STAFF LECTURE NOTE_061019.pdf

LECTURE NOTE DEFINATION OF COMPUTER A computer is an electronic device that manipulates information or data. It has the ability to store, retrieve, and process data. Computers can be used to type documents, send email, play games, and browse the Web. They are also used to handle s...

LECTURE NOTE DEFINATION OF COMPUTER A computer is an electronic device that manipulates information or data. It has the ability to store, retrieve, and process data. Computers can be used to type documents, send email, play games, and browse the Web. They are also used to handle spreadsheets, accounting, database management, presentations, and much more COMPONENTS OF COMPUTER 1. Hardware 2. Software Hardware refers to the physical parts of a computer that you can touch. This includes: -CPU (Central Processing Unit): The brain of the computer that processes instructions. - Memory (RAM): Temporary storage that helps the CPU run programs quickly. - Storage (HDD/SSD): Where your data and files are kept permanently. - Motherboard: The main circuit board that connects all the components. - Power Supply: Provides electricity to the computer. - Input Devices: Tools like keyboards and mice that let you interact with the computer. - Output Devices: Tools like monitors and printers that show you the results from the computer. Software is the set of programs and applications that tell a computer what to do. In simple terms, software is like the instructions or tools that make a computer do different things. It includes:  - Operating System (OS): The main program that manages the computer's hardware and lets you run other programs (like Windows or macOS). - Applications: Programs you use for specific tasks, like word processors for writing documents or web browsers for surfing the internet. MICROSOFT OFFICE Microsoft Office is a suite of productivity software developed by Microsoft, designed to help users with various office tasks. It includes a range of applications, each tailored to specific functions such as word processing, data management, presentations, and communication. Applications in Microsoft Office 1. Microsoft Word 2. Microsoft EExcel 3. Microsoft PowerPoint 4. Microsoft Outlook 5. Microsoft Access 6. Microsoft OneNote 7. Microsoft Publisher A. MICROSOFT WORD: is a powerful word processing application that is part of the Microsoft Office suite. It is widely used for creating, editing, formatting, and sharing text documents. Microsoft Word is designed for word processing tasks. It allows users to create various types of documents such as letters, reports, essays, brochures, and resumes OVERVIEW OF MICROSOFT WORD 1. CLIPBOARD In Microsoft Word, the Clipboard Group is a crucial feature within the user interface, specifically located on the Home tab of the Ribbon. This group provides a set of tools that enhance user productivity by enabling efficient text and object manipulation. The Clipboard Group in Microsoft Word includes the following primary commands: Cut, Copy, Paste, Format Painter CUT: The Cut command removes the selected text or object from the document and places it on the clipboard. Users can cut text, images, tables, and other elements to move them to a different location within the document or to another document. Shortcut: Ctrl + X COPY: The Copy command duplicates the selected text or object and places the copy on the clipboard, without removing the original from the document. This command is used when the user needs to replicate content within the same document or across different documents. Shortcut: Ctrl + C PASTE: The Paste command inserts the most recent item from the clipboard into the document at the cursor’s position. Users can paste text, images, tables, and other objects that have been previously cut or copied. Shortcut: Ctrl + V Paste Options: Microsoft Word provides several paste options that appear as a drop-down menu when the Paste button is clicked or after using the shortcut Keep Source Formatting: Retains the formatting from the original content. Merge Formatting: Adapts the pasted content to match the formatting of the surrounding text. Keep Text Only: Pastes only the text, discarding any formatting or other elements.  Use Destination Theme: Adjusts the pasted content to match the theme of the destination document. Format Painter: The Format Painter allows users to copy formatting from one part of the document and apply it to another part. This tool is particularly useful for maintaining consistency in text formatting throughout the document. Steps to Use: Select the text or object with the desired formatting.Click the Format Painter button (a paintbrush icon).Highlight the text or object to which the formatting should be applied. 2. FONT Font: The Font Group in Microsoft Word is an essential set of tools located on the Home tab of the Ribbon, dedicated to text formatting and appearance. This group allows users to modify the font type, size, color, and various other attributes to enhance the document’s readability and aesthetics. Here’s an extensive explanation of the Font Group in Microsoft Word. The Font Group contains a variety of commands that affect the appearance of text within a document. These commands include: 1. Font Type 2. Font Size 3. Increase Font Size 4. Decrease Font Size 5. Bold 6. Italic 7. Underline 8. Strikethrough 9. Subscript 10. Superscript 11. Text Effects and Typography 12. Text Highlight Color 13. Font Color 14. Change Case 15. Clear All Formatting FONT TYPE: Allows users to change the typeface of selected text. Select the text to be formatted, then choose a font from the dropdown menu that lists all available fonts. Examples: Times New Roman, Arial, Calibri, etc. FONT SIZE: Adjusts the size of the selected text. Select the text, then choose a size from the dropdown menu or enter a specific value.Common Sizes: Sizes are usually in points (pt), e.g., 11pt, 12pt, 14pt, etc. INCREASE FONT SIZE: Incrementally increases the font size of the selected text. Click the Increase Font Size button to enlarge the text. Shortcut: Ctrl + Shift + > DECREASE FONT SIZE: Incrementally decreases the font size of the selected text. Click the Decrease Font Size button to reduce the text size. Shortcut: Ctrl + Shift + < BOLD: Makes the selected text bold, adding emphasis. Click the Bold button or use the shortcut to apply bold formatting. Shortcut: Ctrl + B ITALIC: Italicizes the selected text, often used for emphasis or to denote titles. Click the Italic button or use the shortcut to apply italic formatting. Shortcut: Ctrl + I UNDERLINE: Underlines the selected text. Click the Underline button or use the shortcut to apply underlining. Users can also choose different underline styles from the dropdown menu next to the Underline button. Shortcut: Ctrl + U STRIKETHROUGH: Draws a line through the middle of the selected text, often used to indicate deletion. Click the Strikethrough button to apply this formatting. SUBSCRIPT: Lowers the selected text below the baseline, commonly used in chemical formulas or mathematical notation. Click the Subscript button to apply this formatting. Shortcut: Ctrl + = SUPERSCRIPT: Raises the selected text above the baseline, commonly used in mathematical exponents or footnotes. Click the Superscript button to apply this formatting. Shortcut: Ctrl + Shift + = TEXT EFFECTS AND TYPOGRAPHY: Applies visual effects such as shadow, glow, reflection, and outline to the selected text. Click the Text Effects and Typography button to choose from various effects. Additional Features; Includes options for ligatures and stylistic sets for certain fonts. TEXT HIGHLIGHT COLOUR: Highlights the background of the selected text, similar to using a highlighter pen. Click the Text Highlight Color button and choose a color to apply. FONT COLOUR: Changes the color of the selected text. Click the Font Color button and choose a color from the palette. Select the text and choose the desired case from the Change Case dropdown menu. CHANGE CASE: Changes the case of the selected text.  - Sentence case: Capitalizes the first word of each sentence. - Lowercase: Converts all letters to lowercase. - Uppercase: Converts all letters to uppercase. - Capitalize Each Word: Capitalizes the first letter of each word. - Toggle Case: Switches each letter’s case to the opposite (upper to lower and vice versa). CLEAR ALL FORMATTING: Removes all formatting from the selected text, returning it to the default text style. Click the Clear All Formatting button to strip the text of any applied formatting. 3. PARAGRAPH The Paragraph Group in Microsoft Word is a collection of tools and features designed to control the layout, alignment, and spacing of text within a document. Located on the Home tab of the Ribbon, this group allows users to enhance the readability and visual appeal of their documents by adjusting paragraph formatting settings. The Paragraph Group includes the following primary commands and features: 1. Bullets 2. Numbering 3. Multilevel List 4. Decrease Indent 5. Increase Indent 6. Sort 7. Show/Hide ¶ (Paragraph Marks) 8. Align Text Left 9. Center Text 10. Align Text Right 11. Justify 12. Line and Paragraph Spacing 13. Shading 14. Borders BULLETS: Add bullet points to a list, making it easier to read and organize. Select the text to be formatted as a list and click the Bullets button. Users can choose from various bullet styles by clicking the dropdown arrow next to the Bullets button. NUMBERING: Adds numbers to a list, which is useful for ordered lists or steps in a sequence. Select the text to be formatted as a numbered list and click the Numbering button. Users can choose different numbering formats from the dropdown menu. MULTILEVEL LIST: Creates a hierarchical list with multiple levels, combining both bullets and numbering. Select the text and click the Multilevel List button. Users can define their own list styles or use predefined formats. DECREASE INDENT: Moves the selected paragraph or list item closer to the left margin. Click the Decrease Indent button to reduce the indentation level. Shortcut: Ctrl + Shift + M INCREASE INDENT: Moves the selected paragraph or list item farther from the left margin. Click the Increase Indent button to increase the indentation level. Shortcut: Ctrl + M SORT: Sorts selected text, numbers, or dates in ascending or descending order. Select the text to be sorted and click the Sort button. Users can choose sorting criteria and order in the Sort Text dialog box. SHOW/HIDE ¶ (PARAGRAPH MARKS): Toggles the visibility of formatting marks, such as paragraph breaks, spaces, and tabs. Click the Show/Hide ¶ button to display or hide formatting marks, which can be helpful for troubleshooting formatting issues. Shortcut: Ctrl + Shift + 8 ALIGN TEXT LEFT: Aligns the selected text to the left margin. Click the Align Text Left button to left-align the text. Shortcut: Ctrl + L CENTER TEXT: Centers the selected text between the left and right margins. Click the Center Text button to center-align the text. Shortcut: Ctrl + E ALIGN TEXT RIGHT: Aligns the selected text to the right margin. Click the Align Text Right button to right-align the text. Shortcut: Ctrl + R JUSTIFY: Distributes the text evenly between the left and right margins, creating a clean, block-like appearance. Click the Justify button to justify the text. Shortcut: Ctrl + J LINE AND PARAGRAPH SPACING: Adjusts the amount of space between lines of text and between paragraphs. Click the Line and Paragraph Spacing button to choose from various spacing options. Users can select predefined spacing or open the Line Spacing Options dialog box for more detailed settings. SHADING: Adds a background color to the selected text or paragraph, enhancing its visibility. Select the text or paragraph and click the Shading button. Users can choose a color from the dropdown palette. BORDERS: Adds borders around the selected text or paragraph, making it stand out. Select the text or paragraph and click the Borders button. Users can choose from various border styles, such as top, bottom, all sides, or custom borders.