N5 Computer Guide Practice De Villiers

Computer Practice Office 2013 N5 Downloaded from hlayiso.com (De Villiers)

Section A: Module 1 - Operating system – windows 7 VIEWING THE FILING SYSTEM Files are stored in folders in the Documents library on the hard disk. Folders can also store other folders – so-called sub-folders. Folders can be closed/collapsed or opened/expanded. Click to open a folder in the left panel. The files (and sub-folders) will be displayed in the right panel. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 1 - Operating system – windows 7 (continued) MANAGING STORAGE DEVICES Storage devices must be formatted before they can be used. The storage device is prepared in a format that enables Windows to write information onto it. A used storage device is formatted to delete information previously stored on it, so that new information can be written onto it. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 1 - Operating system – windows 7 (continued) WINDOWS 7 COMMANDS In WINDOWS 7, there are commands to help with operating, including but not limited to: • Help; • Format; • Diskcopy; • Directory; and • Rename. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 2 – The organisation of files and folders WORKING WITH LIBRARIES IN WINDOWS 7 To copy, move, or save files to a library, you must first include a folder in the library so that the library knows where to store the files. The names of files that are created are stored in a folder (directory) on a diskette or hard disk, like files in a filing cabinet. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 2 – The organisation of files and folders (continued) CREATING FOLDERS Folders are created to help organise computer files into specific categories. • Folders can be created within other folders on the computer system. • Files can be moved from one folder to another. • Folders can hold any number of individual files. • When saving a document that has been created, choose the folder in which to store the file. • Folders can be copied, moved, renamed Downloaded and deleted. from hlayiso.com www.futuremanagers.com

Section A: Module 3 – Searching for files SEARCH CRITERIA AND WILDCARDS The Search command is used to search for all files on the hard disk or a diskette that match the criteria you specify. Wildcard characters: An asterisk refers to any string of characters in the filename or extension to be substituted in the specified position. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 3 – Searching for files (continued) BACKING UP FILES AND FOLDERS With Windows 7, you can compress your files and folders quickly and easily, so they take up less space on your computer. To make a backup of the hard drive, or some folders on the hard drive, compress the files if necessary and copy them to a DVD, CD or external hard drive. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk WHAT IS A HARD DISK? A hard disk is a magnetic device that is used as an external memory (secondary memory) for magnetic storage of data. It is regarded as peripheral hardware. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) THE STRUCTURE OF A HARD DISK A complete hard disk drive consists of: • Two or more rigid platters or disks usually made from aluminium alloy, glass, or ceramic and coated with a magnetic material. • One read-write head for each platter. • Two electric motors a disk motor that spins the disks and an actuator that positions the read/ write head assembly across the spinning disks. • Drive electronics that control the from Downloaded functioning of the hard disk. hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) ADVANTAGES OF HARD DISKS • The storage capacity of a hard disk is more than diskette drives. • A hard disk drive stores and retrieves data faster than diskette drives. • A hard disk will not be damaged as easily as diskettes. • It is not necessary to place it into the computer every time. • Data is not lost when you switch off the computer. • The hard disk is usually fixed inside the computer so it cannot get mislaid. • It is cheap onDownloaded a cost per megabyte compared from to other storage media. hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) ADVANTAGES AND DISADVANTAGES OF HARD DISKS • Hard disks eventually fail, which stops the computer from working. • Regular ‘head’ crashes can damage the surface of the disk, leading to loss of data in that sector. • The disk is fixed inside the computer and cannot easily be transferred to another computer. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) PREPARATION OF A HARD DISK Before you can write any data to a hard drive, it must be prepared. The hard disk in a new computer system will be formatted by the supplier when you buy it. To format a hard drive means to delete any information on the drive and to set up a file system so Windows 7 can read from it and write data to it. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) INSTALLATION OF WINDOWS 7 Windows is installed on the hard disk from the Windows 7 Installation DVD. • Restart/boot your computer with the bootable Windows Installation DVD. Right after the launch, press any key to boot from the CD or DVD. • Follow the on-screen instructions and click Install now. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) DEFRAGMENTATION Defragmentation is the process of rewriting parts of a file to contiguous sectors on a hard disk to increase the speed of access and retrieval. When files are fragmented, the computer must search the hard disk each time the file is opened to find all of the file’s parts, which slows down response time. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) SYSTEM OR REPAIR DISC A boot disk (sometimes called a startup or system disk) is a type of removable media, such as a floppy diskette, CD, or DVD that contains Windows startup files. This disk can be used to start Windows if the Windows system files on the hard disk become damaged or unusable. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) RESTORING THE SYSTEM TO A PREVIOUS STATE System Restore monitors changes to the system and some application files, and it automatically creates easily identified restore points. These restore points allow the user to revert the system to a previous time. They are created daily and at the time of significant system events. Downloaded from hlayiso.com www.futuremanagers.com

Section A: Module 4 – The hard disk (continued) TO FORMAT A DEFECTIVE HARD DRIVE (Do not execute this procedure! It is normally done by the provider or sales personnel of the computer shop where you buy a computer.) Sometimes the only thing you need to do with a defective hard drive is to repair the Windows installation on your computer. Downloaded from hlayiso.com www.futuremanagers.com

Section B: Module 1 – Revision of N4 work MS-Word 2013 BASIC WORD-PROCESSING FEATURES New features in Word 2013: • SkyDrive – cloud storage; • Templates; • Improved graphics; • Open and edit pdf files; • Terminology; and • Default settings. Downloaded from hlayiso.com www.futuremanagers.com

Section B: Module 2 – Advanced formatting ADVANCED FORMATTING This includes formatting: • Difference headers and footers for • Line height; even/odd pages; • Line numbering; • Footnotes; • Vertical alignment of text; • Endnotes; and • Force even/odd pages; • Customise margins. • Suppress page numbering; Downloaded from hlayiso.com www.futuremanagers.com

Section B: Module 3 – Text blocks TEXT BLOCKS Use ALT + highlight to select a block of text. Keep the ALT key down and use the mouse to select the appropriate block of text. From here, you can do the following to selected parts of the document: • Save; • Print; • Copy between documents; and • Insert into spreadsheet Downloadedfiles. from hlayiso.com www.futuremanagers.com

Section B: Module 4 – Mail Merge UNDERSTAND THE USES AND BENEFIT OF MERGED DOCUMENTS Mail Merge is used for regular correspondence with the same people. A main document (e.g. letter, labels or envelopes) is prepared each time, but the same data source (names, addresses, etc.) is used several times. Use mail merge when you want to create a set of documents that are basically the same but each document contains unique elements. Downloaded from hlayiso.com www.futuremanagers.com

Section B: Module 5 – Advanced table functions ADVANCED TABLE FUNCTIONS This includes formatting: • Change width of columns; • AutoFit features; • Table properties; • Merge cells; • Split cells; and • Sort data. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 1 – Revision of N4 work MS-Excel 2013 BASIC FEATURES New features in Excel 2013: • SkyDrive – cloud storage; • Templates; • Flash fill your data; • Recommended charts. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 1 – Revision of N4 work MS-Excel 2013 (continued) TEXT AND LAYOUT FUNCTIONS These include: • Merge and centre; • Change column width; • AutoFill handle; • Change row height; • Alignment; • Insert a column; • Text format; • Delete a column; • Borders and lines. • Insert a row; • Delete a row;Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 1 – Revision of N4 work MS-Excel 2013 (continued) TYPING TEXT • Text in main headings may be longer than the width of one column. • Merge a heading across more than one column. • The AutoFill function can be used to enter numbers, the days of the week, quarters of the year, etc. • Wrap text in column headings to appear in multiple lines in one cell by pressing ALT + ENTER or use the Wrap Text feature. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 1 – Revision of N4 work MS-Excel 2013 (continued) USING CELL REFERENCES FOR CALCULATIONS Cells can be referenced as the quantities for basic calculations. For example, =B3+B17 will add the contents of the two cells B3 and B17. All basic calculations such as addition, subtraction, multiplication, division, and percentage can be performed in this way. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 1 – Revision of N4 work MS-Excel 2013 (continued) STATISTICAL AND MATHEMATICAL FUNCTIONS Quick and effective calculations can be made by using the following functions: • =SUM; • =COUNT; • =AVERAGE; • =ROUND; • =MAX; • =SMALL; and • =MIN; • =LARGE. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 1 – Revision of N4 work MS-Excel 2013 (continued) FORMATTING FIGURES On the HOME ribbon | Number group, use one of the following icons: Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 1 – Revision of N4 work MS-Excel 2013 (continued) ADVANCED FEATURES This includes: • Absolute cell reference; • Hiding/displaying rows and • Format numbers; columns; • Sorting of records; • Freeze panes; • Displaying formulae; • Protect the spreadsheet; • Changing margins, orientation and • Create a graph/chart. size; Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 1 – Revision of N4 work MS-Excel 2013 (continued) PRODUCE A SPREADSHEET TO ADDRESS THE GIVEN PROBLEM Spreadsheets are great for budgets, financial statements and other tasks that require calculations. Start with the design after you have decided that a spreadsheet is the best program to use to solve your problem. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 2 – Rearranging data Data Lists SORT DATA RECORDS IN A SPREADSHEET Select the cell range to be sorted. Include all relevant data. Click the Home tab | Editing group: Sort & Filter You can choose whether to sort: • Alphabetically; • Numerically. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 2 – Rearranging data - Data Lists (continued) FILTER DATA RECORDS IN A SPREADSHEET Filtering temporarily hides rows that do not fit the specific criteria. Select data and headings | click Data | Sort & Filter group: Filter icon. Drop- down arrows appear to the right of the column headings. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 3 – Graphs and Charts GRAPHS AND CHARTS To view all available chart types, click the arrow beneath a chart type, and then click All Chart Types. Click the arrows to scroll through all available chart types and chart subtypes, and then select the required chart type. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 3 – Graphs and Charts (continued) CHART TOOLS: DESIGN Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 3 – Graphs and Charts (continued) CHART TOOLS: FORMAT Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 4 – Date and Time HOW MICROSOFT EXCEL STORES DATES AND TIMES Microsoft Excel stores dates as sequential numbers known as serial values. Excel stores times as decimal fractions because time is considered a portion of a day. Dates and times are values and, therefore, can be added, subtracted, and included in other calculations. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 4 – Date and Time (continued) HOW TO DO CALCULATIONS WITH DATE AND TIME VALUES Make sure the dates are typed in a recognised format. To calculate the approximate age of a person: =(Today’s date – His birth date)/365 and change the format of the answer to General. To calculate how many days are left until the end of the year if the last date of the year (say, 31/12/2015) is typed in A1: =A1–TODAY(). Change the format of the answer to General. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 4 – Date and Time (continued) HOW TO DO CALCULATIONS WITH TIME VALUES Either: • Type the times within quotation marks to calculate the number of hours worked; or • Make sure that the cells where the times are typed in are formatted as TIME. Change the format of the answer to General. Downloaded from hlayiso.com www.futuremanagers.com

Section C: Module 4 – Date and Time (continued) HOW TO CUSTOMIZE DATE FORMATS Select the cell range or dates | click Home | Number group launcher (arrow) | Number | Custom. Use d for day, m for month and y for year. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 WHAT IS A DATABASE? A database is an organised collection of related information or data. A good example of a database is a telephone directory or a business client card filing system. Each individual or company name, address and phone number appears separately and alphabetically. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) EXAMPLES OF DATABASES Examples of databases encountered every day, are: • Telephone book/directory entries; • Cheque book details; • Debtors/creditors of a business; • Stock of a shop; • Library books; and • List/record of Downloaded students’ details at from school/college. hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) THE DATABASE STRUCTURE Database files are tabular in shape and store information in records (or rows). Each record (or row) is divided into separate fields (or columns) of information. A record is information about one person or product. A database may contain any number (within the system limitations) of records. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) OPEN THE ACCESS PROGRAM Double-click the Access icon on the Desktop or Click Start | All Programs | Microsoft Office 2013 | Access 2013. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) OPEN AN EXISTING TABLE Click the arrow to expand the Navigation pane | select Tables | double-click the appropriate table name. For example: Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) ENTER DATA INTO AN EXISTING DATABASE TABLE • Use the arrow keys to move the cursor or point and click in the cell where you want to change or insert data. • Use the forward and back buttons at the bottom of the screen to move the cursor between records. This is especially useful when working on large databases with hundreds of records. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) SAVE THE DATABASE Click the Save icon on the Quick Access Toolbar to save the database or click File | Save. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) CLOSE THE DATABASE To close the database, click File | Close. To exit the program, click the X in the top right corner of the screen. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) TO CREATE A NEW DATABASE Click Blank desktop database (on the Access page when you open the program). Click the Browse icon | select your folder | type the filename | click OK | click Create. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) ENTERING DATA A table will appear where the data can be typed. From there, data can be entered. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) SAVE AND PRINT THE RECORDS To save: MENU: click file | save. To get a print preview: MENU: click file | print | print preview To change page layout: MENU: click file | print | print preview | page Layout group: change the orientation to Landscape if required. To Print records: MENU: Click File | Print | Print | Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) PRINT THE STRUCTURE Close the table. Click the Close button at the right side of the table name. Click the Database Tools tab | Analyze group: Database Documenter | Select the table and click Options. Make sure to select only the appropriate options. After a while, a Print Preview of the structure (the field names, properties, etc.) will appear. Click the printer icon to print the structure. Close the Print Preview. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) COPY A DATABASE TABLE Sometimes it is necessary to make a copy of a database table before you alter the contents. Right-click the table in the Navigation pane | Select Copy from the drop-down menu | Right-click on a clear area of the Navigation pane | Click Paste and type another name for the table. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) RENAME A DATABASE TABLE Close the table to be renamed and select the table name in the Navigation pane of the database file | Right-click the appropriate table | Select Rename from the drop-down menu | type a new name and press ENTER. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 1 – Create a database MS-Access 2013 (continued) DELETE A DATABASE TABLE Close the table to be renamed and select the table name in the Navigation pane of the database file | Right-click the appropriate table | Select Rename from the drop-down menu | type a new name and press ENTER. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 2 – Format a database MODIFYING THE STRUCTURE It is possible to: • Insert new fields; • Delete fields; • Change fields; • Rearrange fields; and • Change field properties. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 2 – Format a database (continued) MODIFY THE RECORDS It is possible to: • Edit or change the data; • Insert and delete data; and • Delete records. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 2 – Format a database (continued) INCREASE/DECREASE THE COLUMN WIDTH Open the table in Datasheet View. Move the mouse and point to the right line at the top of the column. The pointer will change to a size indicator . Hold down the mouse button and move to the right or to the left to drag the margin line to the new position. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 2 – Format a database (continued) HIDE/UNHIDE COLUMNS Open the table in Datasheet View. Click the Home tab | Records group | More or right-click the column heading to get a drop-down menu. Select Hide Fields / Unhide Fields. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 2 – Format a database (continued) SORT RECORDS Open the table in Datasheet View | select the field/column according to which you want to sort – the key field. Click the Home tab | Sort & Filter group: choose the appropriate icon to sort either Ascending or Descending. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 3 – Create a query for a database table DATABASE QUERIES Queries are used to view, change, and analyse data in various ways. This can also be used as a source of records for forms and reports. Queries provide answers to questions. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 3 – Create a query for a database table (continued) USE DIFFERENT CRITERIA TO FILTER RECORDS New fields can be added by using a query. Use the format New Field Name followed by a colon followed by the formulae with field names in square brackets. Different fields can be: • Text fields; • Number and currency fields; • Logical fields; and • Date fields. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 4 – Create a report for a database table CREATING A REPORT There are two methods to create a report: • Using the Report Wizard; or • Using the Design View method. The Report Wizard method is by far the easiest. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 4 – Create a report for a database table (continued) MODIFY A REPORT A report can be viewed in four different ways: • Report View; • Print Preview; • Layout View; or • Design View. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 4 – Create a report for a database table (continued) SAVE A REPORT Click the Save icon on the Quick Access Toolbar to save the report or click File | Save. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 4 – Create a report for a database table (continued) PRINT A REPORT Always get a Print Preview before printing to ensure the correct page orientation is used. • Click the Print icon to print. • Click the printer icon on the Quick Access Toolbar to print the report. • Click File | Print | Print | OK. Downloaded from hlayiso.com www.futuremanagers.com

Section D: Module 4 – Create a report for a database table (continued) DELETE A REPORT Close the report: click the Exit button to return to the Navigation pane. Click the Navigation pane arrow and select Object Type | select the appropriate report | press the Delete key on the keyboard or right-click the report name and select Delete from the drop-down menu | Access will prompt you with: “Do you want to permanently delete the report ...? Click Yes. Downloaded from hlayiso.com www.futuremanagers.com