N4 Computer Practice De Villiers

Computer Practice Office 2013 N4 Downloaded from hlayiso.com (De Villiers)

Module 1 – Theory INTRODUCTION TO COMPUTERS A computer is an electronic device which is capable of processing information to produce a desired result. It is composed of hardware (visible devices, peripherals) and software (programs). Computers are available in a variety of sizes and configurations. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Theory (continued) COMPONENTS OF THE COMPUTER SYSTEM The hardware components consist of: • Input devices – keyboard, mouse. • Central processing unit (CPU) – built into the case. • Storage devices – diskette drive, hard drive, flash drive and/or CD/DVD rom. • Output devices – screen, printer, speakers. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Theory (continued) PERIPHERALS Peripheral devices include all devices attached to the CPU or motherboard. The keyboard, the screen (monitor or visual display unit/VDU), the mouse, hard disk and CD-ROM drives are examples of peripherals. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Theory (continued) STORAGE DEVICES The hard drive is the primary storage device as the other devices are secondary storage devices which are also referred to as auxiliary storage units. These include: • Diskette drives; • CD-ROMs; • DVDs; • Flash drives or memory sticks. from hlayiso.com Downloaded www.futuremanagers.com

Module 1 – Theory (continued) SOFTWARE Software can also refer to programs. A program is a set of instructions, written in a programming language and interpreted by the Central Processing Unit. Software can generally be divided into two groups: • System software and; • Application software. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Theory (continued) THE FUNCTION AND PURPOSE OF AN OPERATING SYSTEM The operating system helps to manage the hardware, files and folders. Hardware cannot be used without an operating system. It is the primary element of software – without it no other software can be used. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Theory (continued) WHAT IS A FILE? A file is a collection of related information, saved on a diskette or on the hard drive of the computer. When a document, created in an application program such as MS Word or MS Excel, is saved, the document is called a file. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Theory (continued) ERROR MESSAGES IN THE WINDOWS ENVIRONMENT Windows stores its configuration information in a database called the registry. A good registry cleaner will clean and repair thousands of types of errors. Common error messages include: • Runtime Error; • DLL Error; • Blue Death Screen; and • .exe Errors. Downloaded from hlayiso.com www.futuremanagers.com

Module 1 – Theory (continued) WINDOWS 7 COMMANDS There are several commands possible on Windows 7 systems, such as but certainly not limited to: • Help support; • Formatting; • Disk copy; • Directory (DIR); and • Date and time. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 BASIC FEATURES OF WORD PROCESSING Word processing is the process of creating, editing and manipulating text. MS Word is a word processing program and is used to manipulate, edit and format text to produce a document to print and distribute. This is the most commonly used program. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) SELECTING AND MANIPULATING TEXT • Selecting text using the keyboard: Hold down the SHIFT key and use the arrow keys to highlight/select the text. • Copying and moving text: Selected text can be copied, moved or deleted. Right-click the selected text and choose the appropriate option as seen in the diagram: Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) TEXT FORMATTING Text can be formatted in a number of different ways. The diagram shows the format mini-menu, showing formatting such as font, size, colour of text: Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) PRINT PREVIEW A DOCUMENT Before printing a document, first preview to check the layout. The print preview might look like the diagram: Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) PRINT A DOCUMENT Click File | Print | Print to print a document. Make sure the following settings are correct before you print: 1. Specify the number of copies required. 2. Select the correct printer. 3. Specify the page range to be printed. 4. Choose the orientation. 5. Specify the page size and margins. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) PARAGRAPH FORMATTING The following features can be used or changed: • Bullets and Numbering; • Indentation (Decrease and Increase); • Sorting and the Show/Hide of nonprinting characters; • Alignment (Left, Center, Right, Justify); • Line Spacing; and • Shading and Downloaded Borders. from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) PAGE FORMATTING The following features can be used or changed: • Page size; • Page Orientation; • Margins; • Layout; • Page breaks, borders and numbers; and • Headers and Downloaded footers. from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) SPELL CHECK FUNCTION Check spelling and grammar as you type: To check text automatically while entering it, click File | Options | Proofing | Switch on the appropriate options | Click OK. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) SEARCH AND REPLACE • To search for text, press CTRL + F. The Navigation pane will open on the left side of the screen. Type the word or phrase and press ENTER. • To replace text, type the word or phrase in the Find what dialog box | Type the new word or phrase in the Replace with dialog box | click More and choose the required options | click Find next | Replace (or Replace All). Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) TABLES To create a table: Click the Insert tab | Table | Insert table | Specify the number of rows and columns needed. Downloaded from hlayiso.com www.futuremanagers.com

Module 2 – Word Processing – MS Word 2013 (continued) COLUMNS Divide existing text into columns: Click Page Layout | Page Setup group: Columns | Choose one of the options. The columns can also be formatted in terms of lines, spacing. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet – MS Excel 2013 BASIC FEATURES OF A SPREADSHEET PROGRAM A spreadsheet is a computer program that is used to do calculations with, or to manipulate, numbers. Applications of spreadsheets include the following: • Budgets; • Statistical analysis; • Clock cards and wage sheets; • Projections; and • Financial statements. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet – MS Excel 2013 (continued) SELECTING AND MANIPULATING DATA • Always select the appropriate cells before you change the format or alignment. • You can select a cell by either clicking or using the keyboard and can manipulate the text, such as using the Copy or Paste functions. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet – MS Excel 2013 (continued) FORMULAS AND FUNCTIONS Formulas are used to do calculations. A formula always begins with an equal sign. Quick and effective calculations can be made by using functions such as: • Sum of cells; • Average; • Max and min; and • Count. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet – MS Excel 2013 (continued) DIFFERENCE BETWEEN RELATIVE AND ABSOLUTE CELL ADDRESSING A reference identifies a cell or a range on a worksheet. When a formula is created, references to cells or cell ranges are usually based upon their position relative to the cell that contains the formula. When references are not required to change, an absolute cell reference should be used: the $ sign is typed before the absolute row number if you want to copy the formula downwards. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet – MS Excel 2013 (continued) ADVANCED FEATURES Some advanced features include: • Sorting data records in a spreadsheet; • Displaying and print formulae; • Hiding and unhiding rows/columns; • Freezing cells to prevent scrolling; and • Protecting the worksheet. Downloaded from hlayiso.com www.futuremanagers.com

Module 3 – Spreadsheet – MS Excel 2013 (continued) GRAPHS AND CHARTS There are different types of charts: • A column chart which compares values directly; • A stacked column chart which compares parts of several totals; • A pie chart which compares parts of one total; • A line chart compares values over time; • A bar chart which illustrates comparisons among individual items; and • Area chart which emphasize the magnitude Downloaded of change over time. from hlayiso.com www.futuremanagers.com