Computer Studies Guide Year 8

Computer Studies SPN 21 Year 8

Pages

1. Computer Viruses 2

2. Information 7

3. Health Issues 14

4. Environmental Issues 21

5. Effect on Employment 24

6. Changes in Lifestyles 28

7. Computers at Home 34

8. Graphics : Microsoft Publisher 35

9. Spreadsheet : Microsoft Excel 50

10. Multimedia : Record Voice 63

11. Presentation : Microsoft Power Point 68

12. Movie Maker application package 82

Prepared By : Juliet Hoh (CDD) Page 1


1. Computer Viruses
Computer Virus is a tiny program intentionally created to destroy data or program.

Computer virus can be dangerous as they can cause loss of data or even cripple the system
unit. A virus is simply a program designed to cause harm to someone else's computer. A virus
spreads by duplicating and attaching itself to other files. The extent of the damage depends on
the virus. There are tens of thousands of viruses.

Some virus damage is insignificant but inconvenient. Some virus damage is disastrous, putting
the computer system out of action by crashing memory, erasing files or corrupting data. Here
is a list of a few common computer viruses :

- I LoveYou, Melissa, APEC,
- Italian (Ping Pong),
- Stones, Datacrime,
- Entity, Michealangelo and etc.

The virus is made up of TWO parts:

1. The infector - Is part on a virus program (usually the top part) which copies the whole virus
from an infected computer into a disk or into another computer through a network.

2. The detonator - Is also part on a virus program (usually the bottom part) which will perform
the intended nasty work.

Several typical effects of detonators are:

1. The system cannot be booted

2. Funny messages appear on the screen

3. Characters falling to the bottom of the screen

4. Part of or all the data on the disk is deleted

5. Files are renamed so user cannot recall them

6. System performance is slow

7. Hardware malfunction

8. System hang-up

9. RAM memory size become smaller even there isn’t a lot of programs.



For Example, it is estimated that the My Doom
worm infected a quarter-million computers in a single day in January 2004.

What is the difference between the WORM and the VIRUS ?

The worm does not alter programs or data. It simply reproduces it self rapidly,
using up all available storage space. This leaves no space for you to store new programs or
data. This can lead to system slowdown or total system failure.

Where as the virus alter programs and do the intended nasty things.

• Computer virus
• A program that can reproduce itself
• Usually can cause great harm to files or other programs on the same computer

• Computer worm
• A type of virus
• Reproduces itself
• Spreads from one computer to the next over a network



1. How do you catch a virus?
2. How can they be prevented?
3. The Computer Misuse Act
4. Glossary

1. How do you catch a virus?

Viruses are written by malicious programmers who wish to cause problems to other computer
users. The primary source of infection these days are e-mail attachments followed by illegal
software and infected files from the Internet. Also, by putting an infected floppy disk into your
computer - the virus can automatically copy itself from the infected disk into your computer

If you have up to date anti virus software installed this will immediately warn you of any infection.
If not, there is usually no evidence of the virus and the user is not usually aware of it until
something goes wrong.Other ways that virus can enter your computer are through:

- The network system

- The pirated software(game)

2. How can they be prevented?

1. Cold boot the system.

2. Do not boot the system with a floppy disk in the drives.

· 3. Do not allow unauthorized people to use your computer.

· 4. Do not use pirated software.

· 5. Do not share software with unknown sources. (Avoid sharing your data files
and software with someone else)

6. Do not copy software or data from unknown sources.

7. Keep the write protection tab on the floppies while reading data from it.

8. Back up your system frequently.

9. Use an antidote software to identify (whether your disk if free from virus or not) and remove
the viruses on disks.

10. Consult your teacher or your parents before using any new software.

11. Do not download software from the Internet. It may be infected with viruses.


To keep out virus
• Install anti-virus software
• Keep the antivirus software updated
• Not allowing other users to use their own floppy disks on your system
• Not allowing users to take the company's disks home to use on their own PC
• Only downloading files from reputable Internet sites
• Write-protecting disks
• Avoiding software from unreliable sources
• Backing up data regularly

An antidote software is a program that can detect various known viruses and then completely
remove them from the system or disk.

It can inspect computer files and e-mail attachments for viruses and remove or quarantine any
which are found.

Example : PC Cillin, Norton Anti-virus, Dr. Solomon anti-virus, MASV (for Dos), MWAV (for
Windows), CPAV and etc.

3. The Computer Misuse Act

The Computer Misuse Act (1990) made three new offences:

1. accessing computer material without permission e.g. looking at someone else's files
2. accessing computer material without permission with intent to commit further criminal
offences e.g. hacking into the bank's computer and increasing the amount in your
account
3. altering computer material without permission e.g. writing a virus to destroy someone
else's data

Writing a virus or deliberately spreading one is illegal.

Dangers of the Internet
• Trojan Horse
• A program
• Disguised as a useful piece of software
• But secretly performs other undesirable functions

Trojan Horses mainly have 2 types of functions :
• Spyware functions
• Spy on your information
• Backdoor functions
• Makes your computer to be remotely controlled

A Trojan Horse does not spread itself like a virus. But newer Trojans can infect other computers
and launch attacks against other computers.



4. Glossary

anti-virus software

Can inspect computer files and e-mail attachments for viruses and remove or quarantine any
which are found.

corrupted data
Data that has been damaged in some way.

crash
A serious computer program failure. The computer itself stops working or a program aborts
unexpectedly.

erasing files
The deletion of files stored on a computer.

program
An organised list of instructions that, when executed, causes the computer to behave in a
predetermined manner.

The Computer Misuse Act (1990)

This act states that it is illegal to obtain unauthorised access to any computer or to modify its
contents.

virus
A virus is programming code which spreads from computer to computer causing damage to the
files stored on the computer. Virus software tries to spread by duplicating and attaching itself to
other files.



2. Information
Objectives
1. State some uses of computers in supermarkets, such as inventory control and checking
out products with the use of barcodes and scanners
2. State that barcodes are used to identify products in the supermarket
3. State some benefits of using computers in the supermarket

1. The Increasing Popularity of Computers
• Computers are popular because they perform tasks efficiently
• Example, use computers to collect bus fares instead of bus conductors

2. Running a Supermarket Using Computers

In running a supermarket or a retail business, the business owner must keep track of two
areas:

1. Inventory control 2. Accounts
Inventory or stock refers to the goods in the Keeping accounts involves the tracking of
shop. Inventory control is important because it money that flows in and out of the shop.
– tells when to place a new order, When goods are delivered to the shop,
- tells if there is too much stock of certain money flows out to pay the suppliers. When
goods, and goods are sold, money flows in from
- helps in managing perishable goods (eg. customers.
Fruits and vegetables)

Running a Supermarket the Traditional Way

3.2 Running a Supermarket



Running a Supermarket Using Computers

3. The Journey of a Product in a Modern Supermarket



• Point-of-Sale (POS) Terminal
• Special-purpose computer
• Located at cashier’s counter

Each POS is connected via LAN to the
Branch computer in the supermarket office.

4. About Barcodes
• Each product as an identifying code number

• Bar codes
– Tag an identifying code number to each product
– Sets of black lines and white spaces
– Printed on packaging or labels
• European Article Number (EAN)
– Popular barcode standard
– EAN-13 has 13 digits
– EAN-8 has 8 digits
• Used for small items



• Direction of scanning does not matter
•



5. Barcodes at the POS

• Other notes on POS
• Electronic balances are used to price items sold by weight
• The balances are linked to the branch computer
• Printer can print other information on top of the items bought on the receipt
• Name of supermarket
• Date
• Amount
• Payment mode
• Payment by EFT is possible
• Also known as NETS in Singapore

5. Advantages of Using Computers in a Supermarket

1. Ease of pricing
• Central computer sends product information to POS terminal based on barcode

2. Variety of features
• Special offers can be easily implemented
• Central computer keeps track of items on special offer and adjusts prices
accordingly

3. Less warehouse space required
Just-In-Time (JIT) stock control
1. Saves warehouse costs because businesses only stock up goods
when needed
2. Disadvantages
1. Stock may run out if delay in delivery
2. Demands can change quickly
3. JIT computer system is expensive



4. Customer profiling
• Track customers’ preferences
• Membership/ loyalty schemes

5. Computers to control equipment
• Monitor freezer temperature

Computers are used to monitor freezer temperature. Freezers and display seafood, fresh meat,
dairy products and frozen goods. Large freezers in the warehouse have to keep within a certain
temperature range.

Summary of advantages



- Useful information is very important for many business and government departments for
decision making.

- It should be up-to-date and a proper one

- Gather and analyse such information quickly and accurately

Examples:

Information on: Who needs it ?

Sales and purchasing S- cashiers, sales supervisor, accountants and customers
matters
P - Suppliers, Purchasing officers and warehouse staff

Registration on identity Immigration Department
card

Fire tragedies due to Fire Brigade
draught
Summary

1. To run a supermarket or a retail business, the business owner must keep track of the
inventory and accounts. Keeping track of these is more efficient with computers than
without computers.

2. Computers are used to regulate the temperature of equipment such as freezers.

3. A point-of-sale (POS) terminal is located at the cashier’s counter of modern supermarkets
and retail shops.

4. A typical POS terminal has a barcode scanner, a credit/debit card reader, a printer, a
digital display, etc.

5. POS terminals are linked to the branch computer in the supermarket’s back office.
Branch computers are linked to a central computer at headquarters.

6. Barcodes are vertical-line patterns found on labels of things we buy. Many barcodes
adopt the EAN (European Article Number).

7. How a POS system works:

8. Because of the JIT stock control, the supermarket does not need a lot of warehouse
space, and can keep its business cost low.



3. Health Issues
1. Introduction

There are various health problems associated with the regular use of computers, such as stress,
eyestrain and injuries to the wrists, neck and back. Employers must take steps to protect
employees whose work involves the regular use of computers.

Health problems

Most computer users may suffer from these health problems below:

1. Wrist or hand injury due to long periods of typing and clicking

2. Backaches due to wrong sitting posture

3. The effects of harmful radiation from the computer screen- irritated

4. Eye strain is also a common problem.

5. Repetitive strain injuries (RSI) due to friction damage in the tissues especially in the elbow,
the wrist or the shoulder.

Some scientist believe that several PRECAUTIONS can be practiced:

Use anti-glare screen filter on the high-resolution monitor’s screen.
Sit on a proper computer chair and table for a right posture.
Use ergonomically designed keyboard or mouse device.
Use well-glared curtains in the computer room.
Get the keyboard at a proper height – position your wrist comfortably.
Get your eyes tested regularly.
Have a 5 minutes breaks between an hour work on the computer.

Take break every hours or so walk around.
Go for regular exercises after work.
Avoid holding the same posture for prolonged periods. Try changing positions even while

sitting in front of a computer.
Do not play computer games for long periods of time. Many people injure their wrist while

playing computer games.
Avoid unnecessary computer works.



2. Eye Strain

Eyes can become strained after staring at a computer screen for a long time, particularly if
working in bad light, in glare or with a flickering screen. Fortunately, eyestrain is usually a
temporary problem.

Symptoms include:

• Burning or itching eyes
• Blurring or double vision
• Headache
• Nausea
• Fatigue

Solutions:

• Use monitors which don't flicker
• Have blinds at the windows so that the sun doesn't shine directly on the screen
• Use suitable lights that disperse light evenly and don't shine on the screen
• Use a screen filter
• Keep your eyes at least 18 inches from the screen
• Regularly look away from the screen and focus on something in the distance
• Take regularly breaks - at least 5 minutes break every hour
• Have regular eye tests and wear glasses if prescribed

Lighting must be suitable and blinds fitted to windows to reduce glare

3. Back Pain

Many computer users suffer serious back problems. This is probably due to a poor posture or
an awkward position while sitting at a computer. Some of the things that people can do to help
avoid back pain are:

- Use a fully adjustable chair. The height of the chair and the seat position should be easy to
change.

- Use footrests so that the legs are kept at a more natural angle

- Use a monitor which is adjustable. Position it so that the neck doesn't have to bend

- Take regular breaks and walk about.

- Sit with the back straight and the head up, don't slouch



4. Repetitive Strain Injury (RSI)

Repetitive Strain Injury (RSI) is damage to the fingers, wrists and other parts of the body due to
repeated movements over a long period of time.

Symptoms:

In the arms and hands:

• Aching, pain in arms/wrists even after rest, weakness
• Swelling, tenderness, numbness
• pins and needles or burning sensation

In the shoulders and neck: stiffness , aching.

Causes:

• Typing or using the mouse for long periods of time
• Using too much force on your fingers when typing
• Using a poorly designed keyboard
• Workstation or chair is the wrong height so arms are in an unnatural position

Solution

• Ensure workstation and chair are the correct height
• Support wrists by using wrist rests
• Keep elbows close to your sides
• Five minute break from typing at least every hour



5. Ozone irritation

Health experts have suggested that ozone emitted from laser printers can lead to breathing
problems.

Solution

It is recommended that laser printers should be situated at least one metre away from where
people are sitting and there should be good ventilation in the area.

6. Stress

Stress brought on through the use of computers is one of the major causes of work related
illness. There are many different reasons why people become stressed at work. However, here
is a list of some of the major causes brought about by the use of computers:

- Many people are afraid of computers, they don't understand them and feel they will look stupid
if they admit that they don't know how to operate one.

- People worry that a computer will be able to replace them and they might lose their jobs.

- Things change so fast in the world of computing that it can be very stressful just trying to keep
up to date with new ideas, techniques and equipment, especially for older people.

- It is getting increasingly hard to separate work and home life. People can be contacted easily
by their bosses or clients. E-mail, the Internet and mobile phones mean that people continue to
work even after they have left the office.

- The amount of information that ICT systems can produce is often far too much for anyone to
take in. This results in 'information overload' and people end up feeling they can't cope and
become stressed.

- Workers can be monitored using ICT systems. Call centre staff are monitored to make sure
that they don't spend too long on any one call. The number of products that a check-out person
scans during a minute are counted. This feeling of being constantly 'watched' can be very
stressful.



7. Safety issues

The workplace can be a dangerous place. Some precautions which can be taken to reduce the
risk of accidents are:

• Ensure there are no trailing wires across or around the room which people could trip on
• Electrical sockets should not be overloaded
• Electrical equipment should be safety tested at least once a year
• There should be adequate space around desks for people to move
• Bags and obstacles should be stored out of the way so that people can't trip over them
• Food and drink should not be placed near a machine
• Heating and ventilation should be suitable for the working environment
• Work desks should be strong enough to support computers and equipment
• Staff should follow the safety regulations
• Fire extinguishers should be available, including specialist ones to deal with electrical
fires.
• Fire exits should be clearly marked and free from clutter

8. Employer obligations
Laws have been passed to ensure that employers provide a safe working environment for anyone
who works with computers. This is called the 'Health and Safety at Work Act (1974).

The law states that an employer must:

• provide tiltable screens
• provide anti-glare screen filters
• provide adjustable chairs
• provide foot supports
• make sure lighting is suitable
• make sure there is sufficient space for people to work
• train employees how to use work stations correctly
• ensure employees have sufficient breaks
• pay for regular eye sight tests for anyone who needs prescription glasses in order to use
the computer.
NOTE: These regulations only apply to offices and not to students in schools.



9. Ergonomics

This is the science concerned with designing safe and comfortable machines for use by people.

This includes furniture design and the design of peripherals that you need to use, such as
mouse and keyboard. Have a look at these top tips to ensure that you work safely and
comfortably:

1. The right lighting can reduce eyestrain, neck strain and headaches. Sunlight is the best light,
but make sure it doesn't create glare on your computer screen.

2. The proper desk will let you find the perfect working position. It should be deep enough to
support your arms when you work at the computer.

3. Place your computer screen at eye-level or just below. For optimal comfort, set it about 45 cm
(18 in.) from your face.

4. Sit up straight in your chair. Keep your feet flat on the floor and your knees slightly lower than
your thighs.

5. Choose an office task chair that lets you tilt forward to reach objects in front of you and
backward to stretch your arms when you're tired.

6. When you type, hold your fingers, wrists and lower arms in a straight line from your keyboard.

7. Keep equipment that you use a lot, like your telephone and computer keyboard, within a
distance of about 75 cm (30 in.) when you're sitting at your desk. Keep other storage and
equipment farther away. This encourages you to change working positions during the day.



There are various health problems associated with the regular use of computers, and because
of this employers must be aware of the regulations surrounding computer health and safety.

1.Employer regulations

2.General working environment

3.Possible dangers and solutions

1. Employer regulations

The law states that an employer must:

• Provide tiltable screens
• Provide anti-glare screen filters
• Provide adjustable chairs
• Provide foot supports
• Make sure lighting is suitable
• Make sure workstations are not cramped
• Plan work at a computer so that there are frequent breaks
• Pay for appropriate eye and eyesight tests by an optician

2. General working environment

Don't forget that rules for all electrical appliances apply in a computer room. This means:

• There should be no trailing wires
• Food and drink should not be placed near a machine
• Electrical sockets must not be overloaded
• There must be adequate space around the machine
• Heating and ventilation must be suitable
• Lighting must be suitable with no glare or reflections
• Benches must be strong enough to support the computers.

3. Possible dangers and solutions

Within Information Technology it is important that people have an awareness of the various
health and safety issues. Steps should also be taken towards preventing common problems
rather than trying to cure them at a later date.



4. Environmental Issues
How computers can be hazardous to us?

a. Electronic Interference

b. Pollution problems cause by misuse of computer technology equipment.

c. Health problem may recur if there is no caution taken into consideration

a. Electronic Interference

When devices are put close together they may interfere with each other; in a way that one of the
device might not functioning very well. Examples :

Electronic may conflict with the navigational systems on the computer during take off and
landing. An aeroplane might crashed due to its landing system failure.

A walkie-talkie disturbs television reception.
Mobile phone interfering with hospital equipments or an aeroplane.

A patient might die due to a malfunction in its medical equipment.

Mobile phone cannot be used in hospital because it causes conflict. (Electronic powerline)

b. Pollution problems

Computers have shorter life compared to many other electronic systems. We should raise
public consciousness about protecting our environment through this 4R:

Reduce Minimize the use of costly resources

Recycle Recycle paper, disks, batteries, cartridges, etc

Reuse Avoid using disposable items. Consider reusable things like mugs, glasses, dishes, cloth
towels, etc.

Repair Do not simply throw away computers or peripherals with minor problems. Try to get
them repaired.

Recycling means using the used materials again in one way or another.

A lot of computer parts can be recycled like microchips, keyboard, cables and so on.

So, use the computers as a significant source of efficient work in life and not as a source of
environmental pollution on earth.


Computers are considered to be unfriendly to our environment :

A lot of raw materials used to make computer are thrown away once they are worn out.

And a lot of valuable resources are wasted.
A lot of toxic (poisonous) waste is produced when electronic parts of computers are
made.
Batteries and cartridges contain toxic chemical that can poison your water and soil
habitat.
Computers use up a lot of paper. More paper means more tree being cut down

– so it is better to recycle these paper as to limit the use of the earth’s resources which
is already reduced in numbers.
The use of chlorofluorocarbons (CFCs). This stuff can be found in the computer
cleaning kit sprays. CFSs also found in aerosol sprays and refrigerators, it destroys the
Ozone layers.

Without Ozone layer, the harmful ultraviolet radiation from the sun can pass through and may
cause skin cancer in human and stops plants from growing.



The Environmental Impact of Computers
• A lot of materials are needed to manufacture a computer
• 1. Fossil fuel
• More than 240 kg of fossil fuels (to make one desktop computer)
• Implications
• Fossil fuels are finite resources and may run out soon
• Use of fossil fuels has been associated with climatic changes
• 2. Materials
• Large amount of
• Chemicals (22 kg)
• Water (1,500 kg)
• Implications
• Some chemicals are toxic
• Water is scarce
• 3. Short Lifetime
• Contributes to e-wastes
• When computers are dumped
• Chemicals in computers leach into the environment
• Contaminate water supplies

What Can be Done?
• Recycling
• Reuse computers instead of discarding it
• Incentives to encourage recycling
• Extending computer lifespan
• Design of computer to allow replacement of damaged parts or upgrade

Summary

1. Computers are used in banks such as cash dispensing (ATM), cheque processing,
management of customers’ accounts and online banking.

2. A PIN (personal identification number) is used as a security measure when using a bank
card or a smart card.

3. Beware of being tricked into disclosing your PIN by phishing websites and fraudulent e-
mails. Without your knowledge, spyware and Trojans may also send your PIN to
someone.

4. Some precautions in safeguarding your PIN include changing your password regularly
and using anti-spyware software.

5. Our society is progressing toward a cashless society. Examples of cashless transactions
are EFT at POS terminals, e-accounts and e-commerce.

6. The short lifetime of computers leads to rapid accumulation of e-waste. This can cause
land and water pollution. Recycling is a way to reduce the rate of production of e-waste.



5. Effect on Employment
Social Impact

refers to the effect on cultural practices, rules of behaviour, doing business, and work-related
activities.

a. Effect on employment

What actually the changes that you can see the way people do their job or learn elsewhere
nowadays?

1. More efficient businesses – managers can better track their employees and inventories;

make better-informed decisions in order to remain competitive.
2. More efficient manufacturing – products are processed or manufactured automatically

And we pay less as labour cost is reduced.
3. People are brought close together – people are more exposed to the cultures, life styles

And values of others through electronic news gathering and dispatching.
4. More varied entertainment and recreation.

5. Wider range of educational tools – computers have become a powerful motivating and

learning tool. Various disciplines and areas of interest can be learned at one’s place and

leisure.
6. Wider range of educational tools – computers have become a powerful motivating and

learning tool. Various disciplines and areas of interest can be learned at one’s place

and leisure.
7. Convenience – cash can be deposited and withdrawn anywhere and at any time we

find convenient. Cashless transactions guarantees security.

The main changes occur is mostly due to the advance growth in computer technology.

Many manual jobs can be done better and more efficiently by a computer. And productivity is
also increasing and a small cost of time. Unfortunately, many people see computers as a threat
to their jobs.



People who lose their jobs because of computers due to:

Lack in computer literate
Less educated in computer knowledge
Prefer re-employment
Lack in basic education or interest in modern technology
Some prefer to look for other jobs

Thus a large section on society may become victims of computerization if they are not well-
prepared to cope with it.

b. Reliance on computers

Due to the diversity in computer usage, many developed countries are unable to do work
without computers. Once computer system broke down, none of these operations can be done
efficiently:

Areas rely on computer Problem arise when system failure

Shopping Long queue at the pay cash points

Banking Long queue at the bank-teller

Educating children Theory matter would be useless

Controlling traffic lights Traffic jams, accidents

The people who all depend on these systems could become its victim. Such failure can be very
inconvenient and may cause serious destruction.

Computers have transformed the way we work. Very few jobs are not directly or indirectly
affected by computer technology.

New jobs
Information Technology has brought about an entire new industry. Many thousands of people
now make their living directly in the IT world. : Programmers, System managers, Technicians,
Consultants, Data processing staff, System analysts, network designers, network managers,
web designers, technical authors and etc.

Every week thousands of computer-related job are advertised. There are never enough people
with the right skills to satisfy the demand.

New industries have been created as a result of computer technology. For example :
• Mobile telephones would not be possible without the databases which keep track of
where users are.
• Automatic Teller Machine (ATMs – cash machine) rely on on-line checks to validate
requests.
• Many companies have arisen because of the Internet.


Old jobs
Many traditional jobs have disappeared. There is less demand for manual labour. Many old
skills are not needed any more.

The typesetters who used to set out newspapers were skilled and highly paid, but this process
has been replaced by Desktop Publishing. This allows much faster typesetting and transmission
of copy between offices.

Some factory workers have been replaced by robots. Production line robots are more accurate
than humans, do not take breaks or go on strike and are consistent in their quality of work, but
have caused people to lose their jobs.

Changed jobs
Most jobs have altered as result of computers.
• Secretaries use office software.
• Shop assistants scan bar codes,
• Doctors keep computer records and use diagnostic techniques such as CAT scans
(Computerised Axial Tomography), which use computers to build up an image of the
someone’s body without the dangers of X-rays.
• Police use databases to track criminals and check on drivers and cars.
• Engineers use CAD (Computer-Aided Design) to design constructions and to perform
simulations.
• Civil servants use models to predict economic changes.
• Parish priests and vicars use DTP to produce weekly newsletters.

Training and job mobility
Computer-related work changes very rapidly. IT skills get out of date very quickly. Few people
expect to have jobs for life. It is important to be flexible and quick to learn.

People in the IT industry move job frequently. This adds to skills shortages because firms have
to regularly train newcomers. Training is expensive. Films that do not invest in training often lose
staff to those that do. Training is itself big business. Training often costs more than the computer
system that it is designed to support.

Homemaking
Computers and computer communications have made working from home a possibility. This is
sometimes called teleworking.

Advantages of teleworking
• Less travel – this reduces the environmental costs of commuting and the personal stress
and loss of time caused by a daily trip to work.
• Working hours to suit the individual – if it is convenient to work in the evening, this is
possible. Family life can be fitted in better.
• There is no need to live near the work place. Teleworking can be done as well on a
Scottish croft as in the middle of London.
• Savings on expensive office space.



Disadvantages of teleworking
• Less social contact.
• A suitable room has to be found at home.
• Likelihood of interruptions from family.

Some effects of the development of IT have given people cause for concern.

Computerisation of retail

Computerisation is changing the way we shop in a number of ways...

• Computerised stock control means shops can accurately predict demand. Ordering of
stock is automatic.
• IT supports the growth of big stores but every business has access to the same
technology, and so they all have the same opportunity to grow.
• Points cards (or loyalty cards) offer regular customers discounts and this puts smaller
shops under threat.
• These cards enable the stores to build huge databases of customer preferences. Their
personal details can be used in direct mail-shots for marketing goods.
• Internet and digital TV shopping means we can shop without leaving home.

The growth of large stores and Internet shopping has inevitably affected small shops:

• More small shops may go out of business.
• Local town centres are threatened by the closure of small shops.

Other concerns

Other concerns about the development of IT are:

• The 'haves' and the 'have-nots'. IT skills are now seen as vital in the employment
market. Those with such skills can get on while those without might not get a job. This is
creating a divided society - those with IT skills and those without.

• Dependence on IT. What happens if a computer breaks down? We are now so
dependent on IT for our lifestyles that we cannot survive without them. Businesses often
go bankrupt if their computer system fails. To avoid this they may have to have one or
even two back-up computer systems.

• Viruses. Computer systems can break down when viruses corrupt data.

• Health and safety issues. Computers can be bad for our eyes, our backs, our wrists and
our fingers.



6. Changes in Lifestyles
The future generations would be able to use computer-readable identity cards to pay for
services, where they would not need to handle money in the physical form of notes and coins –
such a society is called a cashless society.

A Cashless Society
• Increased use of computers has accelerated the move towards a cashless society
• No physical cash used
• Many bills can now be paid without cash
• Increases the efficiency of the economy

Why electronic transactions are popular
• Cost savings
• Convenience
• Reduction in robbery
• Increase in tax collection

Forms of Non-cash Payments
1. Credit and Debit cards
Debit card Credit card

2. Prepayment cards
• Pay first
• Value stored on magnetic, electronic or optical media
• Value drawn down when you spend

3. ATMs
• Allow you to pay bills

4. Smart Cards
• Works like prepayment cards
• Makes use of embedded microchip
• More secure
• Can perform other functions

5. E-commerce (Electronic commerce)
• Business transactions carried out over the Internet electronically
• Parties involved: suppliers, distributors, banks and customers
• Example: e-shop



Barriers to Achieving the Cashless Society

• Economic Hurdles
• Cost of equipment, skilled manpower and maintenance not low. (Electronic
transactions cost money to maintain. POS terminals are not cheap.)

• Consumer Resistance
• Some simply prefer physical cash
• No net advantage in cashless payments
• Consumers made to pay more for cashless payments
•
• Privacy Concerns
• Electronic transactions leave behind a trail that others may exploit to your disadvantage

• Counterfeits
• Not easy to counterfeit physical money. (Electronic money is made up of
electronic signals, easier to counterfeit)

Futures home computing are almost limitless; Available home services are as follows:
1. Tele shopping means the wide area network will allow the home user to scan through
supermarket products and order goods by using a home computer.

Advantages of tele-shopping:

• We don't have to go to supermarket.
• Shopping can be done by home PC.
• Customer can select the products using a PC, & pay them using a credit card.

2. Tele banking means the home users will be able to transfer money from one account to
another; users will be able to pay electricity, water and telephone bills using a house computer.

Advantages of tele-banking:

We don't have to go to the bank.
It saves petrol.
We will be able to transfer from 1 account to another.
Pay bills and check statements including transaction summaries.
Manage your account even from abroad or late at night.


3. Tele-officing means people may not need to travel to offices, as they are able to operate
their work from home. One can communicate with another who works in the same company.

Advantages of tele-officing:

People can enjoy the comfort of their homes
Traffic congestion can be reduced
Petrol or car fuel can be saved

4. Tele-conferencing is an ‘electronic meeting’ conducted among people at separate places
through computer networks. This service raises interest amongst businessman all around the
world.

Advantages of tele-conferencing:

We don't have to meet each other.
Traffic jam can be reduced.
A lot of energy can be save.

5. Tele-text: an additional service that uses computer and the home television to display
information or latest world news about shopping, travel, education and entertainment at home.
This service has another name for ‘electronic newspapers’.

The computer data are converted to TV signals and then broadcast to homes. Home users can
select the information on TV screen. Just the way he reads a newspaper.

Other computing services:

Smart cards

It looks like an ATM card; it can be used for a lot of services. It contains a microchip. The card is
a multi-purpose databank which stores your personal biodata, medical history, account banks.
Once it is in used, the information inside it can be updated or transfer on any terminal. It may
even replace your passport too.

Voice-controlled machines

These services will help the handicapped people enjoy comfortable and useful life in a
computerized society.

Robots: the invention of domestic robots may assist the handicapped people to perform
rewarding jobs and in their daily life routine.

The blind people can get help from voice synthesizers and deaf people can enjoy sounds with
the aid of microchip-based hearing-aids.



Qn: What good about living in the future of computerized society ?

More human activities involve use of computers, those exciting new computer application
provide us with: A life of richness; Security; Convenience; Efficiency and accuracy; and Low
cost with high productivity in less time.

Any limitation on the computer society ? Probably:

Increase demand for educated people having skills in information technology. Future generation
must be proficient in IT in order to be successful. It is doubtful that we will go completely
cashless. We will still need cash, especially when we need:

- To tip a taxi driver or a porter. - To pay for a parking ticket

- To give donation - To pay a few pieces of sweets or chocolates

- To pay before using the public toilets.

Many aspects of our lives are affected by IT such as in home life, leisure, shopping,
banking and work.

1. Home and leisure
2. Points cards
3. Electronic money and electronic commerce
4. Home banking
5. Internet shopping

1. Home and leisure

Many of the machines we take for granted at home are controlled by microprocessors. These
include: microwave ovens; washing machines; dishwashers; and etc.

Entertainment

Many of the things we do in our leisure time are increasingly dependent on information
technology. These include: watching digital or satellite TV; watching videos and DVDs; playing
computer games; listening to music on CD/MP3 players; & surfing the Internet.

Online booking

Online bookings are growing as fast as online shopping. Theatre, cinemas, concerts, air tickets,
train tickets, hotels and package holidays are all available on the World Wide Web, often at
cheaper prices than buying them from high street shops. Bookings can be made across the
world by Internet connection. The advantages are:-

• Bookings can be done out of office hours.
• A person can choose exactly which ticket they want from many available. Payment and
confirmation can be done immediately.



2. Points cards

A points card is given to customers to reward them for regular shopping at a particular shop.
Points card schemes encourage customer loyalty. Points awarded are usually worth about 1p
for every pound spent. It is a way of trying to stop people going to the competition down the road.
Points card schemes are a way of collecting personal data, as they are dependant on computer
systems which keep a file on each customer and identify them with a card number, storing the
information in a large database.

How do they work?

Swiping a points card is an example of data capture. With most points cards the customers
have to give their personal data in exchange for the card which has a unique number. Every
time the customer visits the shop the card is "swiped" to read the number so the customer can
be identified and points added to their name. Points cards provide companies with information
about spending.

3. Electronic money and electronic commerce

Electronic money

Most workers now have their wages paid into their bank account electronically - the money is
transferred directly into their account from their employer. Being paid in cash is now rare. We
don't use cash to pay for goods and services as often as we used to because there are now
many electronic methods of payment, for example: direct debit, standing order, debit cards,
smart cards, using Internet bank accounts

Electronic Commerce

is the name given to selling and buying things using the Internet. It is important because:-

• Many people now have Internet connections.
• Setting up a company website and doing business through it can be a lot more cost
effective than using purely traditional shops.
• Companies can have a national or even international customer "reach" with a website.
• Information about goods and services for sale can be put on the World Wide Web.
• People can find exactly what they need without hunting round shops or phoning around.
• Online catalogues can offer more detail than can be found from a shop assistant.
• Online catalogues can be examined at leisure rather than in a hurry at a shop.
• People do not leave their homes to shop using E-Commerce.
• The costs of delivery of goods are low and many carriers are available.

There are some disadvantages of e-commerce for the customer

• No human interaction
• Returning goods can be inconvenient and/or expensive
• There is a risk of fraud - goods may not arrive or be late
• A substitute product may be sent if your requested product is out of stock



4. Home banking

Done 24 hours a day using a computer and Internet connection. Services offered include:

• You can pay your bills from the comfort of your home or the workplace.
• It is possible to transfer money immediately to high interest accounts.
• You can check balances and daily transactions on line.
• It is possible to set up direct debits and order stationery on line.

Benefits to the customer include:

• All services are from the comfort of your home or workplace(24hrs a day,365days a year)
• Higher interest rates are available to Internet bankers.
• It is easy to shop around on line for the best interest rates and switch funds automatically.

Concerns include:

• Small branches are closing or having opening hours reduced.
• Reductions in staffing at the major banks.
• The move towards banking from your PC, digital TV or mobile phone will only increase
these concerns.

5. Internet shopping

Most websites are set up to do this work by :- having an online catalogue which you can browse;
letting you add items to virtual basket; sending you to a virtual checkout and arranging delivery.

The benefits of home shopping to the customer include:

• You can avoid queues, save time and shop from the comfort of your own home.
• You do not have to travel into city centres or pay for car parking costs.
• You can shop around for the best prices and shop abroad for cheaper goods.
• It can offer the customer a wider range of shopping(24 hours a day all year round)

The possible drawbacks of home shopping include:

• Security worries about payment by credit card over the Internet.
• You do not get to see the goods before purchase.
• You may worry that the goods will never arrive!
• There may be concerns over retailers collecting details about the buying habits of customers.

Benefits to the company include:

• It opens the market to customers nationally and internationally.
• It enables smaller companies to compete with larger companies.
• There may be a possible reduction in staffing and/or shopping outlets, thereby reducing
costs. Lastly, you can offer 24 hour shopping at minimum cost.



7. Computers at Home
Computer entertainment involves
• Games
• Simple arcade games
• Complex simulation games
• Music
• Digital videos

The Home of the Future
• Many household appliances are controlled by embedded microprocessors
• Special-purpose computers
• Designed to do specific kinds of work

• Windows XP Media Centre
• Microsoft’s aim to make computers an integrated part of homes
• Offerings
• Home entertainment : Movies, music, games
• Personal productivity : Homework, project work
• Creativity : Editing your digital photos, slideshows

• Media Centre PCs
• Computers
• Powered by Windows XP Media Centre
• Enhanced for home entertainment
• Become digital media hubs

• Windows XP Media Centre
• Digital media hubs centralises all your entertainment choices
• Easy accessibility



8. Graphics : Microsoft Publisher
Microsoft Publisher is a program that allows you to create professional quality
newsletters, brochures, flyers, postcards, calendars, award certificates and so
on.

To load the Microsoft Publisher program, Double click on the Publisher
2003 icon on the main Windows screen, or click-on Start in the lower left
corner of the screen, then click-on Programs, and then click on Microsoft
Publisher.

You are now on the ‘Microsoft Office Publisher 2003’ program



On the left side of the screen you will see the New
Publication Task Pane (like the image on the right).
We’ll use the Publications from Print area to initially
begin each publication.

Move your cursor over Publications to Print and
click-the left mouse button.

Your Task Pane will
change to look like
the image on the
left. We’ll use the
New from a design
Task Pane to create
each publication.

1. Using the Microsoft Publisher New
from a design list
Click-on Flyers in the New from a design list. On the right side of the screen you will now
see Flyer template design styles for a number of different Flyers (Accent Box, Arcs, etc.).

Elevator Bar


Use the “elevator bar” on the right side of the Flyers area to move up and down to see the
various Flyer design templates. Also notice that as you come to a new style that it will be
highlighted in gray in the Start from a design list under Flyers.

Next, click-on Brochures in the New from a design portion
of the New Publication Task Pane. Notice, when you click, a
number of different types of brochures appear below the
brochure selection (Informational, Price List, Event, etc). Use
the elevator bar on the right of the Brochures area, which
now appears, to view the various types of brochures.

When you have viewed brochures, to your satisfaction, click-
on Newsletters in the Start from a design portion of the Task
Pane as you did for Brochures and Flyers. Notice again, there
are several different types of Newsletters. Use the elevator
bar on the right of Newsletters to move down the various
Newsletter styles.

Now, proceed down the New from a design list and click-on any of the publications in which
you are interested – Postcards, Business Cards, Calendars, Award Certificates, Paper
Airplanes – whatever you want to look at.

2. Creating a Flyer
Flyer is the easiest publication on which to begin. So, click on the Flyer category under New
from a design (on the left of the screen). Your screen should look like the one below.



We’ll use the “Arcs” style for all our publications. It is the one above on the right (arrow).
Point to the Arcs Informational Flyer with your mouse and click-on it. It will appear, when
you click-on Arcs Informational Flyer, that it is “highlighted by a blue border around the
selection (like the one above)”. This indicates that you have selected this flyer.

If this is the first time that you have used Publisher 2003, a Microsoft Publisher
information screen may appear – like the one below. Click-on OK.

If this screen appears, click OK, and the below Personal Information
screen will appear. If you do not see the image above, click-on
Edit in the Menu Bar and then click Personal Information.

You can enter your
information, at any time.
Notice that there are four
choices for Personal
Information (in the
upper left corner):
Primary and Secondary
Business, Other
Organization, and
Home/ Family. As you
click-a choice, new
personal information can
be entered in the area
below.

You may update your information at this time, or wait until later. If you change any of the
information, click-on the Update button at the bottom of the screen. If you simply desire to
continue, at this time, click-on the Cancel button.



When the Personal Information menu screen closes, notice the
Flyer Options Task Pane on the left of the screen has
changed to reflect “choices” - on how to enhance your Flyer.
We’ll start “at the top – and – work down the Task Pane.

Click-on Publication Designs in
the Flyer Options Task Pane.
The Publication Designs Task
Pane will open and replace the
Flyer Options Task Pane.

Notice that Arcs is highlighted
(by a blue border) – since that is
the Flyer Design we selected.

Next click-on the Color Schemes selection. The Color
Schemes Task Pane at the right will appear.

Use the elevator bar (on the right side of the Task Pane) to
move up and down the Apply a color scheme area. As you
move, click-on several of the color schemes. As you select
the different Color Schemes, you will notice that the Flyer
template on the right changes its Color Scheme to the one you
selected in Apply a color scheme on the left.

We’ll choose the Burgundy Color Scheme since these reflect
our college colors.



Next, click-on Font Schemes. The Font Schemes Task
Pane at the left will appear. The default (original) settings
for this Flyer’s fonts are Arial and Times New Roman.

Use the elevator bar on the right of the Apply a font scheme
area to select a font that you like.

We’ll stay with the default – Arial and Times New Roman.

3. Saving your Flyer
You can either click-on File in the Menu Bar and then on Save or Save As, or you can click-
on the little Save diskette in the button bar. Either method will bring you to the Save As
screen below.

Notice that we are saving on our Local Disk (C:) hard drive and that we have used the File
name Flyer. When you decide on a drive (on which to save), name your file and click-on Save.

If you want to “close” the Flyer Options Task Pane
simply point to the small “X” in the upper right
corner of the Task Pane and click-on it.

If you, at a later time desire to re-open the
Task Pane and revise some of your choices,
simply click-on View in the Menu Bar and then
click Task Pane. Your Flyer Options Task Pane
will again appear on the left. You can close and
open this pane anytime.



4. Editing the Flyer
At the top of the screen, under the Menu Bar, you will notice an area
that indicates 51%. This tells you the size of the Flyer you are viewing.

5. Editing Titles
Notice the title area at the top. We’ll start our editing here. Move your cursor over the title
object and click-the left mouse button on the title object.

Click-on the Title

Note: whenever we indicate that you are to click-on an object in a publication, this means to click-the left
mouse button.
6. Zoom-in and Zoom-out

You will notice, when you click-on the title, small circles appear on the four corners and
four sides of the Title area. We call these “grabbers.” We’ll work with these in a few moments.
To make this task much easier, it would be really neat if we could ZOOM-IN on the title – so
we’ll have a BIGGER object on which to work. Whenever you want to zoom-in or out, simply
tap the F9 Function key at the top of the keyboard!

In the Button Bar below the Menu Bar there is a little, blue circular arrow.
This is the undo button. If you click-on this button you will undo your last
“click.” Try this, if you desire, by clicking-on the circular, blue undo arrow.

If you want to move the individual objects that make up the group – then
click-on the boxes. They will move apart – or ungroup (see image at right).
You can now click and move the individual
objects as you want.

7. Changing Title and Title Text Colors
After you have right-clicked on the text, the menu
box will remain on the screen until you either
click somewhere else, or click-on one of the menu
choices. Move your mouse cursor down the menu
box until it is over Change Text (see right arrow).
A group of choices for changing text appears (like
the picture on the right). Now move the cursor from Change Text over Font. Click-on Font.

The Font menu below will appear.



8. Changing the Color of the Text Background Box
You may also change the background colors in the AutoShape (the
colored oval around your text), if you desire. Again, carefully point
to the edge of the colored oval and click the right mouse button.
The drop down menu box to the right will appear. This right click has
to be precise. You must see the menu to the right and choose Format
Object. When you select Format Object the menu below will appear.

When the Format Object menu at the left
appears, you may change the Colors and Lines,
Size, Layout, etc., as you desire.

In the Format Object menu above, if you choose to
change the background color of the oval, you have a
number of choices. If you click-on the down arrow to the
right of Color in the Fill area, and then choose Fill Effects
you will give you a number of additional choices.
Experiment with these if you desire.

9. Grouping and Ungrouping Groups of Objects
If you ungroup the objects, and move them, it makes editing, coloring and sizing
the individual objects easier. After you have made any changes you desire, you can
re-group the objects in any pattern you desire. Once you have done this you may
again click on the group objects button.
When you do, you will see the objects re-group. This new group will now move as a
single group.
If you do not see the object buttons (above to the right), we’ll now explain how to
group objects that are not grouped.

10. Changing and Editing Images and Photographs
Tap the F9 key to zoom-out so that you can view the entire Flyer. When you can see the
entire Flyer you will see a photograph in the lower left portion of the Flyer. Click-on the
photograph, then tap the F9 key to zoom-in again. Your image should look like the one
below.


Click-on Insert in the Menu Bar, and then select
Picture, and then Clip Art.

The Insert Clip Art Task Pane will appear on the left side
of your screen.

You can import your images directly from a scanner or digital
camera or a file on your computer.

Notice, at the top of the Clip Art Task Pane (at the left),
there is a Search for: area. We typed computer in the
area below Search text and then clicked-on the Go button.

The bottom of the Clip Art
Task Pane is now “filled with
computer clip art. We
searched on academic, and
now see the images on the
left. If we like one of the
images, all we have to do is
move our mouse cursor over the right edge of the image,
and we’ll see a small down arrow appear (like the one
above – we chose the student working on the computer)

If we click-on the down arrow the
menu screen on the right will appear.
We have a number of choices. For
now, we’ll select Insert.
Notice, at the top of the next Page,
that our computer lab is now on top
of the old image.



All we have to do to remove the old picture is to click the left mouse button on the old
picture (don’t click-on your image), and tap the Delete Key on the keyboard. When you do,
you’ll see that your image is now the only image and that you can re-size and move it as you
desire.

If you don’t like the image you chose and desire to do another Search, simply repeat the
instructions on the last two pages. This will take you back to the original Clip Art Task Pane so
that you can try another search on a different topic. Save your work!

11. Creating a Brochure

If you closed the Flyer, as indicated above, you will see
the New Publication Task Pane on the left side of your
screen. On the right side of your screen you will see the
Start screen. Click-on Publications for Print and the
New from a design area will change to show the
available publications.

Look at the New from a design area on the left side of
the screen, and move the cursor down to Brochures and
click-on it.

Now look in the upper row
of Brochures on the right.
We'll select the Arcs
Informational Brochure just
like we used the Arcs
Informational Flyer.



To select the Arcs Informational Brochure, click on this
choice. You will see the “blue square” around this
selection.

As soon as you click-on Arcs Informational Brochure,
the Brochure Options Task Pane will appear on the left
side of your screen and the Arcs Informational
Brochure template on the right side of your screen.

Notice on the right side of the screen that a Brochure
appears when this screen appears. Notice the blue lines
that indicate the "fold" areas for this Brochure. When this
Brochure is completed, it will be folded twice so that it will
be about the size of an envelope. Also, notice at the
bottom of the brochure screen that there are two Pages
- one for each side of the sheet of paper that will make up
the two sides of the Brochure. We'll return to edit each
side when we have completed the Brochure Task Pane.

The Brochure Options Task Pane (and the Newsletter to follow) will work the same way that
the Flyer Options Task Pane worked.

We’ll move “down” the list of choices in Brochure Task Panes
(just as we did for the flyer).

We now click-on Publication Designs and the Publication
Designs Task Pane (for Brochures) opened as indicated at
the left.

Since we chose Arcs Informational Design, our choice is
indicated by the blue square surrounding Arcs.

We’ll stay with this design for this tutorial example. If, later on,
you’d like to change your design, you can always go to the
Publication Designs Task Pane and do so.

Now we’ll learn about the brochure. If you are not on Page 1, click-on the Page 1 button now.



Title Box - Grouped

Notice that we have already mastered how to
change everything in the right portion of the
Brochure.

Clip Art

Text Box

Text Box

Now look at the left side Brochure panel. Again you have already
mastered how to edit this panel. At the top is a Text Title box.
In the middle is a double spaced text box. It is similar to the text
box we edited in the Flyer where we used Microsoft Word. You can
right click-on this text and choose to Change Text from the menu
and then Edit Story in Microsoft Word.The bottom image is
captioned Clip Art.

If you click-on the text below the image you will see that it is a
caption for the picture. A caption is simply a text box “attached”
to a picture. If you click-on the book below, and then tap the F9
key, you will zoom-in on the book. You will see the grouped object
pieces that indicate grouping and the text that indicates it is a
caption. If you click and drag the image, you will see – logically –
that the caption “moves” with the
book – because they are grouped.
Edit the Title Box, the text or
change the Clip Art and Caption.
Do what ever your feel like doing.



We’ll come back to the
center section of Page 1 after
we look at the three panels on
Page 2. So, click-on Page 2
at the bottom of the screen.

Notice, in the image of Page 2,
(right) that the right and
center panels are essentially
like the one above. They
simply contain Heading
Boxes, Text Boxes and
Captioned Clip Art.

We've clicked one more time
on Page 2 of the brochure. Zoom-out in your Brochure and click-on the Page 2 at the bottom.
In the right panel of your brochure you originally had a clock with a text caption below the
clock. We made some changes to our brochure to reflect our Art Center Hamburger Sale. At
the right there is a picture of a hamburger being guarded by two knights (we changed the clip-
art like we've done before. Below the clip art we have also changed the caption as well.

12. Newsletters
Click-on Publications for Print and the next Task Pane will
appear. Look at the New from a design area on the left side of
the screen, and run the cursor down to Newsletters and click-
on it. You will have to use the elevator bar on the right of the
Task Pane to get down to Newsletters – all of the Publications
are in alphabetical order.

Now look in the upper row of
Newsletters on the right. We'll
select the Arcs Newsletter just like
we used the Arcs Informational Flyer
and Brochure.

To select the Arcs Newsletter, or
any newsletter you like, click-on your
choice. You will see the “blue square”
around this selection.

As soon as you click-on Arcs (or your
choice) Newsletter, the Newsletter Options Task Pane will
appear on the left side of your screen and the Newsletter
template on the right side of your screen.



We’ll look at each selection in the Newsletter Options Task
Pane. First, we’ll click-on Page Content.

Notice that there are four choices. The current selection is
three columns. You will notice that the Newsletter in the
large area to the right, logically shows three columns. Now
click-on the 1 column choice and watch the Newsletter at
the right change to one column. Now try 2 columns. Finally
try Mixed. By now you should see how neatly Publisher
makes each change so that you can instantly see the
results.

As you move your cursor over
each choice, you may notice that a small, down arrow appears
on the right side of the first three choices. If you click-on the
arrow, you will see that you can apply column changes to all
Pages, or just on the Page you’ve selected. At the bottom of
the screen you’ll notice that the default newsletter has four
Pages (like the image below).

You can easily add more Pages to your newsletter as you
desire. Simply click-on Insert in the Menu Bar and then
click-on Page. An Insert Pages menu screen will appear.
Publisher will insert two Pages if you click-on OK.
Click-on Page 2, then 3, and then 4. Pause on
each Page and get a “feel” for its layout.

Now return to Page 1, click-on Page 1.

You can change the Newsletter Title to your
title. The coffee cup and caption are also
familiar from the Brochure. The Lead Story
Headline and Secondary Story Headline titles
are simple text boxes. We will focus on the
three column text boxes and two new boxes
on the right edge of the first Page of the
Newsletter. The arrows to the left indicate
these boxes. First we’ll look at the upper right
box. Click-on the upper box and tap F9 to
zoom-in on it.



Copying Titles from Headlines into Inside this issue:

This is a Table of Contents for the Newsletter. We’ll go to Page 2 in a
minute and learn how to insert the title from a story that is on Page 2.
To go to Page 2 click-on the Page 2 “button” at the bottom of the
screen.

You will now be on Pages 2 and 3. If you are not zoomed-out, tap the
F9 key to do so now. Look at the upper left corner of Page 2. Notice
the title: Inside Story Headline. Click-on this title and then tap F9 to
zoom-in.

Now let’s look at the second and third Pages (note the arrows on the image below).



9. Spreadsheet : Microsoft Excel
Electronic worksheet - any worksheet done by using a computer and a spreadsheet package.
E.g. Lotus 1-2-3, Microsoft Excel and Framework.

1. Advantages of using spreadsheet

i). Easier to edit or change data.

ii). Formulae for calculation to be done automatically.

iii). There are built-in commands for calculating averages, totals and so on.

iv). Different types of Charts can easily be created.

v). It can be use to create documents just like a word processor.

vii). It may have a database management facility to search data quickly.

Now before we get started, let’s review some of the features of Microsoft Excel.
1 2

3
4
5
6

1. This is the title bar. It contains the name of the active application.
2. These are the Window Control Functions. The Underscore button will minimize
application or the workbook to the task bar at the bottom of the screen. The middle box that
looks like two small windows or one large window is the Minimize/Maximize button.
3. This is the Menu Bar. It contains the names of the currently available command menus.
4. This is the Standard Tool Bar. It contains shortcuts for many commonly used commands.
5. This is the Formatting Tool Bar. It contains shortcuts for formatting cells within a
worksheet.
6. This is the Name Box and Formula Bar. The Name Box is on the far left side of this bar. It
displays the cell reference of the active cell. The Formula Bar displays the contents of the
active cell.



2. CONTENT OF THE WORKSHEET

The worksheet is made up of CELLS

(A cell is a box in which we enter data and formulae)

· These CELLS are arranged in ROWS and COLUMNS

· Each CELL has a unique name called the ADDRESS

The ADDRESS is given by a column letter and a row number

A B C D E F
1
2
3
4
How to do specify CELL C3 in the above worksheet?

1. Marked COLUMN C

2. Then marked ROW 3

3. EACH CELL MAY CONTAIN ANY OF THESE ITEMS:

a. LABEL

There are the non-numeric entries into a worksheet.

It is usually begin with a letter.

The data will be left-justified.

A B C
1 Geography Physics
2 Masters
3 Experts
4 Geniuses



b. NUMBERS

It is usually starts with an arithmetic sign or a numerical digit in a worksheet. The data will be
right-justified.

A B
1 General 4 500
2 General with decimal 4 500.00
3 Currency $ 4 500.00
4 Scientific 45E+03

A function is a tool which performs a special operation such as summation.

c. DATE/TIME

You can enter the date and time using the usual conventions, as illustrated below:

Data entry Display

08-01-2008 8/1/08

12 march 2008 12-Mar-08

10:30 am 10:30 AM

d. FORMULA

* Any entries that should start with symbols, the most commonly used symbols are ‘=‘ , ‘+’ , and
‘@’. Arithmetic operations are expressed using:

+ for plus; - for minus; / for divide; and * for multiply.

Brackets i.e ‘(‘ or ‘)’ can be used also. For our spreadsheet, we will consistently use ‘ =
‘ (equal to sign)

You many use functions with formulae. Several functions operate on RANGE of cells.

Example : SUM(...:....), AVERAGE(...:..), MAX(.:...), MIN(...,.) , COUNT(..,....) and so on.



4. RANGE OF CELLS
You can specify it by keying in the cell in the upper corner ‘:’ and the cell in the lower right corner.

A B C A B C D A B C
1 1 1
2 2 2
3 3 3
4 4 4
5 5 5
6 6 6
7 7 7

(a) Range B2:C4 (b) Range B1:C7 (c) Range B4:C7

Some of the commonly used functions are given in the following table:

Function What to enter Display
=SUM(range) =SUM(B1:B10) Sum of the numbers in B1 to B10
= AVERAGE(range) =AVERAGE(A2:A9) Average of the numbers in A2 to A9
=MAX(range) =MAX(E2:H50) Largest number in E2 to H50
=MIN(range) =MIN(B1:B100) Smallest number in B1 to B100
=TODAY() =TODAY() Today’s date
=DATE(YY,MM,DD) =DATE(54,03,25) 03/25/54
=NOW() =NOW() Today’s date and current time
The functions simplify formulae. For example: instead of entering

= A1 + A2 + B1 + B2 + C1 + C2, you could use a range function as =SUM(A1+C2)

Moving Cells Copying Cells
1. Select the cell(s) to be moved. 1. Select the cell(s) to be moved.

2. Press Ctrl + X. 2. Press Ctrl + C.

3. Position your cell. 3. Position your cell.

4. Press Ctrl + V. 4. Press Ctrl + V.

5. Format Text

The Format Cells Box will open, point to the tab titled Alignment and
click the left mouse button. Notice the small box labeled Horizontal.
Point to the small arrow on the right side of the small box and click
the left mouse button. A menu will drop down, point to Center and
click the left mouse button. Now Center is in the box. Do the same
thing for Vertical. When you have finished click on OK and click the
left mouse button again.



6. Changing column widths and row heights

If a cell is not side enough to display its item, then the display appears as ‘######’.

If this happens, you must widen the column so that the item is displayed properly.

7. Sorting data

Most spreadsheet allows you to arrange data in alphabetical order.

Follow steps below:

1. Select the required RANGE to be arranged.

2. Then click at the DATA menu on top

3. Choose SORT from the menu list

4. A window for sorting will appear as below: Specify the required COLUMN (e.g. name, salary
etc.) to be sort either in ascending or descending order. Then click OK button on confirmation.

8. Creating charts

1. Highlight the range of the cells.

2. Click 'Chart Wizard' from Toolbar.

3. Select chart type (e.g. Pie, Bar, Line) then press Next button.

4. Follow the instruction, and press Next until 'Step 5 of 5'. Click OK and finally the chart will
appear on worksheet.

9. Printing a Spreadsheet

Go File Print Preview. In this box, you can
set the margins for the spreadsheet.

You can also choose to center the text
horizontally and/or vertically on the page. Notice
these options are near the bottom of the box
under the heading Center on Page. Point to the
small box beside Horizontally and left mouse
click. Notice that a check will appear in the box.

Now, do the same thing for the box beside
Vertically.



Previously, you have learned how to calculate using formulas and Functions like =SUM,
=AVERAGE, =COUNT, =MAX, =MIN. Here, we are going to cover more Functions like =SUMIF,
=IF, =COUNTIF, =VLOOKUP. This lesson also covers Naming Cells, Productivity Tip, Database
and Pivot Table and also how to protect your work by giving Password.

10. Performing Calculations Using More Functions

1. SUMIF FUNCTION
SUMIF function provides simple solutions for common conditional summing.

SUMIF (CheckRange, Criteria, SumRange)

CheckRange range of cells being compared against the Criteria
Criteria an expression specifying which cells in CheckRange meet the
evaluation criteria
SumRange range of cells being summed – only cells that correspond to
Qualifying CheckRange cells are summed.

Example: =SUMIF (B4:B12, “COFFEE”, E:4:E12)

Return 500 – total dollars for category Coffee

To get the Total Amount for Coffee
1. Click cell E15
2. Type =SUMIF(
3. Select cells B4:B12
4. Type , “COFFEE”,
5. Select cells E4:E12
6. Close the bracket by typing )
7. Press Enter.



2. VLOOKUP
The VLOOKUP function is used to search the leftmost column of a range (or array) for a specific
value, then return a corresponding value from a different column in the table. You can use this
function for retrieving a customer address by using a customer code, or retrieving sales figures
using a product number.

VLOOKUP (LookupValue, LookupRef, ColumnNo, Nearest)

LookupValue value being searched for in the first column of LookupRef
LookupRef rectangular range of array
ColumnNo column number within the range containing the lookup value.
Nearest specifies if the search value must be an exact match to a value in
the 1st column of LookupRef

• If Nearest is TRUE, the first column of LookupRef is searched for the closest value less than
or equal to LookupValue in first column of LookupRef – The values in the first column of
LookupRef must be sorted in ascending order, otherwise VLOOKUP will not work properly.
• If Nearest is FALSE, the first column of LookupRef is searched for an exact match to
LookupValue – Values in first column of LookupRef do not have to be sorted.

EXAMPLE
=VLOOKUP(“Marker”, B6:D13,3,FALSE)

Suppose you have long list of Products and you want to Find the Quantity for Marker, you can
use the VLOOKUP function. Follow the example below:-
1. Click cell D15
2. Type =VLOOKUP(“Marker”,
3. Select cells B6:D13
4. Type ,3,FALSE)
5. Press Enter



3. IF FUNCTION
IF function is to calculate a value conditionally. Look at the example below. If you have one
whole list of students and you want to see whether the students Pass or Fail, you can use these
function:-

Example : =IF(E5>=50,”PASS”,”FAIL”)

IF Function Keyword
E5>=50 Condition
“PASS” Value if condition is true
, ELSE clause (implied with a comma)
“FAIL” Value if condition is false

To see the students Pass or Fail
1. Click cell F5
2. Type =IF(
3. Click cell E5
4. If your passing mark is greater or equal to 50, type >=50,”PASS”,”FAIL”)
5. Press Enter

This mean if the student mark is greater than or equal to 50, the student Pass OR ELSE Fail.
Copy the formula in cell F5 to cells F6:F14

Operator Function
= Equal
> Greater than
< Less than
>= Greater Than or Equal To
<= Less Than or Equal To
<> Not Equal



4. COUNT Function
To Count the Number of Students

COUNT(Range)
Range Range of cells being counted

Example: =COUNT(E5:E14), the result will show 10.

To Count the number of students
1. Click cell E16
2. Type =COUNT(
3. Select E5:E14
4. )
5. Press Enter

5. COUNTIF Function
COUNTIF function is to counts based on a single criterion

COUNTIF(Range, Criteria)
Range Range of cells being counted
Criteria An expressing specifying which cells in Range are to be counted.

Example:
=COUNTIF(E5:E14,”>=50”), the result will show the number of cells greater or equal 50.

To Count the number of students Pass OR you can use another way of counting the
number of students Pass.

1. Click cell E17 1. Click cell F17
2. Type =COUNTIF( 2. Type =COUNTIF(
3. Select E5:E14 3. Select F5:F14
4. Type ,”>=50”) 4. Type ,”PASS”)
5. Press Enter 5. Press Enter

To Count the number of students Fail OR you can use another way of counting the
number of students Fail.

1. Click cell E18 1. Click cell F18
2. Type =COUNTIF( 2. Type =COUNTIF(
3. Select E5:E14 3. Select F5:F14
4. Type ,”<50”) 4. Type ,”FAIL”)
5. Press Enter 5. Press Enter


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