will appear. Hold
down the left mouse button while you drag your mouse across and down the
table cells that are displayed. When you are happy with the dimensions of your

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table, press the Enter key on your keyboard and a table of blank cells will be
inserted in your document.

To easily modify the appearance of your table, click anywhere inside the table,
and then select the Table Design tab. The Table Design tab lets you choose from
a selection of predefined table layouts.

Alternatively, you can click on the down arrow below the Table icon and then
select Quick Tables, which is the last option on the pop-up menu. Select your
preferred table layout from the list of templates that is displayed.

4.7.2 Edit the layout of an existing table

To modify the structure or formatting of an existing table, click once anywhere

inside the table, and the Table Design tab will appear on the ribbon. Click once
on the Table Design tab to see the available design options, e.g. filling selected
table cells with a background colour; using different font colours to highlight
particular cell values; or applying customised borders to rows or columns.

The Layout tab provides options that allow you to split cells, merge cells, insert
rows or columns, or split the current table into two separate tables. You can also
manually adjust the layout of your table by positioning your cursor over a row or
column border, where the cursor will turn into a double-headed arrow. With the
double-headed arrow visible, hold down the left mouse button and drag the row
or column border to make the cells larger or narrower.

To merge the cells in the first row of your table, in order to insert e.g. a table
heading: Move your cursor into the white space on the left of the first row of
cells, and then click the left mouse button; all the cells in the first row should be
highlighted. Now click the Layout option on the ribbon, and then select the Merge
Cells option which should be visible near the middle of the ribbon. Alternatively,
select all the cells in the first row of your table, then click the right mouse button
and select the Merge Cells option from the pop-up menu.

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Note
You can cut or copy a row of cells and paste it in a different location within the
same table. Similarly, you can cut or copy a column of cells and paste it in a
different location within the same table.

However, if you have merged the cells in your header row, then you must first
separate the header row from the rest of the table before deleting any
columns. To do this, click anywhere in the second row of the table, then go to
the Layout tab on the ribbon and select the Split Table option. A blank line will
be inserted between the header row and the rest of the table. You can now cut
or copy columns within the body of the table as required. To recombine the
header row with the edited table, click on the blank row just below the header
row and then press the Delete key. Edit any column headings that are no
longer correct.

To delete a row of cells, left-click in the empty space on the left of the row that
you want to delete; the cells in that row will be highlighted. Then do a right-click
and select Delete Rows from the pop-up menu.

To delete a column of cells, move your mouse pointer immediately above the
column of cells that you want to delete, where the mouse pointer should change
into a bold down arrow. Do a left-click to select that column of cells; then do a
right click and select Delete Columns from the pop-up menu.

4.7.3 Delete an existing table

To delete an existing table, click anywhere inside the table you want to delete,
and a four-headed arrow will appear immediately above and to the left of the
top left-hand corner of the table. Move your cursor over the four-headed arrow,
at which point the cursor will also change to a four-headed arrow. Right-click
on the four-headed arrow, and select the Delete Table option from the pop-up
menu.

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Activity
Watch the video entitled “Word: Tables”, which is available from

https://www.youtube.com/watch?v=XNBrCEgzddw, and takes you step-by-step

through the basics of creating, formatting and editing tables in Word.

(GCFLearnFree.org, 2016; approx 5 mins).

Create a Table in MS Word that resembles the example below:

4.8 USE REVIEW MODE WITH COMMENTS AND TRACK CHANGES

If you click on the Review tab in MS Word, you’ll see a number of features that
can be used to record comments, keep track of changes made to the text, or
find synonyms for commonly used words. These features are particularly
valuable when you are working in collaboration with a number of different
people. In that case, one individual can make changes to the text and add
comments to explain their thinking, before saving the file. A second individual
can then open the file, review the changed content, and comment on changes
that were made to the updated document. Based on their role, they may also
suggest further changes.

4.8.1 Add or respond to comments in a Word document

To add a comment to an MS Word document, first click on the

Review tab (if you haven’t done so already). Select one or more
words in the document text that the new comment will refer to, and
then click on the New Comment icon on the ribbon. Your name will
appear in a comment box within the margin on the right-hand side of the page;
click inside the comment box and type your comment or question. If somebody

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else has inserted a comment that you want to respond to, click at the end of
their comment and then add your reply below. Save your changes before
closing the document.

4.8.2 Track changes made to a Word Document

To edit the content of a document in Review mode, first click on the

Review tab, and then click on the down arrow below the Track
Changes icon. Select the Track Changes option.

Several options are available within the Tracking group on the ribbon. For
example, you can choose to show All Markup , Simple Markup, No Markup or
the original text, by choosing one of the options on
the All Markup drop-down list.

If you want to proofread an edited document, then it’s a good idea to select the
‘No Markup’ option from the drop-down list, to ensure that you aren’t distracted
by deleted text that is still visible in the Track Changes version of the
document.

Use the Reviewing Pane to quickly identify the

changes that have been made to your document.

4.8.3 Accept or reject changes made to a Word Document

The Changes group on the ribbon provides a number of options

for accepting or rejecting changes that have been made to the
original document.

The down arrow below the Accept icon provides a number of options, ranging
from ‘Accept and Move to Next’, to ‘Accept All Changes and Stop Tracking’.

On the right-hand side of the Options group, the first icon allows you to choose
between rejecting the current change and moving on to the next, or various
alternative options.

The two icons below that allow you to ‘Jump to the Previous Tracked Change’, or
‘Jump to the Next Tracked Change’.

Stop tracking and save your changes before closing the document.

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4.9 REFERENCES

Before you can add a citation, a works cited list, or a bibliography, you must
add a source to your document. A works cited list is a list of sources, usually
placed at the end of a document, that you referred to (or "cited") in the
document. A works cited list is different from a bibliography, which is a list of
sources that you consulted when you created the document. After you add
sources, you can automatically generate a works cited list or a bibliography
based on that source information. Each time that you create a new source, the
source information is saved on your computer. You can use the Source
Manager to find and reuse any source that you have created, even sources in
other documents.

Citations are parenthetical references that are placed inline with the text.
Citations are different from footnotes and endnotes, which are placed at the
bottom of the page or end of the document. The source information stored in
the Citations tool or Source Manager can be used to create citations, a works
cited list, or a bibliography. However, you cannot use the information in the
Citations tool or the Source Manager to create footnotes or endnotes.

Note
Please consult the Stadio referencing guide for a comprehensive guideline on
the accepted referencing style and practices.

4.9.1 Create a source

To add a citation to your document, first add the source you used.

On the References tab, click the arrow next to Bibliography Style, and click the
style that you want to use for the citation and source. For example, social
sciences documents usually use the MLA or APA styles for citations and
sources.

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Click at the end of the sentence or phrase that you want to cite.

On the References tab, click Insert Citation.

In the Create Source dialog box, next to Type of Source, select the type of
source you want to use (for example, a book section or a website).

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Enter the details for the source and click OK. The source is added as a citation
at the place you selected in your document.

When you've completed these steps, the citation is added to the list of available
citations. The next time you quote this reference, you don't have to type it all
out again. You just add the citation (see the steps in the following procedure).

Media
Visit the Microsoft 365 Support Page to view the video, "Create a bibliography,
citations, and references" by following this URL: https://support.microsoft.com/en-
gb/office/create-a-bibliography-citations-and-references-17686589-4824-4940-
9c69-342c289fa2a5. (Microsoft, 2023; Approx. 1.16 mins).

There is also a tutorial on the same topic available on this page.

This functionality of Word makes it an extremely valuable tool for students to use
when writing assignments.

4.9.2 Edit a source

If you need to edit a source, on the References tab, click Citations, and then
click the settings button in the bottom right corner of the Citations pane.

click Edit Source.

Make the changes you want to the source, and then click OK.

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To manage your list of sources, click Citation Source Manager, and then add,
edit, or delete sources in the list.

4.9.3 Add citations to your document

Click at the end of the sentence or phrase that you want to cite, and then on
the References tab, click Citations.

In the Citations pane on the right, double-click the citation you want to add.

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4.9.4 Insert a bibliography

A works cited list is a list of all works you referred to (or "cited") in your
document, and is typically used when you cite sources using the MLA style. A
works cited list differs from a bibliography, which is a list of all works that you
consulted when your researched and wrote your document.

In your document, click where you want the works cited list or bibliography to
appear (usually at the very end of the document, following a page break).

On the References tab, click the arrow next to Bibliography, and then
click Bibliography or Works Cited.

Note
Difference between bibliography, references and works sited:
References and Works Cited
References or a Works Cited list is an alphabetical list (of author's last name)
of works cited, or sources you specifically called out while composing your
paper. All works that you have quoted or paraphrased should be included.
You only list items you have actually referred to and cited in your paper.
Bibliography
A Bibliography lists all the material you have consulted in preparing your
essay or paper, whether you have actually referred to and cited the work or
not. This includes all sources that you have used in order to do any
research.

4.9.5 Change the bibliography style

You can change the style of all the citations contained in a document's works
cited list or bibliography without manually editing the style of the citations
themselves. For example, you can change the citations from the APA style to
the MLA style.

On the View menu, click Draft or Print Layout.

On the References tab, click Citations.

In the Citations pane, on the Citation style list, select a style.

All references in your document's bibliography change to the new style.

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Media
Watch the video, "Word 2019/365 Writing a term paper: Adding citations and
bibliographies", for a better understanding of the tools available:
https://www.youtube.com/watch?v=vb80sYPFus0

(Kleen, 2019; Approx. 7.07 mins)

4.10 START A MAIL MERGE

4.10.1 Introduction to Mail Merge

Mail merge is a MS Word tool that enables users to send a similar letter or
document to multiple recipients. It enables connecting a single form template
with a data source that contains information about the recipient’s name,
address and other predefined and supported data.

For example, a form letter might be personalized to address each recipient by

name. A data source, like a list, spreadsheet, or database, is associated with
the document. Placeholders, called merge fields, tell Word where in the
document to include information from the data source.

You work on the main document in Word, inserting merge fields for the
personalized content you want to include. When the mail merge is complete,
the merge document will generate a personalized version of itself for each
name in the data source.

Word provides tools for incorporating your data into different kinds of
documents:

• Letters - Create and print a batch of personalized letters that include a

personalized greetings and prints on separate sheets of paper

• Email - Where each recipient's address is the only address on the To

line and can be emailed directly from Word.

• Envelopes or Labels - Create and print a batch of envelopes or mailing

labels where the names and addresses come from your data source.

• Directories - Used to print out your contact list, or to list groups of

information, like all of the students in each class.

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4.10.2 Start a Mail Merge

To create a personalized Mail Merge letter in MS Word:

1. In a blank Microsoft Word document, go to Mailings > Start Mail

Merge > Letters

2. When you select the Letters option, Word goes into a mail merge mode
with the "Letters" format as the main template.

Select your recipients:

1. At this point, you need to choose a data source: Go to Select

Recipients. You can either Type a New List, Use an Existing List or
Choose from Outlook Contacts.

2. Select Type a New List:

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Create a new address list by adding data in the New Address List dialog
box and clicking OK.

3. Save the list.

Note that now that a list has been created, the Mail Merge Wizard
reverts to Use an existing list. You have the option to edit the recipient
list if needed.

4. Selecting Edit Recipient List opens up the Mail Merge Recipients dialog
box, where you can edit the list and select or unselect records.
Click OK to accept the list:

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Write your letter and add custom fields:

Insert the address block:

1. Click Address Block to add the recipients' addresses at the top of the

document.

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2. In the Insert Address Block dialog box, check or uncheck boxes and
select options on the left until the address appears the way you want
it to.

3. Insert the greeting line:

Click on the Greeting line option to enter a greeting:

4. In the Insert Greeting Line dialog box, choose the greeting line format
by clicking the drop-down arrows and selecting the options of your
choice, and then click OK.

To insert other custom information from your mailing list, see add mail
merge fields one at a time.

Preview and print the letters.

Go to Mailings > Preview Results to preview your letters.

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Choose Next or Previous to scroll through your data set to be sure the
names and addresses look right.

Select Preview Results again switch from the merged results back to the
mail merge fields in your letter.

Select Finish & Merge > Print Documents.

Choose Edit Individual Documents, Print Documents, or Send Email

Messages.

Save your personalized letter:

1. Go to File > Save. When you save the mail merge document, it stays
connected to your mailing list for future use.

2. To reuse your mail merge document, open the mail merge document.
Choose Yes when Word prompts you to keep the connection.

Media
View this excellent video for an in-depth explanation and the steps to start and
complete your own Mail Merge. In this Microsoft Word tutorial, "How to Mail
Merge in Microsoft Word", an explanation is given on what mail merge is and
how it works. After that, details are provided on how to create a mail merge,
how to insert mail merge fields and how to check that the mail merge has
worked correctly.

URL: https://www.youtube.com/watch?v=27-Vj4-71xw&t=157s

(SimonSezIT, 2019; Approx. 26.17 mins)

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Summary

This section of the study guide began by explaining how to create, save, print
and delete MS Word documents, how to edit and format document content, and
how to adjust a variety of paragraph and page settings. More advanced
subtopics include details of how to create, edit and delete tables, how to use
the Navigation Pane to navigate within a document, and how to generate an
automatic Table of Contents. The section ended with an overview of how to add
comments to a document in Review mode, track changes that have been made
to the document text, and either accept or reject the suggested changes.

Self-Assessment Questions

1. Create a persuasive advertisement for selling one or more items that

you no longer require, using at least three different font sizes and two
different font colours.

2. Create a table in MS Word and use it to record details of your lecture

and test schedule for the current semester. Highlight the dates when
assignments are due or when tests and exams will be written.

3. Create an MS Word document in which you discuss the pros and cons
of three different holiday options and decide on a preferred option.

• Apply the Heading 1 style to the document title.

• Apply the Heading 2 style to the names of each of the holiday options
and also to the Preferred Option subheading.

• Check that you are able to expand or collapse the document headings
from within the Navigation Pane, based on the Heading levels that
you applied within your document. (To open the Navigation Pane,
select the View tab and click on the down-arrow below the Show
option; then select Navigation Pane.)

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Topic 5
MS PowerPoint

INTRODUCTION

This topic relates to the following module outcome:

Use MS PowerPoint to create, edit and save a presentation; add slide content
and special effects; record speaker notes and comments; use the normal,
outline, reading and slide sorter views; and prepare to deliver a presentation
with supporting handouts.

PowerPoint presentations are used for many different purposes, ranging from
outlining a project proposal or reporting on the impact of a business merger, to
creating a virtual photo album of your wedding. However, if you are new to
PowerPoint then there is a risk of becoming carried away by the technology to
such an extent that your slide content actually distracts the audience from the
message that you want to convey. To avoid this, make sure that you have
clearly defined the purpose of the presentation and the outcome that you hope
to achieve, before you begin planning the content and layout of the individual
slides; and then focus on key information that you want to communicate. The
goal of the presentation should be to convey your message in such a way that
the audience will engage with and understand the relevance of the content that
you present to them. For this reason, special effects should be used sparingly
and only when they add value.

In this topic, you will gain knowledge in the following areas:

1. Create, open, save, copy or delete a presentation.

2. Add or edit slide content including special effects.

3. Add speaker notes and comments to a presentation.

4. Use the normal, outline, reading and slide sorter views.

5. Prepare to deliver a presentation with supporting handouts.

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5.1 CREATE, OPEN, SAVE, COPY OR DELETE A PRESENTATION

5.1.1 Create a new presentation

To create a new presentation, open PowerPoint and select the New option in
the panel on the left-hand side of the window. A Blank Presentation option will
be displayed at the top of the New window, followed by a search box that you
can use to view and download online templates. Alternatively, you can select
one of the many templates that are displayed below the search box.

If you are new to PowerPoint, then you may want to use a very simple
template to begin with. Click on the Blank Presentation option at the top left
corner of the PowerPoint window and a blank presentation will open. To view
the simple design options that are available for PowerPoint’s default
presentation style, select the Design tab on the ribbon and choose one of the
themes that is displayed. The Variants option on the ribbon will allow you to
customise the theme colours, and the Customise option will allow you to
customise the slide background.

If you did not select a Blank Presentation, then the Design Ideas option on the
right-hand side of the PowerPoint ribbon allows you to scroll through thumbnail
images of a series of different templates. Click on your desired template to select
it.

To download an online template, type one or more keywords into the search box
and PowerPoint will try to find templates that are in keeping with the keywords
you’ve entered.

Click the Save icon in the Quick Access toolbar to save the new (blank)
presentation on your computer.

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5.1.2 Open, save, copy or delete a presentation

To open an existing PowerPoint presentation:

Use the File Explorer to navigate to the presentation you want to work on, and
then double-click on the file name.

To save an open PowerPoint presentation:

Click on the Save button on the Quick Access toolbar. To close a PowerPoint
presentation without saving, click on the X in the top right corner of the window.

To copy an existing PowerPoint presentation:

Right-click on the file name and select Save As from the pop-up menu. Type a
new name for the file and press Enter. A copy of the original file will be saved
with the new name.

To delete an existing PowerPoint presentation:

Use the File Explorer to navigate to the file that you want to delete. Click on the
file name and then press the Delete key on your keyboard. The presentation will
be deleted.

5.1.3 Add slides to a presentation

PowerPoint includes preformatted slide designs called ‘slide layouts’, that can
accommodate content such as text, images, tables, diagrams, animated objects
and more.

To insert a new slide in a presentation:

Under the Home tab, click the location in the Slide Preview pane (on the left-
hand side of the window) where you want a new slide to be inserted. Then click
on New Slide and select the desired slide layout.

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To change the layout of a slide:

Under the Home tab, right-click on the slide in the Slide Preview pane whose
layout you want to change. Select Layout from the pop-up menu and then select
the desired slide layout.

To move one or more slides to a different location:

Under the Home tab, left-click on the first slide in the Slide Preview pane that
you want to move, then hold down the Ctrl key and left-click to select additional
slides that you want to move. Drag the selected slides to your desired location.

To duplicate one or more slides:

Under the Home tab, left-click on the first slide in the Slide Preview pane that
you want to duplicate, then hold down the Ctrl key and left-click to select
additional slides that you want to duplicate. Now click on the down arrow under
the New Slide option on the ribbon and select the option to Duplicate Selected
Slides. The duplicated slides will be inserted immediately below the last slide that
you selected.

Note
Under the Home tab, the Design Ideas option (on the right of the ribbon) may
open a pane illustrating a variety of slide templates. To hide these templates,
click on the X in the top right corner of the Design Ideas pane.

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5.2 ADD OR EDIT SLIDE CONTENT

5.2.1 Add slides to a presentation or edit existing slides

Start by creating a new presentation or opening an existing presentation. If you

are going to begin working on a new presentation, then create your first slide
by clicking on the New Slide option under the Home tab and selecting one of
the slide layouts that is displayed. Add more slides as necessary.

To change the layout of a slide, right-click on the thumbnail of the slide that is
currently displayed and select Layout. All the available slide templates will be
displayed; select the slide template that you want to use by clicking on it.

To delete a slide, right-click on the corresponding thumbnail and select Delete

Slide.

Activity
Watch the video entitled “PowerPoint: Getting started”, which is available from
https://www.youtube.com/watch?v=k6pg4nZS6fA&list=PLpQQipWcxwt_KvhjMT
sADzon_GY_vBGRL, and provides a clear overview of how to create a
presentation and work with slides. (GCFLearnFree.org, 2016; approx 5 mins).

5.2.2 Add a header, footer or slide number to a presentation

Inserting a header or footer and a slide number will add a professional element
to your slides. For example, the header field could display the topic of your
presentation or the name of your organisation, the footer could include the
date of the presentation, and the slide numbers will prove invaluable if you are
asked to go back and expand on an earlier slide.

To add any of these fields to your slides, click on the Insert tab and select the
Header & Footer option. A Header and Footer window will open; check the text
boxes that you want to appear on your slide and type in the relevant content.
Note that you can rotate the content of any of the text boxes, or move a text
box to a different location on the slide.

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5.2.3 Add content to a presentation

This step is where you add relevant content to your presentation. Engage your
audience by using tables, charts, images and even short video clips to illustrate
and enhance the text on your slides – but without making your slides too busy!
Each individual slide should focus on a specific issue and should take no longer
than a minute to present.

You can customise your slide layouts by moving, resizing, copying or deleting
any of the default placeholders.

You can insert objects such as charts and diagrams, by copying them from their
original location and pasting them on the relevant slide.

Activity
The video entitled “PowerPoint: Slide basics”, which is available from
https://www.youtube.com/watch?v=TZfcVbKJs1E&list=PLpQQipWcxwt_KvhjMT
sADzon_GY_vBGRL&index=4, explains how you can personalise the layout of
your slide content by moving and editing PowerPoint’s default placeholders.
(GCFLearnFree.org, 2016; approx 5 mins).

Activity:

Open an existing presentation or create a new presentation. Insert at least

three slides, all with different layouts; then move and/or resize the existing
placeholders, and enter any content of your choice. Save the presentation.

You can insert a Table in a PowerPoint slide by clicking on the Insert Tab, and
then clicking on the drop-down arrow below the Table icon (which is in the Tables
group near the left-hand side of the ribbon). Drag your mouse to select the
number of rows and columns that you want to include in your table, and then
press Enter. A table containing blank cells will be generated and inserted in your
slide.

You can create your own images using the Illustrations options that are available
under the Insert tab and the Shape Format tab that appears when you are
working with shapes or objects.

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You can add a hyperlink to text on a particular slide, so that when you click on
the link you will be taken to a different slide in the same presentation. In that
case, the destination slide should also contain a hyperlink that will take you back
to the original slide.

You can also use colour to emphasise particular information on your slides.

You can highlight values listed in a text box that have increased or decreased
over a period of time by using e.g. a green or red font.

You can create a coloured border around a group of related items by right-clicking
on the border of the text box that contains them, and then selecting Format
Shape from the pop-up menu.

5.3 ADD SPECIAL EFFECTS INCLUDING AUDIO AND VIDEO

5.3.1 Add animation effects to slide objects

The use of animation and other special effects can help to hold your audience’s
attention. However, bear in mind that animation effects may distract your
audience from the message you are trying to convey, and should be used
sparingly in business presentations.

The Transitions tab allows you to apply a particular effect for moving from one
slide to the next. Note that the Slide Preview pane on the left of the PowerPoint
window inserts an asterisk (*) below the slide number to indicate that animation
effects have been applied to that slide.

The Animation Pane allows you to rearrange the sequence of your animation
effects, or to choose from additional effect options.

By default, animation effects are triggered by a mouse click. Alternatively, you

can open the Animation Pane and select the animation rule “Start On Click” for
the first animated item, and then select “Start after Previous” for subsequent
animations.

The Effect Options dialogue box allows you to select additional effects such as
timing, sound and motion.

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To copy an effect from one object to another:

1. Select the object whose animation effects you want to copy, and then
click the Automation Painter option near the right hand side of the
ribbon.

2. Go to the slide that you want to add the same effect to, and click on
the object that you want to animate. The animation effects that were
applied to the original object will be applied to the currently selected
object.

Activity
Watch the video entitled “PowerPoint: Animating text and objects” which is
available from https://www.youtube.com/watch?v=kw_udjD2xwo, and shows
how to add animation to objects and text. The video also explains how to use
the Effect Options dialogue box. (GCFLearnFree.org, 2016; approx 5 mins).

Activity:

Open an existing presentation or create a new presentation. Add animation

effects to two different slides, and then view the result by using the Preview
option under the Animations tab.

5.3.2 Embed audio or video files in PowerPoint slides

Before embedding an audio or video file in a PowerPoint presentation, you

should be aware of the different file formats that are available to you.

Valid audio file names will have one of the following file name extensions:

.wav files: offer excellent sound quality, but have extremely large file sizes.

.mp3 files: have been compressed, which reduces their file size; however, mp3
files are still adequate for use in Powerpoint presentations.

.wma files: are commonly used for streaming audio content from websites.

.midi files: are created by recording and editing your own compositions.

.aiff: is a proprietary file format used by Apple to record uncompressed data.

.au and .ra files: are NOT directly compatible with PowerPoint.

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Valid video file names will have one of the following file name extensions:

.avi files: use a format created by Microsoft, and can be used to play files that
contain both audio and video content.

.mpg: files have been compressed, which reduces their file size and facilitates
distribution via the Internet.

.mpeg: files are larger than .mpg files and offer better quality viewing.

.mov, .ram and .rv files are NOT directly compatible with PowerPoint.

5.3.3 Insert an audio file in a presentation

To insert a local audio file in a PowerPoint slide:

Open the PowerPoint presentation and navigate to the slide where you want to
insert a local audio file.

Click on the Insert tab, and select Media > Audio > Audio on my PC.

Navigate to the folder that contains your audio files and double-click on the file
that you want to insert in the current slide. A speaker icon and a slider will appear
on the slide.

Left-click on the speaker icon and drag it to your desired location on the slide.

Click Play to begin playing the audio file.

5.3.4 Insert a video file in a presentation

To insert an online video file in a PowerPoint slide:

Open the desired PowerPoint file and navigate to the slide on which you want to
insert a video file.

Click on the Insert tab, and select Media > Video > Online video.

Enter (or paste) the URL for the video that you want to insert in the current slide,
and then click the Insert button. A placeholder will appear containing the video
that you selected. Move or resize the placeholder as required.

Click the Play icon to begin playing the online video file.

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To insert a local video file in a PowerPoint slide:

1. Open the desired PowerPoint file and navigate to the slide on which you
want to insert a video file.

2. Click on the Insert tab, and select Media > Video > Video on my PC.

3. Navigate to the folder on your PC that contains your video files.

4. Double-click on the video file that you want to insert in the current
slide. A placeholder will appear containing the video that you selected.
Move or resize the placeholder as required.

5. Click the Play icon to begin playing the local video file.

Note
For more information about including audio or video files in a PowerPoint
presentation, read the article entitled “How to use audio and video files in
PowerPoint” which is available online from

https://www.pcworld.com/article/403607/how-to-use-audio-video-files-in-
powerpoint.html. (Julie Sartain, 2019; text file).

5.4 ADD SPEAKER NOTES AND COMMENTS TO A PRESENTATION

5.4.1 Add speaker notes to a presentation

The Notes section below your slides makes it easy to refresh your memory
about key points that you want to discuss, or to remind you that this would be
a good time to invite comments from the audience. If the Notes section isn’t
visible below your slides, then click on the View tab and select the Notes option
near the centre of the ribbon; alternatively, you can click on the Notes option in
the Status Bar at the bottom right of the PowerPoint screen. The text “Click to
add notes” will appear at the top of the Notes section, below the slide image;
you can drag the border at the top of the Notes section either upwards or
downwards as required. Click anywhere in the first line of the Notes section,
and then enter information that you may want to refer to when delivering the
presentation.

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The easiest way to edit your speaker notes is to click on the View tab and then
double-click on the Notes Page option on the left-hand side of the ribbon. You
can zoom in to increase the font size if necessary.

Activity

The video entitled “How to add speaker notes in Microsoft PowerPoint”, which is
available from https://www.youtube.com/watch?v=MIcWwXuIwuU, explains
how to use the Speaker Notes area on your slides to enter supporting text that
you may want to refer to during your presentation. (Powerpointify, 2018;
approx 3 mins).

Activity:

Open an existing presentation or create a new presentation; then enter speaker

notes in the Notes pane on two different slides.

5.4.2 Add, edit, reply to or delete slide comments

If you are creating a presentation in collaboration with somebody else, then

comments provide a useful way of asking for suggestions and giving feedback.

To open the Comments pane:

Click on the Review tab and then select either the New Comment option or the
Show Comments option near the centre of the ribbon. If the Comments pane is
not visible on the right-hand side of the PowerPoint window then click on the
Comments Pane and select Show Comments.

To close the Comments pane:

Close the Comments pane by clicking on the X in the top right corner of the pane.

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To add a new comment to a slide:

1. Use the thumbnails on the left-hand side of the window to navigate to

the relevant slide.

2. Select the item on the slide to which you want to add a comment

3. Click on the Review tab and then click on the New Comment option
near the centre of the ribbon. The Comments Pane will open on the
right-hand side of the PowerPoint window.

4. Enter your comment in the blank textbox that appears, and then click
on the right-arrow immediately below the comment text to post your
comment to the current slide. Alternatively, click on the X in the
bottom right corner of the comment box to delete your comment.

To edit an existing comment:

1. Use the thumbnails on the left-hand side of the window to navigate to

the relevant slide.

2. Click on the Review tab and then click on the Show Comments option
near the centre of the ribbon. The Comment Pane will open on the right
side of the PowerPoint window and all existing comments will be
displayed.

3. Click on the comment that you want to edit and make the required
changes. Then click on the right-arrow immediately below the edited
comment and the updated comment will be saved to the current slide.
Alternatively, click on the X in the bottom right corner of the comment
box to cancel the changes that you just made to the comment.

To reply to a slide comment:

1. Use the thumbnails on the left-hand side of the window to navigate to

the relevant slide.

2. Click on the Review tab and then click on the Show Comments option
near the centre of the ribbon. The Comment Pane will open on the right
side of the PowerPoint window and all existing comments will be
displayed.

3. Click on the comment that you want to reply to, and enter your
response in the empty Reply textbox. Then click on the right-arrow
immediately below the Reply textbox, and your response to the original

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comment will be saved to the current slide. Alternatively, click on the X
in the bottom right corner of the Reply comment box to cancel your
reply.

To delete a slide comment:

1. Use the thumbnails on the left-hand side of the window to navigate to

the relevant slide.

2. Click on the Review tab and then click on the Show Comments option
near the centre of the ribbon. The Comment Pane will open on the right
side of the PowerPoint window and all existing comments will be
displayed.

3. Click on the comment that you want to delete; then click on the Delete
option on the immediate right of the New Comment icon. The selected
comment will be deleted.

Note
The information in this sub-section was sourced from an article entitled “Add,
change, hide, or delete comments in a presentation”, which is available from

https://support.microsoft.com/en-us/office/add-change-hide-or-delete-
comments-in-a-presentation-a8f071fa-6e5d-4c37-a025-1cf48a76eb38.This
web page also includes a supporting video which you may find helpful.
(Microsoft, n.d.; approx 1 min.)

5.5 SELECT DIFFERENT OPTIONS FOR VIEWING YOUR SLIDES

5.5.1 Use Normal, Slide Sorter, Outline or Reading view

To select either Normal, Slide Sorter, Reading or Slide Show view, click on the
corresponding option on the bottom right corner of the PowerPoint window.
Alternatively, you can click on the View tab and then select one of the following
options from the Presentation Views group on the left-hand side of the ribbon:

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Normal View shows a series of slide thumbnails in the left-hand pane, with the
currently selected slide displayed in the middle of the PowerPoint window.

Slide Sorter View displays all the slides in your presentation; you can copy, paste
or delete slides, or you can drag slides to a different location in your presentation.

Outline View uses the left-hand pane to identify the text content that is included
on each of your slides e.g. headings, sub-headings and other text.

Reading View allows you to view your slides in sequence, as they will appear in
the final presentation.

To change the layout of a particular slide, select the Home tab and then click
on the Slide Layout option, which is located in the Slides group near the left-
hand side of the ribbon. A variety of different slide layouts will be displayed;
clicking on your desired layout will apply it to the currently selected slide.

5.5.2 Hide or display the Notes and Slides panes

To hide or display the Notes pane:

If you included a Notes Page in your presentation, then your speaker notes will
be displayed below the currently selected slide. You can move the border
between your slides and the speaker notes by clicking on the current border and
dragging it up or down.

If you have not yet included a Notes Page in your presentation, then see
Section_4_4_1 for details of how to add speaker notes to your slides.

To hide or display the Slides pane:

To hide the Slides pane, move your mouse to the vertical border between the
slide thumbnails and the current slide. A double-headed arrow will appear; hold
down the left mouse button and drag the vertical border all the way to the left-
hand side of the screen. The thumbnails will be replaced by a narrow margin
containing the word Thumbnails.

To re-open the Slides pane, click on the right arrow above the word Thumbnails
in the margin on the left of the screen. The slide thumbnails will reappear.

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5.5.3 Use Slide Show view

To view your presentation as it will appear when you deliver it to an audience,

select the Slide Show tab and then click on either From Beginning or else From
Current Slide, on the left-hand side of the ribbon. Press the Esc key on your
keyboard to close the presentation.

5.5.4 Use the Slide Master view

It is very easy to be led astray by the number of slide formatting options that
are available in PowerPoint. By using Master Slides and Master Styles, you can
ensure that your presentation will have a consistent appearance from beginning
to end.

5.5.5 Use the Handout Master view

By using a Handout Master for your presentation, you can ensure that all the
slides and speaker notes that are included in the handout will have a consistent
layout.

Create a Handout Master by clicking on the View tab and then selecting
Handout Master from the Master Views group on the ribbon. A new tab called
Handout Master will open. Use the options below to specify the page layout and
design that you want to use for your handouts:

In the Page Setup group, you can set the handout orientation (either portrait or
landscape); the slide size (standard or widescreen); and the number of slides
per page (between 1 and 9).

In the Placeholders group, you can adjust the size and location of the
placeholders that will be used to display content in the slide header and/or footer
(e.g. a company name, a date or a slide number). Any text that you insert in a
placeholder on the Handout Master will appear on all slides that are based on the
current template.

In the Background group, you can change the background style used for your
handouts, as well as the fonts, colours and design effects that you want to apply.

Finally, in the Close group, select Close Master View.

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To preview the format that will be used for your handouts:

1. Click on the File tab and select Print. A Print window will open.

2. Under Settings, click on the down arrow next to Full Page Slides.

3. Under Handouts, select your preferred layout for the handouts.

4. A template showing the layout for your handout will be displayed.

5. Click the File tab to return to your previous view.

Note
The information in this sub-section was sourced from an article entitled “Work
with handout masters”, which is available from

https://support.microsoft.com/en-us/office/video-work-with-handout-masters-
ab1ec662-3145-46c8-a2fa-9157d96e83ed. This web page also includes a
supporting video which you may find helpful. (Microsoft, n.d.; approx 4 mins.)

5.5.6 Use the Notes Master view

The Notes Master view lets you modify the layout and font style to be used for
your speaker notes, and to add images (such as a company logo) if desired.

To add formatting effects to your Notes pages:

1. Under the View tab, select Notes Master from the Master Views group
towards the left side of the ribbon. A Notes Master tab will appear on
the ribbon.

2. To change the font used for your handouts, click on the Fonts icon near
the middle of the Notes Master ribbon.

3. Under the Notes Master tab you can move the default placeholders that
are used to display the presentation header, footer, date and/or slide
number. You can also double-click on a particular placeholder and press
Delete to remove it; alternatively, you can drag the placeholder to a
different location on the slide. You can also drag the edges of a
placeholder to change its dimensions.

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4. To add an image or logo to your handouts, click on the Insert tab, and
then click on the dropdown arrow below the Pictures icon. Select one of
the “Insert Picture From” options that are displayed on the pop-up
menu and select the image that you want to insert. Drag the selected
image to your desired location on the Notes page.

Note
The information in this sub-section was sourced from an article entitled “Create
and print notes pages”, which is available from

https://support.microsoft.com/en-us/office/create-and-print-notes-pages-
324b234d-83b6-4db1-8bb6-9ee5c934a76f (Microsoft, n.d.)

5.6 PREPARE TO DELIVER A PRESENTATION WITH SUPPORTING

HANDOUTS

5.6.1 Rehearse the presentation

Decide in advance how you will handle the issues below, or any other concerns
that may need to be addressed.

How will you introduce yourself and the presentation topic?

Will you allow questions during the presentation, or only at the end?

Do any of your slides include audio or video content, and if so then has this been
tested?

Are you planning to manually annotate any slides during the presentation, and if
so, then how will you do this?

Rehearse your presentation timing until you are completely comfortable with
the duration of the presentation as a whole.

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5.6.2 Export slides and speaker notes to MS Word

By exporting your PowerPoint slides and speaker notes to MS Word, you can
take full advantage of Word’s editing capabilities.

1. Open your presentation and click File > Export.

2. On the left-hand side of the Export screen, click on the link to Create
Handouts. Then select the Create Handouts option in the right-hand
pane.

3. A pop-up window will open, with the title “Send to Microsoft Word”.
Select your preferred page layout, e.g. Notes next to slides; Notes
below slides; Blank lines below slides; or Outline only. Note that the
Outline Only option exports the Speaker Notes only, without slide
images.

4. Select the Paste option at the bottom of the Send to Microsoft Word
window; the slide images and/or notes will be copied to a new MS Word
document. Save the document with a file name of your choice, and edit
the Notes content as required before printing it.

5. Print options are available to print the handouts in colour, greyscale or

back and white; to print one-sided or double-side handouts; to collate
the handout pages; to select portrait or landscape orientation; to
specify a paper size; to change the document margins; to edit the page
header and footer; and to print multiple copies.

Note

The information in Section 4.6.2 is based on an online document entitled Edit

or print PowerPoint handouts in Word, available from

https://support.microsoft.com/en-us/office/print-speaker-notes-c7231a54-
4ac8-4479-9199-6005a40efa2a (Microsoft, n.d.; text article).

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5.6.3 Prepare to give the presentation

If you will be giving the presentation in a physical venue, then you should
check the technical setup well ahead of time. Does the venue include a
computer and a data projector, or will you need to provide those yourself? Will
support staff be on standby to cope with unexpected technical problems, for
example if one of the audio-visual cables is missing, or if the bulb in the data
projector needs to be replaced?

Bear in mind that the venue may not provide Internet access; so if the venue
has a built-in computer then bring at least two copies of your presentation with
you, and copy one of them on to the computer provided. Then turn on the data
projector and check that the display size and resolution are acceptable. Run
through your presentation at least once, either using the Next button to
advance from slide to slide, or else using PowerPoint slide timings if you saved
them with your presentation. Make a note of any last-minute changes that you
might want to make to the slide content or timing.

Note
If you use a second (external) screen to deliver your presentation, then the
external screen will display only the content of the presentation slides, and
your speaker notes will not be visible to the audience. However, if your
audience will be viewing the slideshow on your primary monitor, then they will
be able to see your speaker notes below the PowerPoint slides.

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5.6.4 Deliver a presentation on a computer without a connected data
projector

Note that this is option is only suitable for small audiences who can view the
presentation window on the presenter’s computer.

Copy the PowerPoint presentation on to the computer in the presentation

venue. If you have supporting handouts then distribute them to your audience.

1. Open the PowerPoint presentation on your computer and then press the
F5 key at the top of your keyboard to view the presentation in full-
screen mode.

2. When you are ready to begin the presentation, press any key on your
keyboard to display the first slide on the data projector.

3. Use the arrow keys on your keyboard to move forward or backwards

within the presentation.

4. At the end of the presentation, press the Esc key on your keyboard to
exit presentation mode.

5. Close the PowerPoint window.

5.6.5 Deliver a presentation on a computer with a connected data projector

Copy the PowerPoint presentation on to the computer in the presentation

venue. If you have supporting handouts then distribute them to your audience.

1. Open the PowerPoint presentation on your computer and then press the
F5 key at the top of your keyboard to view the presentation in full-
screen mode.

2. If the venue includes a connected data projector, then press Shift-B on

your keyboard to blank out the data projector screen.

3. When you are ready to begin the presentation, press any key on your
keyboard to display the first slide on the data projector.

4. Use the arrow keys on your keyboard to move forward or backward

within the presentation.

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5. At the end of the presentation, press Shift-B on your keyboard to blank
out the data projector screen. Then press the Esc key on your keyboard
to exit presentation mode.

6. Close the PowerPoint window.

Activity
The video entitled “PowerPoint: Presenting your slide show”, which is available
from https://www.youtube.com/watch?v=7-2oM3AGHQM, explains how to
navigate within a slide show, use a highlighter or laser pointer, access
Presenter view, and use the Set Up Show dialogue box to customise your
presentation delivery. (GCFLearnFree.org, 2016; approx 6 mins).

Summary

MS PowerPoint is widely used for creating and delivering professional-quality

presentations. This topic opened by explaining how to create a new
presentation, open an existing presentation, and save, copy or delete a
presentation. This was followed by a detailed explanation of how to add
different types of content to slides, such as text boxes, images and tables; how
to add special effects to slide objects; and how to embed and play audio or
video files. The use of slide comments to support collaboration on presentations
with more than one author was also discussed. The difference in purpose
between the normal, outline, reading and slide sorter views was then outlined,
together with a brief overview of how to use the notes and slides panes. The
topic closed by explaining how to create supporting handouts including
thumbnail slide images and speaker notes, and by providing general advice
related to the audio-visual equipment that a presenter would be likely to use.

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Self-Assessment Questions

1. Create a set of PowerPoint slides containing the following content:

• Slide 1: A title slide showing the presentation topic, the name of

the presenter and the date of the presentation.

• Slide 2: A slide that includes a table on the left-hand side listing

department names and their projected annual turnover, together
with a relevant illustration on the right-hand side of the slide.

• Slide 3: A slide that includes at least one transition or animation

effect.

2. Create an MS Word document that includes screenshots of the three

slides you created, followed by a brief description of the transition or
animation effect that you included in Slide 3.

3. Explain how the slide content that is displayed in the Preview pane
when Normal view is used relates to the slide content that is displayed
in the Preview pane when Outline view is used. When would a slide
creator be likely preview slide content using the Outline view option?

4. Add supporting notes to the PowerPoint slides you just created. Then
generate presentation Handouts by clicking on the File tab and
selecting Print > Microsoft Print to PDF > Print All Slides > Notes Pages
> Collated > Portrait Orientation > Greyscale. Click on the Print button
at the top-left corner of the Print pane to generate your handouts.

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Topic 6
MS Excel

INTRODUCTION

This topic relates to the following module outcome/s:

Use MS Excel to create, modify and save spreadsheet files; insert or edit data
in a worksheet and format worksheet cells; sort, filter and group data records;
create simple and conditional formulas; create and edit basic charts; and use
pivot tables to analyse data.

Excel is a powerful tool for recording, manipulating, and analysing data. This
topic opens by explaining the concept of a workbook, which usually contains
multiple worksheets. The row and column structure of a worksheet facilitates
data entry and analysis, and a variety of formatting tools are available to
enhance worksheet readability. Data values that have been stored in a
worksheet can be used for many different purposes, ranging from performing
simple arithmetic calculations to creating financial formulas, estimating
projected future values, analysing multi-dimensional data and using charts to
graphically represent the relationships between different variables. Students
who master the content presented in this topic will be well-equipped for their
future studies and for entering the business world.

In this topic, you will gain knowledge in the following areas:

1. Create, open, save, copy or delete a workbook

2. Create, copy, move, print or delete a worksheet

3. Insert or delete rows and columns and enter data

4. Format worksheet cells and sort data records

5. Construct simple and conditional formulas

6. Create and interpret charts and pivot tables

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6.1 CREATE, OPEN, SAVE, COPY OR DELETE A WORKBOOK

6.1.1 Create a new workbook or open an existing workbook

Excel files are referred to as workbooks. An Excel workbook usually contains

multiple worksheets, which are the equivalent of pages.

To create a new workbook:

1. Select Excel from the Start menu, or double-click the Excel

icon on your desktop, and an Excel window will open.

2. Select the Blank Workbook option at the top left corner of the window.

Figure 6.1: Create a new Blank workbook

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3. A blank workbook will be created, and Sheet 1 will be displayed on your
computer screen:

Figure 6.2: New blank workbook

To name and save a newly created workbook:

1. Click on the File tab and select the Save As option in the left-hand
pane.

2. Click on the Browse option and a navigation pane will open. Select the
folder where you want to save the new workbook, then enter a name
for the workbook and click Save. Excel will automatically add an
extension of .xlsx to the filename, which identifies the file as a
spreadsheet.

Figure 6.3: File tab

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Image 6.4: Save As

To open an existing workbook:

Use the File Explorer to navigate to the folder where your existing workbook is
stored.

Alternatively, select Excel from the Start menu, or double-click the Excel icon on
your desktop, and an Excel window will open. Look for the workbook among the
list of files displayed in the right-hand pane. If you don’t see it there, then type
all or part of the desired file name in the search bar above the list of files and
press Enter. If a workbook with that name exists on your computer, then Excel
will find and open it.

Note
The video entitled “Excel: Creating and opening workbooks”, which is available
from https://www.youtube.com/watch?v=EBGrJckHadw, provides a quick
overview of how to create and open an Excel workbook.
(GCFLearnFree, 2016; approx 3 mins).

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6.1.2 Save, copy or delete a workbook

To save an open workbook:

If it is a new workbook that has never been saved before, then refer to the option
entitled “To name and save a newly created workbook” in Section 6.1.1.

To save a previously saved workbook in the same location:

If it is a workbook that has been saved before, and you want to save it in the
same location and with the same name, then click on the File tab and select the
Save option. The previous version of the workbook will be replaced by the current
version.

To save a previously saved workbook in a different location:

If it is a workbook that has been saved before, and you want to save it in a
different location or with a different name, then click on the File tab and select
the Save As option. You can then save the workbook in the current folder but
with a different name; or save it in a different folder under the current name; or
save it in a different folder and give it a different name.

To copy an existing workbook to a different folder:

1. Use the File Explorer to navigate to the folder where the workbook that
you want to copy is stored.

2. Right-click on the name of the workbook that you want to copy and
select Copy from the pop-up menu.

3. Navigate to the folder where you want to store a copy of the workbook,
then right-click and select Paste from the pop-up menu. A copy of the
original workbook will be saved in the destination folder.

To delete an existing workbook:

1. Use the File Explorer to navigate to the folder where the workbook that
you want to delete is stored.

2. Right-click on the name of the workbook that you want to delete and
select Delete from the pop-up menu. The workbook will be deleted.

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6.2 CREATE, COPY, MOVE, PRINT OR DELETE A WORKSHEET

6.2.1 Introduction to Excel worksheets

A single ‘page’ within an Excel workbook is called a Worksheet. When a new

workbook is created, it contains an initial worksheet with the label Sheet1
displayed on a tab at the bottom of the Excel window. Any subsequent
worksheets that are added to the workbook will be labelled as Sheet2, Sheet3,
etc. To change a worksheet label, double-click on the current label and then
enter your preferred worksheet name.

The individual 'blocks' within a worksheet are referred to as cells. Each cell is
uniquely identified by its column letter and row number; for example, cell D6
refers to the worksheet cell that is located in column D and row 6. Cells may be
used to store text, numeric values, date or time values, logical values or
formulas.

The address of the currently selected cell is displayed in the Name Box on the
left-hand side of the window, immediately below the ribbon.

Data or other values that have been entered in the currently selected cell are
displayed in the Formula Bar on the right-hand side of the window, immediately
below the ribbon.

To enter a text or data value in a worksheet:

1. Click on the cell where you want the text or other content to be stored.
The cell reference will be displayed in the Name Box in the top left
corner of the worksheet.

2. Enter the desired text or data value in the Formula Bar in the top right
corner of the worksheet and then press the Enter key. Alternatively,
you can enter the desired text or other data directly into the selected
cell, and then press the Enter key.

If you select multiple adjacent cells containing numeric data, then aggregated
data values for the selected cells will be displayed on the Status Bar,
immediately below the worksheet tabs.

To enter a formula in a worksheet:

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1. Click on the cell where you want a formula to be stored. The cell
reference will be displayed in the Name Box in the top left corner of the
worksheet.

2. Type an ‘equals’ sign (=) followed by the desired formula in the

Formula Bar in the top right corner of the worksheet and then press the
Enter key. The result of the calculation will be displayed in the selected
cell.

If the formula has been entered incorrectly, then a pop-up message will appear
on your screen suggesting how the problem might be resolved.

To change the width of one or more spreadsheet columns:

1. Click on the column letter of the column whose width you want to
adjust. Note that you can adjust the width of multiple adjacent columns
by dragging your mouse across their column letters; all the selected
columns will be highlighted.

2. Move your cursor to the left or right edge of one of the selected column
letters, where it will change into a double-headed arrow. Hold down
your left mouse button and drag it to increase or decrease the width of
all the selected columns.

Alternatively, you can specify an exact width for selected columns by clicking
on the drop-down arrow next to the Format option, which is located in the Cells
group near the right-hand side of the ribbon. Select the Column Width option
from the pop-up menu, and enter the desired column width in centimetres.

To change the height of one or more spreadsheet rows:

1. Click on the row number of the row whose height you want to adjust.
Note that you can adjust the height of multiple adjacent rows by
dragging your mouse across their row numbers; all the selected rows
will be highlighted.

2. Move your cursor to the top or bottom edge of one of the selected row
numbers, where it will change into a double-headed arrow. Hold down
your left mouse button and drag the cursor upwards or downwards to
increase or decrease the height of all the selected rows.

Alternatively, you can specify an exact height for selected rows by clicking on
the drop-down arrow next to the Format option, which is located in the Cells
group near the right-hand side of the ribbon. Select the Row Height option from
the pop-up menu, and enter the desired row height in centimetres.
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Note
For an overview of the various Excel screen elements and their functions, read
the article entitled “Understand the basic Excel screen elements”, which is
available online at https://www.lifewire.com/basic-screen-elements-of-excel-
4178618. (Lifewire.com, 2019)

6.2.2 Create, copy or move a worksheet

To create a new worksheet:

Click on the + sign on the status bar, on the right of the tabs named Sheet1,
Sheet2, etc. A new sheet will be created with the next consecutive number.

You can change the name of a worksheet by double-clicking on the sheet tab and
entering a new name.

To move or copy a worksheet to a different location within the same workbook:

1. Click on the tab of the worksheet that you want to move or copy, in
order to select it. Then right-click on the selected tab and choose the
Move or Copy option from the pop-up menu.

2. A dialogue box will open with textboxes requiring you to identify the
workbook that the selected worksheet should be moved or copied to,
and the name of the worksheet before which the current worksheet
should be inserted.

3. If you want to insert a copy of the selected worksheet then click on the
Create a copy checkbox at the bottom of the dialogue box.

4. Click OK, and the selected worksheet will be moved or copied to its new
location.

Note: A simpler option for moving a worksheet within the current workbook is
to left-click on the worksheet tab to select it, then left-click again and hold
down the mouse button until a page icon is displayed. You can then drag the
selected worksheet to the desired location in the current workbook.

To move or copy a worksheet to a different workbook:

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1. Click on the tab of the worksheet that you want to move or copy, in
order to select it. Then right-click on the selected tab and choose the
Move or Copy option from the pop-up menu.

2. A dialogue box will open with textboxes that can be used to identify the
workbook that the selected worksheet should be moved or copied to,
and the name of the worksheet before which the current worksheet
should be inserted.

3. If you want to insert a copy of the selected worksheet then click on the
Create a copy checkbox at the bottom of the dialogue box.

4. Click OK, and the selected worksheet will be moved or copied to the
workbook that was identified in step 2.

6.2.3 Print or delete a worksheet

To print a worksheet:

1. Click on the tab at the bottom of the worksheet to select it. To print
more than one worksheet, hold down the Ctrl key while you click on
additional tabs.

2. Select the File tab on the left-hand side of the ribbon, and then select
the Print option; a Print pane will open. Select the desired printer and
number of copies.

3. Adjust the Settings options as required. By default, Excel will print all
currently selected worksheets (referred to as ‘active sheets’).
Alternatively, you can select the option to print the entire workbook, or
to print only a subsection of the currently selected worksheet.

4. Click on the Print button at the top of the Print pane, and the selected
worksheets or worksheet areas will be printed.

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To delete a worksheet:

1. Click on the tab of the worksheet that you want to delete. Then right-
click on the selected tab and a pop-up menu will appear.

2. Select the Delete option from the pop-up menu, and the worksheet will
be deleted.

Note
For a quick overview of how to select, insert, rename, move, delete or copy a
worksheet, read the article entitled “Worksheets” which is available at
https://www.excel-easy.com/basics/worksheets.html (excel-easy,org, n.d.).

6.3 INSERT OR DELETE ROWS AND COLUMNS AND ENTER DATA

6.3.1 Insert or delete worksheet rows

To insert a row in a worksheet:

Right-click on the row number before which you want to add a new row, and
select Insert from the pop-up menu. A new row will be inserted immediately
before the row that was originally selected.

Alternatively, select the Home tab and then click anywhere in the row before
which you want to insert a new row. Click on the drop-down arrow next to the
Insert option, which is located in the Cells group near the right-hand side of the
ribbon. Select the option to Insert Sheet Rows, and a new row will be inserted
immediately before the row that was originally selected.

To insert multiple rows before the current row, left-click on the row number of
the current row and drag the cursor over the row numbers of multiple adjacent
rows. Then right-click anywhere within the selected rows and select Insert from
the pop-up menu. An equivalent number of blank rows will be inserted
immediately before the first row that you selected.

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To delete a row from a worksheet:

Right-click on the row number of the row that you want to delete, and select
Delete from the pop-up menu. The selected row will be deleted.

Alternatively, select the Home tab and then click anywhere in the row that you
want to delete. Click on the drop-down arrow next to the Delete option, which is
located in the Cells group near the right-hand side of the ribbon. Select the option
to Delete Sheet Rows, and the currently selected row will be deleted.

6.3.2 Insert or delete worksheet columns

To insert a column in a worksheet:

Right-click on the column letter before which you want to add a new column, and
select Insert from the pop-up menu. A new column will be inserted immediately
before the column that was originally selected.

Alternatively, select the Home tab and then click anywhere in the column before
which you want to insert a new column. Click on the drop-down arrow next to
the Insert option, which is located in the Cells group near the right-hand side of
the ribbon. Select the option to Insert Sheet Columns, and a new column will be
inserted immediately before the column that was originally selected.

To insert multiple columns before the current column, left-click on the column
letter of the current column and drag the cursor over the column letters of
multiple adjacent columns. Then right-click anywhere within the selected
columns and select Insert from the pop-up menu. An equivalent number of blank
columns will be inserted immediately before the first column that you selected.

To delete a column from a worksheet:

Right-click on the column letter of the column that you want to delete, and select
Delete from the pop-up menu. The selected column will be deleted.

Alternatively, select the Home tab and then click anywhere in the column that
you want to delete. Click on the drop-down arrow next to the Delete option,
which is located in the Cells group near the right-hand side of the ribbon. Select
the option to Delete Sheet Columns, and the currently selected column will be
deleted.

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Note
The video entitled “Excel: Modifying columns, rows and cells”, which is
available from https://www.youtube.com/watch?v=9s0OdXiuqL0, provides
practical tips for adjusting your worksheet layout. (GCFLearnFree, 2016;
approx 5 mins).

6.3.3 Enter, edit or delete text, numbers, logical values or formulas

To enter text, a number, a logical value or a formula:

1. Click on the cell where you want to enter text, a number, a logical
value or a formula. A dark green outline will appear around the
selected cell, with a small square (the ‘drag handle’) visible in the
bottom-right corner. The cell address will be displayed in the Name Box
on the left of the Formula Bar.

2. Type the desired content in the selected cell; then press Enter to save
the cell content or press Tab to save the cell content and move to the
next cell. Alternatively, you can type the desired content in the Formula
Bar on the right-hand side of the Excel window and press Enter.

If you have entered a text string that is too long to fit in the selected cell, then
click on the Home tab and select the Wrap Text option in the Alignment group
near the centre of the ribbon. To view the cell content you can either double-
click on the relevant cell or else increase the height of the current row.

To edit existing text, numbers, logical values or formulas:

To edit existing content in a cell, click on the cell to select it; then go to the
Formula Bar and edit the cell content. Press Enter to save your changes.
Alternatively, you can double-click on a cell to edit its content, and then press
Enter to save your changes or press Tab to save your changes and move to the
next cell.

To delete existing text, numbers, logical values or formulas:

To delete the content of a cell, click on the cell to select it and then press Delete.

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Note
Four different data types are used in Excel:

• Alphanumeric text strings

• Numeric values (including date and time)

• Logical values (true or false)

• Formula results (numerical results, logical values or text)

You may be interested to know that Excel stores date and time values by
converting the current date to the number of whole days that have elapsed
since 1 January 1900.

6.3.4 Format numbers, dates and times

To format a numeric value:

When you enter a numeric value in a worksheet, it will usually be displayed as

you intended. However, if a numeric value is too long to be displayed within the
current column (for example, if it there are too many digits after the decimal
point), then Excel may instead display a string of characters such as ######
to indicate that the underlying numeric value is too long to be displayed. In that
case you can either increase the column width or else reduce the number of
decimal places.

To reduce (or increase) the number of decimal places that are displayed in your
spreadsheet, select the Home tab and then click on the drop-down arrow next to
the Format option in the Cells group near the right-hand side of the ribbon. A
pop-up menu will appear. Select the Format Cells option from the pop-up menu,
and then click on the Number option to increase or decrease the number of
decimal places that you want to display.

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Note
The Home tab on the Excel ribbon offers several built-in options for formatting
numerical content:

• Accounting Number Format: Allows you to apply either a South African

(R) or an American ($) format.

• Percent Style: Multiplies the cell value by 100 and adds a percentage
(%) sign.

• Comma Style: Displays the original number followed by two decimal

places.

• Increase Decimal: Adds one more decimal place to the original number.

• Decrease Decimal: Removes one decimal place from the original

number.

Additional formatting options are available under the Format > Cells option on
the Home tab.

To format date and time values:

Excel offers a variety of different formats for displaying date and time values. To
choose your preferred format, select the Home tab and then click on the drop-
down arrow next to the Format option in the Cells group near the right-hand side
of the ribbon. A pop-up menu will appear. Select the Format Cells… option from
the pop-up menu, and then choose your preferred format for displaying date and
time values.

6.3.5 Use styles to modify the appearance of your worksheet

You can easily change the appearance of your worksheet by applying one of the
built-in formatting styles that are available in Excel.

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To apply a built-in style:

1. Select the cells that you want to format.

2. Under the Home tab, click on the down arrow next to the Cell Styles
option in the Styles group near the centre of the ribbon, and select the
style that you want to apply. The style that you chose will be applied to
the selected cells.

To remove a built-in style:

1. Select the cells from which you want to remove a built-in style.

2. Under the Home tab, click on the down arrow next to the Cell Styles
option in the Styles group near the centre of the ribbon, and select the
Normal style. The style that was previously applied to the selected cells
will be removed.

6.4 SORT, FILTER OR SUBTOTAL DATA RECORDS

6.4.1 Sort data records

The Sort function allows you to sort a series of data records in either ascending
or descending order, based on text labels provided in the header row or else on
specified column numbers. The examples shown in this section are based on
the HealthySnax dataset.

The first row of your dataset should contain Column Headings that identify the
fields displayed in each column; and there should be no blank rows within the
data that is to be sorted. The dataset below is currently sorted by the
OrderDate recorded in column A.

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Figure 6.1. Extract from the SalesData worksheet containing order data

To sort the data by CityName:

1. Click anywhere in the CityName column (column D).

2. Under the Data tab, select the A-Z sort option in the Sort &
Filter group near the middle of the ribbon.

The dataset will be now sorted by CityName, as shown in the screenshot below.

Figure 6.2. Extract from the SalesData worksheet sorted by CityName

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To sort a dataset based on more than one column heading:

1. Click anywhere in the dataset.

2. Under the Data tab, select the advanced sort option in the Sort
& Filter group near the middle of the ribbon. A Sort window will
open.

3. Identify the required sort columns, using the Add Level or Delete Level
options. Change the sort Order if necessary.

4. Click OK to sort the dataset.

Figure 6.3. Dialogue box for sorting on multiple columns

The dataset will be sorted first by CityCode and then by ProdDescription, as

shown in the screenshot below.

Figure 6.4. Extract from the SalesData worksheet after sorting on CityName
and ProdDescription

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Media
Watch the video entitled “Excel: Sorting data”, which is available from
https://www.youtube.com/watch?v=Ep5q1cUhQas, and includes examples of
simple, multi-level and customised sorts. (GCFLearnFree, 2016; approx 5
mins).

6.4.2 Filter data records

The Filter function allows you to view a subset of data records based on specific
selection criteria. The first row of your dataset should contain Column Headings
that identify the fields displayed in each column; and there should be no blank
rows within the records that are to be filtered.

Note
When filtering an Excel dataset, the data columns are referred to as Fields and
the rows are referred to as Records.

To apply Filters to a dataset:

1. Click on any cell in the dataset, then go to the Data tab and select the
Filter option in the Sort & Filter group. A drop-down arrow will appear
next to each field name in the top row of the dataset.

2. Click on the drop-down arrow next to one or more Field Names for
which you want to view selected data records, and specify the required
filter criteria.

For example, to list the dates when orders were placed in Johannesburg or
Bloemfontein for either Potato Chips or SnapStix:

1. Click on the drop-down arrow next to the CityName column label, and a
pop-up window containing a list of possible data values for the
CityName field will be displayed. Uncheck the Select All option at the
top of the list, and then check only the Bloemfontein and Johannesburg
options. Press Enter.

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2. Click on the drop-down arrow next to the ProdDescription column label,
and a pop-up window containing a list of possible data values for the
ProdDescription field will be displayed. Uncheck the Select All option at
the top of the list, and then select only the Potato Chips and SnapStix
options. Press Enter.

3. A filtered subset of data records will be displayed, reflecting only the

details of orders that were placed in Bloemfontein or Johannesburg for
either Potato Chips or SnapStix. Note that in the Header row, Filter
icons have replaced the drop-down arrows on the CityName and
ProdDescription field labels.

Figure 6.5. Extract from the SalesData worksheet filtered on CityName and
ProdDescription

To remove a filter from a Field Label:

1. Click on the Filter icon next to the Field Label from which you want to
remove a filter. A pop-up window will be displayed.

2. Select the option to Clear Filter From… followed by the required Field
Label, e.g. Clear Filter From CityName. The filter will be removed.

To filter a dataset based on a numeric field:

1. Click on any cell in the dataset, then go to the Data tab and select the
Filter option in the Sort & Filter group. A drop-down arrow will appear
next to each field name in the top row of the dataset.

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2. Click on the drop-down arrow next to the Field Name of a column that
contains numeric data, such as the Quantity (Cases) column; then
select Number Filters on the pop-up menu.

3. Select the appropriate condition from the list of options, and enter a
numeric value if necessary (for example “Less Than 50”). Only records
for orders of less than 50 cases will be displayed.

Figure 6.6. Extract from the SalesData worksheet filtered on

Quantity (Cases)<50

Note
The video entitled “Excel: Filtering data”, which is available from
https://www.youtube.com/watch?v=_OdsZR_rL1U, explains how to apply or
remove filtering and selection criteria. (GCFLearnFree, 2016; approx 5 mins).

6.4.3 Hide or reveal columns and rows

Worksheets that contain large datasets are easier to analyse and interpret
when irrelevant rows or columns are hidden from view. Hidden columns are
identified by a vertical double line between the adjacent column headers.

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To hide or reveal one or more columns:

Left-click on the header of the first column that you want to hide, and drag the
mouse to select adjacent columns if required. Select additional columns by
holding down the Ctrl key while you click on the relevant column headers (A, B,
C, etc). Then right-click on any one of the column headers and select Hide from
the pop-up menu.

Reveal hidden column(s) by double-clicking on the double vertical lines just

above the column headers. Alternatively, select Cells > Format under the Home
tab, click on the Hide & Unhide option, and select Unhide Columns from the pop-
up menu.

To hide or reveal one or more rows:

To hide one or more rows, left-click on the number of the first row that you want
to hide, and drag the mouse to select adjacent rows if required. Select additional
non-adjacent rows by holding down the Ctrl key while you click on the relevant
row numbers. Then under the Home tab, select Cells > Format and click on the
Hide & Unhide option. Select Hide Rows from the pop-up menu.

To reveal individual hidden row(s), double-click on the double horizontal lines

between two row numbers. Alternatively, hold down the left mouse button while
dragging the mouse across hidden rows, then right-click and select Unhide from
the pop-up menu.

To reveal all the hidden rows in a worksheet, click on the Select All button
immediately above the row numbers, and then select Cells > Format under
the Home menu. Click on the Hide & Unhide option, and select Unhide Rows from
the pop-up menu.

6.4.4 Outline data to show subtotals and totals

The outlining feature allows you to group adjacent rows in a spreadsheet and
view summary values such as count, sum or average. The underlying data can
be displayed or else hidden from view.

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Example: To calculate the total number of cases that were ordered for each
city:

1. Left-click anywhere in the CityName column.

2. Under the Data tab, select the Sort A-Z option in the Sort & Filter group
and the dataset will be sorted on the CityName field.

3. Click on the down-arrow below the Outline option on the right-hand

side of the ribbon, and select Subtotal. A dialogue box will open.

4. Use the dropdown arrows in the dialogue box to select the name of the
column for which you want subtotals to be calculated; the calculation
that should be performed; and the column in which the calculation
result should be displayed. Leave the checkboxes unchanged for the
“Replace current subtotals” and “Summary below data” options, and
click OK.

Figure 6.7. Dialogue Box for selecting a calculation function and identifying the
fields for which sub-totals and totals are required

On the left of the column headers you will see three boxes numbered 1, 2 and
3.

If you click on box 3, the entire dataset is displayed. However, if you scroll down
the worksheet you will see that Subtotal values have been inserted at each
change of City Name (at rows 51, 126, 194 and 303).
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If you click on box 2, only the Subtotals for the different cities are displayed,
together with the overall Grand Total. You can click on the + sign on the left of
any Subtotal row to reveal or hide the underlying worksheet rows.

If you click on box 3, only the overall Grand Total is displayed.

Figure 6.8. Extract from the SalesData worksheet after using SubTotals to
calculate the quantity of Cases ordered for each City

Activity
Watch the video entitled “Excel: Groups and subtotals”, which is available from
https://www.youtube.com/watch?v=7JJOBFSHbZk, and explains how to group
or ungroup adjacent columns, and how to create or remove data subtotals.
(GCFLearnFree, 2016; approx 4 mins).

6.5 CONSTRUCT SIMPLE AND CONDITIONAL FORMULAS

6.5.1 Create and modify simple formulas

Formulas are a key element of any Excel workbook, allowing you to easily
perform a variety of different calculations.

Note
The rules of precedence that you learned at school apply to Excel formulas.

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• The acronym BODMAS represents the order in which calculations are
carried out: Brackets; Order (square roots or squares of numbers);
Divide; Multiply; Add; Subtract.

• An alternative acronym that you may be familiar with is PEMDAS:

Parentheses, Exponents, Multiplication & Division, Addition &
Subtraction.

Note that an Excel formula always starts with an equals sign, followed by the
calculation that is to be performed.

In the example below, the Name Box displays the cell reference for the
calculation result (B3), and the Formula Bar provides details of the underlying
calculation (=B1-(B2*B1).

Since each component of the formula has been entered in a separate row, the
values used in the calculation can be modified with very little risk of an error
being introduced.

Figure 6.9. Example of a simple formula, calculated as shown in the Formula

Bar with the result displayed in cell B3

To modify a formula, simply click on the cell whose value you want to change
(e.g. the discount percentage recorded in cell B2), and enter a new value. The
calculation result will automatically be updated.

6.5.2 Use relative and absolute cell references in formulas

In the previous example, the formula that was used to calculate the payment
amount referred only to cells B1 and C1. However, the formula becomes

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slightly more complicated when we are dealing with a series of data values
stored in the same column.

In the screenshot below, individual product Prices have been entered in cells B5
to B9. However, the VAT rate is fixed and is stored only in cell C2. To calculate
the VAT payable on each product, the price of the product must be multiplied
by the VAT rate stored in cell C2.

Rather than calculating the VAT amount for each row individually, we do the
following:

1. Calculate the VAT amount for the first row in the series (=B5*C2).

2. Add $ signs before the column and row values in the VAT reference
(=B5*$C$2). By including $ signs before the column letter and row
number of cell C2, we have created an absolute cell reference ($C$2).

3. Because the cell reference for the VAT rate is now in a fixed location
(cell $C$2), we can click on the fill handle in the bottom-right corner of
cell C5 and then drag the fill handle down the column as far as cell
C10. The VAT rate stored in cell C2 will be correctly applied to each
calculation.

Figure 6.10. Use of absolute referencing to drag a formula down multiple rows

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Note
The video entitled “Excel: Relative and absolute cell references”, which is
available from https://www.youtube.com/watch?v=iDg9s7BJ2m4, explains the
difference between relative and absolute cell addresses, and demonstrates their
use in Excel formulas. (GCFLearnFree, 2016; approx 5 mins).

If you are new to Excel, then you should also watch the video entitled “Excel:
Intro to formulas”, which is available from

https://www.youtube.com/watch?v=xc14gFFyiTw and explains how to

construct simple formulas in Excel (GCFLearnFree, 2016; approx 4 mins).

For a more in-depth overview of Excel formulas, watch the video entitled
“Excel: Creating more complex formulas”, which is available from
https://www.youtube.com/watch?v=J-W3thqtDpQ and explains how to create
more complex formulas in Excel. (GCFLearnFree, 2016; approx 5 mins).

6.5.3 Create simple formulas using built-in Excel functions

Excel provides a wide variety of built-in functions that simplify the task of
performing complex calculations. Refer to Figure 6.10 above in order to
understand how the following functions are used.

COUNT(): Counts the number of cells that contain numbers within a specified
range. Example: =COUNT(B5:B9)

MIN(): Returns the lowest value within a range of cells. Example: =MIN(B5:B9)

MAX(): Returns the highest value from a range of cells. Example: =MAX(B5:B9)

SUM(): Sums the values of all cells within a specified range, or within a specified
row or column. Example: =SUM(B5:B9)

AVERAGE(): Calculates the average of a group of numbers (not necessarily

adjacent to each other). Example: =AVERAGE(B5:B9)

COUNTA(): Counts the number of cells within a specified range that are not
empty. Example: =COUNTA(B5:B9)

IF(): Checks whether a specific condition is met, and returns one value if True
and a different value if False. Example: =IF(B10<200,"Pay","Cancel")

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6.5.4 Create more complex formulas using built-in Excel functions

COUNTIF(): Counts the number of cells within a specified range that fulfil a
defined condition. Example: =COUNTIF(B5:B9,">40")

SUMIF(): Sums the values of all cells within a specified range that contain
numerical values. Example: =SUMIF(B5:B9,">= 50")

VLOOKUP(): Looks for a particular value in column 1 of a lookup table; if the

value is found in Column 1 then Excel returns a corresponding value from the
nth column in the same row of the lookup table. Example for looking up the VAT
amount for Coffee: =VLOOKUP("Coffee",A5:C9,3,FALSE)

HLOOKUP(): Looks for a particular value in row 1 of a lookup table; if the value
is found in Row 1 then Excel returns a corresponding value from the nth row in
the same column of the lookup table. See the screenshot below which illustrates
the use of the HLOOKUP() function.

Figure 6.11. Example illustrating the use of the HLOOKUP() function

Note
The video entitled “Excel: Functions”, which is available from
https://www.youtube.com/watch?v=-9d4m79twdA, explains how to access and
use Excel’s built-in functions in order to perform calculations. (GCFLearnFree,
2016; approx 5 mins).

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Check your understanding of Excel formulas by referring to the worksheet
extract shown below. Note that the worksheet data extends from Row 4 to Row
655. The $ signs in the row and column references are optional.

Figure 6.12. Data used to calculate Sale values for different Product categories

Calculate the Total Value of Face products sold between 1 January and 30 June:

=SUMIF($F$4:$F$655,"=Face",$E$4:$E$655)

=R 68,673.00

Calculate the Average Value of Body products sold between 1 January and 30
June:

=AVERAGEIF($F$4:$F$655,"=Body",$E$4:$E$655)

=R 281.06

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6.6 CREATE BASIC CHARTS AND GRAPHS

6.6.1 Data types used in charts and graphs

The data values that are used to create a chart or graph must be appropriate
for the type of chart that has been selected.

Column charts, bar charts, pie charts etc are used to display categorical data
that is grouped by e.g. year, location or favourite sport.

Line charts and scatterplots are used to display the relationship between two
continuous variables, e.g. height and weight, or hours spent studying and exam
results. Note that a Line chart may also be referred to as a Line graph.

6.6.2 Create a chart based on categorical data

This example explains how to create a Clustered Column chart that counts the
number of sales made to Males and Females in six different Product categories.

Figure 6.13. Extract from the BeautyOnTap_Data file used to create a clustered
column chart

To create a Clustered Column chart based on the BeautyOnTap dataset, which

is structured as shown in the figure above:

1. Select all the cells from E3:G655. A quick way to do this is to select
cells E3:G3, and then press Ctrl-Shift-DownArrow to include the data in
cells E4 to G655. The data in rows 3 to 655 should now be highlighted.

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2. Under the Insert tab, click on the diagonal arrow in the bottom right
corner of the Charts group, and an Insert Chart window will open.
Select the Clustered Column chart and click OK.

3. A chart showing the number of sales made to Males and Females within
each Product category will be created.

4. Click on the Chart Title box at the top of the chart window and enter an
appropriate Title for the chart.

Figure 6.14. Column chart showing the number of Sales per Product category
by Customer gender

To change the chart type:

1. Click anywhere in the chart, and then click on the Chart Design tab on
the right-hand side of the ribbon.

2. Click on the icon to Change Chart Type, and select Bar, then click OK.

3. A clustered bar chart showing the number of sales made to Males and
Females within each Product category will replace the clustered column
chart that was previously displayed.

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Figure 6.15. Bar chart showing the number of Products sold vs. Gender

Activity
Watch the video entitled “How to create a column chart in Excel 2016”, which is
available from https://www.youtube.com/watch?v=SqGq8c1yZ-4, which
demonstrates how to select an appropriate chart type for your data, add a
chart title, format the chart layout and add column labels showing the number
of data values within each category. (GoSkills.com, 2017; approx 4 mins).

6.6.3 Create a line chart

This example explains how to create a Line chart that shows the growth in
Revenue from the sale of therapy products and the corresponding reduction in
the balance that is owing on the Bank Loan.

You will first need to save the relevant cash flow data as Values instead of
formulas:

1. Create a new worksheet named Line chart.

2. Go to the original Cash Flow worksheet, and select all the data in rows
4:5 (Month and Expected income), then hold down the Ctrl key and

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select all the data in row 30 (Balance of bank loan). Press Ctrl-C to
copy the selected data.

3. Go to the Line chart sheet that you just created and click on cell A1.
Under the Home tab, click on the down-arrow immediately below the
Paste option on the left-hand side of the ribbon and select Paste
Values. The data values that you copied in Step 2 will be saved in rows
1:3 as values and not as formulas.

4. To improve the readability of the Line chart that you are going to
create, replace the Month numbers with Month names in row 1.

5.
Figure 6.16. Data values used to create a Line chart

To create the corresponding Line chart:

1. Select all the data that you pasted into rows 1:3 of the Line chart
sheet.

2. Under the Insert tab, click on the diagonal arrow in the bottom right
corner of the Charts group, and an Insert Chart window will open.
Select the Line chart and click OK.

3. A new Line chart displaying the Expected Income from therapy and the
Balance of the bank loan will be created.

4. Click on the Chart Title box at the top of the chart window and enter an
appropriate Title for the Line chart.

5. Adjust the formatting of other chart elements as desired.

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Figure 6.17. Line chart showing the relationship between Expected income from
therapy and Balance of bank loan

6.7 USE PIVOT TABLES TO ANALYSE DATA

6.7.1 Create and use a PivotTable

PivotTables allow you to view structured data from a variety of different

perspectives, providing insight into the patterns that exist in your data. The
examples shown in this section are based on the BeautyOnTap dataset.

To create a PivotTable:

1. Under the Home tab, select the data range (including header labels)
that will be used to generate the PivotTable. In this example, our cell
range is E3:F655.

2. Under the Insert tab, click on the PivotTable option in the Tables group
on the left-hand side of the ribbon, and select the New Worksheet
option in the Create PivotTable dialogue box. Click OK, and a new
worksheet will be added to the current workbook.

3. An empty PivotTable will appear on the left-hand side of the new

worksheet that was just created; and a list of PivotTable fields will be
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displayed on the right-hand side of the worksheet, immediately above
four areas labelled Filters, Columns, Rows and Values. Drag the Month
field into the Rows area; drag the Customer gender field into the
Columns area; and drag the Sale value into the Values area.

Figure 6.18. PivotTable fields used to sum the Sale values by Month and
Customer gender

The PivotTable shown below will be displayed:

Figure 6.19. PivotTable showing the Sum of Sale values by Month and
Customer Gender

The PivotTable can be modified by dragging PivotTable fields between the Field
List and the Field areas (Filters, Rows, Columns and Values).

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To display a different calculated Value in the PivotTable, click on Sum of Sale
value label in the Values area, then select Value Field Settings and choose one
of the other options such as Average, Max or Min.

Activity
Watch the video entitled “Excel: Intro to PivotTables”, which is available from
https://www.youtube.com/watch?v=N4K3xjM76kI, and explains how to create,
use and modify PivotTables to gain insight into the patterns that are hidden in
your data. (GCFLearnFree, 2016; approx 5 mins).

6.7.2 Create a PivotChart and interpret the results

PivotCharts provide a versatile option for creating, restructuring and analysing

chart content. The examples below are based on the BeautyOnTap dataset.

To create a PivotChart:

4. Select the data range (including header labels) that will be used to
generate your chart. For this example we will use the Month, Sale
Value and Customer Gender data stored in rows 3 to 86 of the
SalesData sheet shown in Figure 6.11.

5. Select the cell range E3:F655.

6. On the Insert tab, click on the PivotChart & PivotTable option in the
Charts group, and then click OK. Select the New Worksheet option to
insert the PivotChart and PivotTable in a new worksheet.

7. Add fields to the PivotChart by dragging them from the list of

PivotChart Fields on the right hand side of the window into one of the
areas shown below the list of the PivotChart Fields (Filters, Legend,
Axis categories or Values). For this example, drag Month into the Axis
(Categories) area; drag Customer gender into the Legend (Series)
area; and drag Sale value into the Values area. By default, Excel
displays the Sum of Sale value in the Values area.

8. Your PivotChart will now be complete.

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If the Chart Type that you selected is inappropriate for your data then you can
right-click anywhere in the Chart box and select the option to Change Chart
Type.

Figure 6.20. Selected PivotChart fields after dragging into relevant areas
(Filters, Legend, Axis Categories or Values)

Note
If you wanted to change the Sum of Sale value calculation to an Average of
Sale value calculation, you would left-click on Sum of Sale value in the Values
area and select the Value Field Settings option. Select Average of Sale value
from the pop-up menu and click OK; Excel will replace the Sum of Sale value
with an Average of Sale value.

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A chart will be generated based on the selection and arrangement of the
relevant PivotChart fields, as illustrated below.

Figure 6.21. PivotChart illustrating the Sum of Sale Values per Month, broken
down by Gender

The PivotChart results reveal that BeautyOnTap’s clients are overwhelmingly

female; in fact, 83% of their clients are women and only 17% are men.

There appears to be an opportunity for growing the male clientele. For example,
BeautyOnTap could place advertisements for new male-oriented treatments in
relevant magazines, or they could offer a facility for men to purchase spa gift
cards online to give to the women in their lives.

Since the lowest level of sales was recorded in June, it might be worth offering a
discounted half-day package during the month of June to attract more
customers.

Activity
Watch the video entitled “Pivot Table Excel tutorial”, which is available from
https://www.youtube.com/watch?v=m0wI61ahfLc, and explains how to create
and modify a PivotTable. The last four minutes of the video explain how to
create and modify a PivotChart. (Stratvert, K., 2019; approx 14 mins).

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Summary

This topic introduced the concept of an Excel Workbook and explained how to
create or open a workbook and insert, copy, move or delete the worksheets it
contains. Data and associated formulas can be entered in a worksheet, making
it possible to perform complex logical, mathematical and financial calculations.
Structured data stored in a worksheet can sorted and analysed in order to
reveal patterns within the dataset, and can be used to generate corresponding
charts and graphs. PivotTables and PivotCharts make it possible to visualise
complex data from different perspectives and identify potential problems that
may need to be addressed; for example, declining sales of a particular product.

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Self-Assessment Questions

1. Create appropriate formulas for calculating each of the following

values, based on the HealthySnax dataset extract shown in Figure 6.Q1
below. (Note that you are not required to perform the actual
calculations.)

(a) The number of orders that were placed during January.

(b) The Total Price of the lowest-priced order placed during January.

(c) The Average Total Price of all Carrot Bar orders placed during
January.

Figure 6.Q1. HealthySnax orders placed during January

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2. In the BeautyOnTap dataset, the Subtotal function has been used to
calculate the number of units sold within each product category. The
calculation results are shown in Figure 6.Q2 below.

Figure 6.Q2. Subtotals showing the Number of units sold per Product category

(a) On an empty Excel worksheet, enter the data shown in Figure

6.Q2 above.

(b) Using the data values shown in Figure 6.Q2, create a Column
chart showing the Number of units sold within each product
Category.

(c) Enter a Chart Title, insert a Vertical Axis label, replace the
numbers below each column with appropriate labels, and display
the Number of units sold above each column.

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Available from https://www.youtube.com/watch?v=NFhem7gv9No [Accessed
2021-12-08]

Microsoft. 2020. How to get apps from the Microsoft Store | Simply Windows.
[Online video] Available from
https://www.youtube.com/watch?v=IWhXCzKkf0E [Accessed 2021-12-06]

Microsoft 365. 2019. Get started with Microsoft Outlook 2016. [Online video]
Available from https://www.youtube.com/watch?v=5Ly0cNKaWlo [Accessed
2021-12-24]

Microsoft Support. n.d. Outlook training. [Online] Available from

https://support.microsoft.com/en-us/office/outlook-training-8a5b816d-9052-
4190-a5eb-494512343cca?wt.mc_id=otc_home [Accessed 2021-12-08]

PowerCert Animated Videos. 2018. Network topologies. [Online video] Available

from
https://www.youtube.com/watch?v=zbqrNg4C98U [Accessed 2021-12-02]

PowerCert Animated Videos. 2019. What is a firewall? [Online video] Available

from https://www.youtube.com/watch?v=QzohDuGk4mM [Accessed 2021-12-
02]

Powerpointify. 2018. How to add speaker notes in Microsoft PowerPoint. [Online

video] Available from https://www.youtube.com/watch?v=MIcWwXuIwuU
[Accessed 2022-01-09]

Sartain, J. 2019. How to use audio and video files in PowerPoint. [Online]
Available from https://www.pcworld.com/article/403607/how-to-use-audio-
video-files-in-powerpoint.html [Accessed 2021-12-08]

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SCCCGrantTLC. 2013. How to create folders and move files into folders. [Online
video] Available from https://www.youtube.com/watch?v=QPWZsCdTlkc
[Accessed 2021-12-16]

Simon Sez IT. 2019. Advanced Excel 2019: Introduction to financial functions
in Excel. [Online video] Available from
https://www.youtube.com/watch?v=w3Tkh-WVLJE [Accessed 2022-01-23]

Smith, S. 2021. How to insert a file within a Word Document – Link or embed
attached files in Word.

[Online video] Available from https://www.youtube.com/watch?v=q1vZbJORl-s

[Accessed 2021-12-28]

Stair, R., Reynolds, G. & Chesney, T. 2021. Principles of Business Information

Systems. 4th ed. Andover, UK: Cengage Learning EMEA.

Stratvert, K. 2019. How to add signature in Outlook. [Online video] Available

from https://www.youtube.com/watch?v=qzjutBcGkBc [Accessed 2021-12-09]

Stratvert, K. 2020. How to mail merge letters - Office 365. [Online video]
Available from https://www.youtube.com/watch?v=nyc0B3_vq1Q [Accessed
2021-12-29]

Stratvert, K. 2019. Microsoft Word tutorial. [Online video] Available from

https://www.youtube.com/watch?v=Cw6a3b5QoAs [Accessed 2021-12-09]

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https://www.youtube.com/watch?v=m0wI61ahfLc [Accessed 2022-01-27]

TechGumbo. 2018. Windows 10 (Beginners guide). [Online video] Available

from
https://www.youtube.com/watch?v=8d9FY3LpR4E [Accessed 2021-12-02]

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Technology for Teachers and Students. 2016. Beginners guide to Google search
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Word. [Online video] Available from https://www.youtube.com/watch?v=S-
nHYzK-BVg [Accessed 2021-12-13]

The Skeptical Educator. 2013. Adding internal document links in Microsoft Word.
[Online video] Available from
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Treehouse. 2019. What is a web browser? [Online video] Available from

https://www.youtube.com/watch?v=QzohDuGk4mM [Accessed 2021-12-02]

Weverka, P. 2019. Office 2019 All-in-One for Dummies. 1st ed. Hoboken, N.J.:
John Wiley & Sons. (eBook available from Amazon.com)

Recommended tutorials
The following tutorials are also recommended:

Outlook: https://support.microsoft.com/en-us/office/outlook-training-
8a5b816d-9052-4190-a5eb-
494512343cca?wt.mc_id=otc_home

Word: https://www.youtube.com/watch?v=Cw6a3b5QoAs

Excel: https://www.youtube.com/watch?v=e7xGuGqgp-Q

PowerPoint: https://support.microsoft.com/en-us/office/powerpoint-for-
windows-training-40e8c930-cb0b-40d8-82c4-
bd53d3398787?wt.mc_id=otc_home

Microsoft 365: https://support.microsoft.com/en-us/training

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Glossary of terms

Absolute cell reference: fixed cell location within an Excel worksheet, where $
signs are placed before the row and column numbers of cells that are used in
formulas, so that the cell reference will not change when it is moved or copied.

Address book: area within the MS Outlook application where you can store, edit
or delete the contact details of individuals or organisations.

Auto-reply message: predefined email message that is automatically sent to the

originator of an email (usually when the intended message recipient is
unavailable).

Blade server: server architecture that contains many server modules known as
‘blades’, each of which has its own CPU, RAM and storage.

Bookmark: defined location within a document that can be accessed by clicking

on a corresponding hyperlink.

Categorical data: type of data that can be grouped or classified based on pre-
defined labels; e.g. male/female, or small/medium/large.

Cloud-based services: computing services that are hosted by third-party

providers and are made available to uses via the Internet.

Continuous variable: numeric or date/time variable that can assume an infinite

number of values between any two data points; e.g. length, which can be
measured in kilometres, metres, millimetres, etc.

Discrete variable: variable for which the number of occurrences can be counted;
e.g. the number of eggs in your refrigerator.

Email signature: predefined text that is automatically included at the end of an

email, usually displaying the sender’s contact details.

Embedded object: file that has been inserted within another file and can be
opened directly from within that file without have to access an external source.

Firewall: barrier imposed between a trusted network and an untrusted network.

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Goal seek: built-in MS Excel tool that will calculate the input value that is needed
to achieve a specified output value, based on a given formula.

Hacker: person who attempts to gain unauthorised access to a computer system

or digital devices, often with the intention of stealing data or installing malware.

Host computer: computer that is connected to a computer network, and acts as

a server by providing resources to users or other hosts on the network.

Hyperlink: reference within a file that provides a link to the location of an external
object which can be accessed by clicking on the link in the original file.

Hypertext markup language (HTML): computer language that is used to structure

and format web pages and their content.

Hypertext transfer protocol (HTTP): set of rules for transmitting hypermedia

documents that are designed to be displayed on a web browser, between web
servers and web browsers.

Interface: combination of hardware and software components that allow a user

to interact with a computer system or a digital device.

Internet Service Provider (ISP): organisation that provides users with access to
Internet services such as the provision of web hosting facilities.

Linked object: file that can be accessed by clicking on a hyperlink within another
file. For the linked file to be opened, the original file will need to be able to access
the location where the linked file is stored.

Mailbox: folder on a computer where email messages are stored.

MailMerge: built-in MS Word tool that is used to create a basic document and
then automatically insert the personal details of recipients (name, address, etc)
in order to generate a series of individual letters that have been personally
customised.

Navigation pane: (in MS Windows) area on the left-hand side of the File Explorer
window that provides shortcuts for accessing the drives and folders on a PC.

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Navigation pane: (in MS Word) Built-in function that allows you to display
document headings only; or a combination of headings and subheadings; or the
complete document text. To open the MS Word navigation pane, select the
Navigation Pane check box in the Show group under the View tab.

PivotTable: MS Excel tool used to group, summarise and analyse numerical data
from different perspectives and create charts to illustrate the results.

Quick access toolbar: (in MS Outlook, MS Powerpoint, MS Word and MS Excel)

area in the upper-left corner of the current window containing shortcuts to
frequently used functions.

Recurring appointment: appointment in the MS Outlook calendar that is

scheduled to recur at regular intervals.

Recycle bin: system folder that is used to store deleted files, images, etc.

Relative cell reference: address of a cell location within an Excel worksheet that
is not fixed, i.e. $ signs have not been inserted before the row and column
numbers. In this case, the cell references will change when a formula that uses
them is moved or copied. For example, if you copy the formula =A1+B1 from
row 1 to row 2, then the formula in row 2 will become =A2+B2.

Scenario manager: built-in MS Excel tool that allows a user to change the values
of selected input cells and then view the effect of those changes on the value of
related output cells by generating a Scenario summary report.

Spam: unwanted junk mail that originates from an unfamiliar domain; when
opened, some spam emails may infect the recipient’s computer with malicious
software.

Styles pane: area on the right-hand side of an MS Word window that lists a
variety of formatting styles which can applied to document text. To open the
Styles pane, click the diagonal arrow in the bottom-right corner of the Styles
group, under the Home tab.

Table: a combination of rows and columns used for storing structured data.

Taskbar: area at the bottom of the screen containing shortcut icons for opening
or closing different applications.

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Transmission control protocol/Internet protocol (TCP/IP): method of sending
data ‘packets’ over the Internet

Uniform resource locator (URL): unique address that is linked to a specific

computer on the Internet.

Variable: placeholder that is used in formulas or equations to represent a

quantity that is changeable.

Virtual server: partitioned space within a physical server that functions as a

virtual machine, allowing organisations to run multiple operating systems on a
single physical server.

Web browser: software application that retrieves information from the World
Wide Web and displays the formatted content on a user’s computer screen.

Workbook: collection of one or more worksheets contained within a single MS

Excel file.

Worksheet: structured collection of cells that are organised in rows and columns
and usually contain data used to perform calculations or generate charts.

World-wide web: menu-based system that organises Internet resources into

pages.

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Answers to Self-Assessment Questions

TOPIC 1 SELF-ASSESSMENT ANSWERS

1. Identify three different computer input devices and three different

computer output devices; and for each device that you have identified,
provide an example to illustrate what that device might be used for.

SUGGESTED SOLUTION (INPUT DEVICES)

• A mouse can be used to double-click on a desktop shortcut in order to

open the corresponding application; or to double-click on an
icon representing e.g. a document or spreadsheet file in order
to view the content of that file. A mouse can also be used to
click on the File Explorer icon in the taskbar in order to view
the drives that exist on that computer and see a list of the
folders and files that each drive contains.

• A keyboard can be used to enter or edit text or numbers within e.g. a

document or spreadsheet file; and the arrow keys on the
keyboard can be used to navigate within the document or
worksheet. In addition, keyboards usually include special
Function keys that provide access to additional functions and
system options.

• A microphone that is connected to a computer allows spoken input to

be recorded and saved on the computer. Speech recognition
software allows spoken input to be converted into text within a
document file.

• A scanner that is connected to a computer can make a virtual copy of

a physical document and then save the copy directly to a
specified folder on the computer.

• A webcam can be used to support online meetings by sharing both

video and sound with all meeting participants. In addition,
meeting software usually has an option for recording the
proceedings of the meeting.

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• A touchpad is a standard feature found on laptop and notebook
computers, providing an alternative form of navigation when a
mouse is not available.

• NOTE: Other valid examples of input devices are also acceptable.

SUGGESTED SOLUTION (OUTPUT DEVICES)

• A computer monitor displays application icons as well as shortcuts to

folders or files. When an application, folder or file is opened, its
content is displayed in a separate window on the monitor.

• A printer generates a printed copy of e.g. the content of a document

or spreadsheet file, or a graphic image.

• A speaker transmits sound such as speech or music to listeners who

are nearby.

• Headphones allow a user to listen to sound without impacting on

other people who are nearby.

• A data projector is used to display the image on a computer screen on

to a larger and more easily visible external screen.

• A plotter is used to draw diagrams on paper, usually based on a series

of predefined data points.

• An external hard drive can store copies of folders, files, documents,

images, music, etc, and is often used for making backups.
Writable CDs and DVDs can also be used for the same purpose.

2. Use a web browser to find out how the structure of a star network
differs from the structure of a bus network. Then draw a diagram of
each type of network and briefly explain how a break in a network
cable would affect the performance of each type of network.

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SUGGESTED SOLUTION:

Diagram showing a Star network and a Bus network:

Star network Bus network

• In a Star network, all the peripheral devices are connected separately

to a central device called a Hub. If the cable between the hub
and a peripheral device is damaged, then that peripheral device
will no longer be able to communicate with the hub; but all
other peripheral devices will continue to function as usual.

• In a Bus network, all the computing devices are connected in series to

a single ‘backbone’ cable which has a terminator at each end. If
the backbone cable is damaged, then the entire network will
become non-operational.

3. Discuss two aspects of computer or network customisation and

maintenance for which technical staff would usually be responsible.

SUGGESTED SOLUTION:

• Software updates: Technical staff need to keep a record of current

software versions, and make a note of changes that are
introduced in subsequent versions. Software updates should be
tested before users are given access to a new version. Anti-
virus software should be updated regularly to prevent hackers
from gaining access to the network.

• Network performance: Technical staff need to manage the

communication links between different devices on the network;
measure data flows and network performance; resolve areas of
network congestion; and identify and address network
problems.

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• Hard drive processing: The hard drives on a network (or in a
standalone PC) may negatively affect data processing speeds.
Faster hard drives will send data to the processor more
efficiently, regardless of the hard drive’s storage capacity.

• Network access control: Technical staff are responsible for configuring

the network access control software so as to restrict user
access to pre-defined zones within the network, depending on
the user’s job requirements and authorisation levels. Access
control software may also restrict users from accessing specific
software applications.

• Any other valid example of network customisation and maintenance is

also acceptable.

4. Explain how you would go about searching the Internet for information
related to Covid-19 prevalence in South Africa, while excluding the rest
of Africa.

SUGGESTED SOLUTION:

This example uses a stepwise approach to show the effect of different search
strings.

• Create an initial search string containing relevant terms, e.g. Covid-19

prevalence South Africa. [(At the time of writing, this search
string generated approximately 23,900,000 results.]

• Narrow the search by enclosing the words “South Africa” in quotation

marks, resulting in the following search string: Covid-19
prevalence “South Africa”. [At the time of writing, this search
string generated approximately 2,770,000 results.]

• Narrow the search still further by enclosing the words “South Africa”
in quotation marks and adding “-Africa” to the search string in
order to exclude references to Covid-19 prevalence in areas
that are in Africa but outside of South Africa. This resulted in
the final search string: Covid-19 prevalence “South Africa” -
Africa. [At the time of writing, this search string generated
approximately 5,390 results.]

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Alternatively, you can create an initial search string that includes all the terms
and restrictions that you want to apply to your search.

5. Explain the difference between the hybrid and community cloud.

SUGGESTED SOLUTION:

Hybrid cloud: It consists of multiple service providers. It is a combination of

public and private cloud features. It is used by the company when they
require both private and public clouds both.

Community Cloud: This model is quite expensive and is used when the
organizations having common goals and requirements and are ready to
share the benefits of the cloud service.

6. Make a list of the different types of social media platforms.

a. Social Networking Sites

b. Image-based platforms

c. Social Networking Sites

d. Image-based platforms

e. Video sharing/streaming platforms

f. Blogs and community platforms

g. Discussion forums

h. Social review sites

i. Sharing economy networks

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TOPIC 2 SELF-ASSESSMENT ANSWERS

1. Outline the steps you would follow in order to retrieve a deleted file
from the Recycle Bin and restore it to its original folder.

SUGGESTED SOLUTION:

• To retrieve a deleted file, double-click on the Recycle Bin icon on the

desktop and a list of deleted files will be displayed.

• Select the file(s) that you want to restore; then right-click and select
the Restore option from the pop-up menu.

• The selected files will be restored to their original location.

2. Explain how you would copy multiple non-adjacent files from Folder X
into Folder Y.

SUGGESTED SOLUTION:

• Select the files in Folder X that you want to copy to Folder Y, by

clicking on the name of the first file you want to select and then
using Ctrl-click to select additional files.

• Right-click on one of the selected files and select Copy from the pop-
up menu.

• Navigate to the folder where the copied files should be stored, then
right-click anywhere in that folder and select Paste from the
pop-up menu.

• The copied files will appear in Folder Y.

3. Identify an application on your PC that you are likely to use frequently,

and then create a desktop shortcut to provide easy access to that
application.

SUGGESTED SOLUTION:

(a) Click on the Start button in the bottom-left corner of the screen,
and a list of the applications that are currently available on your

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computer will be displayed. Scroll down the list and identify an
application for which you would like to create a desktop shortcut.

(b) When you have located the name of the application that you would
like to create a desktop shortcut for, left-click on the name of the
app and drag it to your desired location on the desktop. A shortcut
to the selected app will appear on the desktop.

4. Outline the process you would follow to access the Microsoft Store and
download an app that you think would be useful on to your computer.

SUGGESTED SOLUTION:

(a) Click on the Windows button in the bottom-left corner of your

computer and select Microsoft Store from the list of apps.

(b) In the Microsoft store, click on the Apps tab in the left-hand pane
and then look for a free app that you would like to download.

(c) Click on your desired app to select it. A new window will open
containing details of the app that you selected.

(d) Click on the Get option in the top-left corner of the Microsoft Store
window, and the selected app will be downloaded to your computer.

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TOPIC 3 SELF-ASSESSMENT ANSWERS

1. You communicate regularly via email with the members of your project
team. Explain how you would create a contact group that will let you
send a single email message to everybody in your project team.

SUGGESTED SOLUTION:

(a) Open the MS Outlook app on your computer and click on the
Contact Group icon. Then under the Home tab, select New
Contact Group on the left-hand side of the ribbon. A new
Contact Group window will open.

(b) Name the contact group ProjectTeam and add group members from
your Contacts list. [For this task you may want to create some
imaginary contacts.] You will now be able to send a single email
message to all the ProjectTeam members.

2. Create a recurring appointment in your Outlook calendar for attending

a training session at the local gym every Friday afternoon from 17:30-
18:30. Insert a screenshot of the appointment in the space below.

(The Snip & Sketch tool in Microsoft Office is a useful tool for capturing
screenshots.)

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OR:

3. You have received an incoming email that includes a file attachment.

Outline the steps you would follow to save the attached file in the
Project folder on your C:\ drive.

SUGGESTED SOLUTION:

(a) Open the MS Outlook app on your computer and find the email with
a file attachment that you want to save in the Project folder on your
C:\ drive. The file attachment will be shown immediately above the
body of the email.

(b) Click the down-arrow on the right of the file attachment name and
a drop-down menu will appear. Select the Save As option and a File
Explorer window will open.

(c) Navigate to the Project folder in your C:\ drive and then click the
Save option in the bottom right corner of the File Explorer window.
A copy of the file attachment will be saved in the Project folder on
your C:\ drive.

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4. Explain what an email signature is and list the steps you would follow
to create one.

SUGGESTED SOLUTION:

(a) What is an email signature?

• An email signature is a block of text that is automatically included at

the end of every email you send. It usually includes your name
and contact details, and may also include your job title and
company logo.

(b) How to create an email signature:

• Open the MS Outlook app on your computer and select the New Email
option under the Home tab. A Message window will open.

• Click on the down-arrow next to the Signature option near the middle
of the Message window, and select the Signatures… option. A
Signatures and Stationery window will open.

• Click on the New button to create a new signature, and enter a name
for the signature you are about to create. The name of the new
signature will be added to the “Select signature to edit” box.

• Enter the text of your desired signature in the Edit Signature section
of the Signature Box. You can use the usual formatting tools to
personalise the appearance of your signature, and you can
include a logo if desired. Press OK to save the new signature.

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TOPIC 4 SELF-ASSESSMENT ANSWERS

1. Create a set of PowerPoint slides containing the following content:

• Slide 1: A title slide showing the presentation topic, the name of the
presenter and the date of the presentation.

• Slide 2: A slide that includes a table on the left-hand side listing

department names and their projected annual turnover, together with
a relevant illustration on the right-hand side of the slide.

• Slide 3: A slide that includes at least one transition or animation

effect.

Create an MS Word document that includes screenshots of the three slides you
created, followed by a brief description of the transition or animation effect that
you included in Slide 3.

EXAMPLE OF A POSSIBLE SOLUTION:

NOTE: In Slide 3, the Loudspeaker instructions will fly in from below; and when
the Loudspeaker icon is clicked, a sort sound clip will play.

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2. Explain how the slide content that is displayed in the Preview pane
when Normal view is used relates to the slide content that is displayed
in the Preview pane when Outline view is used. When would a slide
creator be likely to preview slide content using the Outline view option?

SUGGESTED SOLUTION:

• In Normal view, the Preview Pane shows details of the slide

background, text content and graphic images.

• In Outline view, the Preview pane displays only the content of the text
boxes included on the slides. This is useful for proofreading text
content without being distracted by graphics and special effects.

Preview Pane in Normal view Preview Pane in Outline view

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3. Add supporting notes to the PowerPoint slides you just created. Then
generate presentation Handouts by clicking on the File tab and
selecting Print > Microsoft Print to PDF > Print All Slides > Notes Pages
> Collated > Portrait Orientation > Greyscale. Click on the Print button
at the top-left corner of the Print pane to generate your handouts.

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SUGGESTED SOLUTION:

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TOPIC 5 SELF-ASSESSMENT ANSWERS

1. Create a persuasive advertisement for selling one or more items that

you no longer require, using at least three different font sizes and two
different font colours.

ONE POSSIBLE SOLUTION:

2. Create a table in MS Word and use it to record details of your lecture

and test schedule for the current semester. Highlight the dates when
assignments are due or when tests and exams will be written.

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ONE POSSIBLE SOLUTION:

Week Lecture topic Tests / assignments

1 Computer Concepts

2 MS Windows Hand out Assignment 1

3 MS Outlook

4 MS PowerPoint

5 MS PowerPoint

6 MS Word Submit Assignment 1

7 MS Word Class Test 1

8 MS Excel Hand out Assignment 2

9 MS Excel

10 MS Excel

11 Revision Submit Assignment 2

12 Study week

13 Final exam

3. Create an MS Word document in which you discuss the pros and cons
of three different holiday options and decide on a preferred option.

• Apply the Heading 1 style to the document title.

• Apply the Heading 2 style to the names of each of the holiday options
and also to the Preferred Option subheading.

• Check that you are able to expand or collapse the document headings
from within the Navigation Pane, based on the Heading levels that
you applied within your document. (To open the Navigation Pane,
select the View tab and click on the down-arrow below the Show
option; then select Navigation Pane.)

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ONE POSSIBLE SOLUTION:

PROS AND CONS OF THREE DIFFERENT HOLIDAY OPTIONS

After a stressful period of living under Covid-19 lockdown

restrictions, my family is looking forward to participating in some
’feel good’ activities during the school holidays. After much discussion
we have agreed on three possible options:
1. Stay at home, unwind and relax, and socialise with friends
(estimated budget of R4,000 for hosting social gatherings
and eating out).
2. Book a day-trip including a three-hour game drive at the
Buffelsfontein Game & Nature Reserve near Cape Town for
two adults and two children (approx. R3,000 per person).
3. Volunteer to assist for a week at the Emma Animal Rescue
Society (TEARS) in Sunnydale, Cape Town (estimated cost of
petrol R250).

OPTION 1: RELAX AT HOME

PROS: This will allow us as to spend quality time together a family,
taking each day as it comes and engaging in activities such as going
to the beach, braaing with friends and neighbours, playing tennis on
the local school courts and eating out when we don’t feel like
cooking.
CONS: It will be tempting to sleep late, order takeaway meals
instead of cooking and stay up late watching videos; and before we
know it, the holiday will be over without us having done any of the
activities on our holiday wish list.

OPTION 2: VISIT THE BUFFELSFONTEIN GAME RESERVE

PROS: Our two children have never visited a game reserve, so this
would be a wonderful experience for them. Our daughter in particular
is very interested in wild life conservation and is excited about the
possibility of seeing wild animals in their natural habitat.
CONS: At R3,000 per person this is an expensive option, and to
balance our budget we’ll have to cut back on some of the other
activities we had planned.

OPTION 3: VOLUNTEER AT TEARS ANIMAL WELFARE SOCIETY

PROS: TEARS is a very worthwhile organisation that does amazing
work caring for domestic animals in need. If we were to assist at
TEARS as a family it would be a great learning experience for the
children and would help to bring us all closer as a family. Plus we

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would still be able to enjoy a variety of social activities after working
hours.
CONS: The children might find it upsetting to see the suffering that
is caused to animals by irresponsible pet owners, and they might
resent the fact that they are unable to go out and have fun with their
friends during the day.

PREFERRED OPTION:
It was difficult to decide between options 1 and 3, but after much
discussion we have agreed on Option 3 (Volunteer at TEARS Animal
Welfare Society). The ‘feel good’ effect that comes from helping to
improve the lives of mistreated or abandoned pets will bring us closer
as a family; and we will still be able to socialise with our friends and
neighbours after work.

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TOPIC 6 SELF-ASSESSMENT ANSWERS

1. Create appropriate formulas for calculating each of the following

values, based on the HealthySnax dataset extract shown in Figure 6.22
below. (NOTE: You are not required to perform the actual calculations.)

(a) The number of orders that were placed during January.

(b) The Total Price of the lowest-priced order placed during January.

(c) The Average Total Price of all Carrot Bar orders placed during
January.

Figure 6.22. HealthySnax orders placed during January

SUGGESTED SOLUTION:

(a) =COUNT(A2:A24) or =COUNT(B2:B24)

(b) =MIN(J2:J24)

(c) =AVERAGEIF(F2:F24,"=Carrot Bar",J2:J24)

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Note: It is also acceptable to include $ signs in front of the column and row
references.

2. In the BeautyOnTap dataset, the Subtotal function has been used to

calculate the number of units sold within each product category. The
calculation results are shown in Figure 6.23 below.

Figure 6.23. Subtotals showing the Number of units sold per Product
category

(a) On an empty Excel worksheet, enter the data shown in Figure 6.23
above.

(b) Using the data values shown in Figure 6.23, create a Column chart
showing the Number of Units sold within each Product Category.

(c) Add a Chart Title, insert appropriate Axis Titles beside the vertical
and horizontal axes, and display the Number of Units sold above
each column.

SUGGESTED SOLUTION:

(a) Under the Insert tab, select a Clustered Column chart.

(b) Click in the chart title textbox and enter the title shown in Figure
6.24 below.

(c) Click on the down-arrow next to the Add Chart Element option on
the left-hand side of the ribbon, and select Axis Titles > Primary
Vertical. Enter the axis title “Number of units sold”.

(d) Click on the down-arrow next to the Add Chart Element option on
the left-hand side of the ribbon, and select Data Labels > Outside
End.

(e) Your chart should resemble the example in Figure 6.24 below.

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Figure 6.24. Column chart showing the Number of units sold per
Product category (including data labels)

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