CCMIW502 - ICT AT WORKPLACE TABLE OF CONTENTS ACCRONYMS ................................................................................................................................................. 4 INTRODUCTION ............................................................................................................................................. 5 LEARNING UNIT 1: PREPARE DOCUMENT LAYOUT ....................................................................................... 7 Learning outcome 1.1 Set up document................................................................................................... 7 Content 1: Paper size and layout .......................................................................................................... 8 Content 2: Divide document into sections ......................................................................................... 14 Content 3: Advanced formatting ........................................................................................................ 18 Learning Outcome 1.2: Work with pictures ............................................................................................ 26 Content 1: Insert a picture and modifying it. ...................................................................................... 26 Learning Outcome 1.3: Create references within the document ........................................................... 40 Content 1: Pagination ......................................................................................................................... 40 Content 2: Footnotes .......................................................................................................................... 43 Content 3: Citations and Bibliography ................................................................................................ 48 Content 4: Table of contents .............................................................................................................. 53 LEARNING UNIT 2: APPLY BASIC COMPUTER OPERATIONS ........................................................................ 63 Learning outcome 2.1 Convert Data Files ............................................................................................... 64 Content 1: Different file formats ........................................................................................................ 64 Content 2: File Conversion .................................................................................................................. 69 Content 3: Compress file..................................................................................................................... 72 Learning Outcome 2.2: Use of storage media ........................................................................................ 77 Content 1: Storage media capacity ..................................................................................................... 77 Content 2: Different types of storage (off-line/On-line storage)........................................................ 79 Content 3: Disk formatting.................................................................................................................. 81 Learning Outcome 2.3: Connect computer to the network ................................................................... 84 Content 1: Introduction to computer network ................................................................................... 84 Content 2: Common types of networks based on size ....................................................................... 87 Content 3: Common types of networks based on main purpose ....................................................... 89 Content 4: Connect computer to the internet.................................................................................... 91 LEARNING UNIT 3: MANAGE DATA IN MS EXCEL........................................................................................ 94 Learning Outcome 3.1: Manage data types............................................................................................ 94 Content 1: Description of data types .................................................................................................. 95 Content 2: Entering data types in cells and their default formats...................................................... 97 Content3: Create data validation rules ............................................................................................. 100 Learning Outcome 3.2: Apply Excel functions ...................................................................................... 105 Content 1: Formulas to perform calculations ................................................................................... 105 Content 2: Logical functions ............................................................................................................. 108 Learning Outcome 3.3: Analyse data .................................................................................................... 116 Content 1: Charts .............................................................................................................................. 117 Content 2: Table style ....................................................................................................................... 124 Content 2: Duplication removal ........................................................................................................ 126 Learning Outcome 3.4: Apply data protection ..................................................................................... 128 Content 1: Data Protection Principles............................................................................................... 128 Content 2: Ways of protecting excel data ........................................................................................ 131 REFERENCES .............................................................................................................................................. 136 Adrien. (2000). snfhb dsmfm sdfdjk fdm. fd.j df fjnf dskjb.kjf . In Uuuuuuuuuuuuuu (pp. 356 - 359). Kigali. wbljkk. (2000). dshfb.bh. KIgali: Adrien. ACCRONYMS ICT : Information Communication Technology MLA : Modern Language Association APA : American Psychological Association HDD : Hard Disk Drive SSD : Solid State drive. NAS : Network Attached Storage ODD : Optical disk drive. CD/DVD : Compact Disk /Digital Versatile Disk PAN : Personal Area Network LAN : Local Area Network MAN : Metropolitan Area Network. WAN : Wide Area Network WLAN : Wireless Local Area Network. SAN : Storage Area Network. EPN : Enterprise Private Network. VPN : Virtual Private Network. MIN : Minimum MAX : Maximum INTRODUCTION This course focuses on providing skills, experience and confidence for those learners who struggle to make the most of technology to demonstrate creative thinking, problem solving and knowledge construction. It focuses on completing workplace tasks, such as researching and creating documents with text, graphics and numerical information using commonly used tools such as: Microsoft Office – (Word, Excel) and the Internet Learners gain ability to appropriately select and responsibly use ICT to be able to: Problem-solve, Communicate and collaborate, Locate, use and synthesize information found using technology and Develop skills necessary to function in this century. Learning assumed to be in place Not applicable Elements of competence and performance criteria - Learning units describe the essential outcomes of a competence. - Performance criteria describe the required performance needed to demonstrate achievement of the learning unit. By the end of the module, the trainee will be able to: Elements of competen ce Performance criteria 1. Prepare document Layout 1.1 Proper set up of a document 1.2 Proper working with the pictures/images within the document 1.3 Proper creation of references within the document 2. Apply basic computer operations 2.1 Appropriate Conversion files 2.2 Appropriate use of storage media 2.3 Proper connection of computer to the network 3. Manage data in MS Excel 3.1 Proper management of data types 3.2 Adequate application of Excel functions 3.3 Adequate performance of data analysis 3.4 Proper application of data protection CCMIW502 - ICT AT WORKPLACE Learning Units: 1. Prepare document layout. 2. Apply basic computer operations. 3. Manage Data in MS Excel. LEARNING UNIT 1: PREPARE DOCUMENT LAYOUT STRUCTURE OF LEARNING UNIT Learning Outcomes: 1.1. Set up the document 1.2. Work with pictures 1.3. Create references within the document Duration: 10hrs Learning outcome 1.1 Set up document Learning outcome 1.1 Objectives: By the end of the learning outcome, the trainees will be able to: 1. Adjust correctly the paper size and layout. 2. Divide document into sections. 3. Perform text formatting correctly. Resources Equipment Tools Materials - Computers with Microsoft office word installed. - Markers - Internet - Computer lab - Projector - Whiteboard - Dusters Advance preparation: Content 1: Paper size and layout When you edit a document in Word, what you see on your computer screen looks almost exactly like the final printed page. To get that correct preview, Word needs to know some details about the paper you’re using, like the page size , orientation , Margins , Columns , Header and footer , as shown on picture below. To change Paper size There are several sizes or dimensions of paper available today on which a document can be printed. Depending on the capabilities of your printer, you can print a document on common paper sizes such as A4 , Letter , Legal , Tabloid , etc..., or you can type dimensions for custom paper sizes. The paper size you choose will also help Word in calculating and leaving appropriate margins for the pages. 1. Select the Page Design tab. 2. In the Page Setup group, select Size and click the icon that represents the page size that you want. For example, click Letter (Portrait) 8.5 x 11" . If you don’t see the size you want, either click More Preset Page Sizes or click Create New Page Size to create a custom page size. Under Page , enter the width and height you want. To change Paper orientation You can change the orientation of your page to and from Portrait and Landscape 1. Select the Page Design tab. 2. In the Page Setup group, select the Orientation drop-down menu and select either Portrait or Landscape To change Margins Margins determine the distance between the text and the edge of the paper. Margins are the blank area between text and the edge of the page, and also form a part of the non-text area in the page. Setting sufficient margins for pages is vital for a document intended for printing, because not all printers can print all the way to the edge of the paper. You can quickly set/adjust the margins in a document using either the rulers , or the Page Setup dialog box Set or adjust margins using the Page Setup dialog box 1. Select the Page Layout /Page Setup tab. 2. Left-click the Margins command. 3. Choose one of the pre-defined settings, or enter custom margins. set or adjust margins using the ruler 1. To set or adjust the Left margin , move the mouse pointer over the margin boundary on the left of the horizontal ruler. When the pointer changes shape to a double-headed arrow, click and drag left to decrease, or drag right to increase the Left margin. 2. To set or adjust the Right margin , move the mouse pointer over the margin boundary on the right of the horizontal ruler. When the pointer changes shape to a double-headed arrow, click and drag left to increase, or drag right to decrease the Right margin. 3. To set or adjust the Top margin , move the mouse pointer over the margin boundary on the top of the vertical ruler. When the shape of the mouse pointer changes to a double- headed arrow, click and drag down to increase, or drag up to decrease the Top margin. 4. To set or adjust the Bottom margin , move the mouse pointer over the margin boundary on the bottom of the vertical ruler. When the shape of the mouse pointer changes to a double-headed arrow, click and drag up to increase, or drag down to decrease the Bottom margin. To change Columns You can format a document in such a way that a page is divided into a number of vertical areas for displaying text. Each vertical area is called a column. A page or document can contain a single or multiple columns, and you can also vary the number of columns in different parts of a page, or in pages in a document. 1. In the Page Setup group, click the Columns drop-down list. 2. Pick the number of columns you want to use for the selected text. 3. If your choice is not available, select more columns and make choice according to your need. To change Header and Footer Headers and footers allow you to include specific information in a Word document. For example, if you need to add your name or document title onto every page, your header allows for that. You can add the same information to your footer, where page numbers and references might also appear. 1. Go to the Header & Footer section of the Insert tab on the ribbon bar. 2. Click Header or Footer , then review the options in the drop-down box. If you want a page number, click that drop-down arrow and pick a location. 3. Select the header or footer style you want, and it will appear in your document. If the option you select is waiting for additional details, go to the designated area in the header or footer to add them. For example, you may need to add a custom document title. You can change or remove a header or footer in Word at any time after you insert it. To do this, go to the Insert tab, click either Header or Footer , and choose Edit Header or Edit. Footer from the drop-down list. This will open the section ready for you to make your changes. To remove them, choose Remove Header or Remove Footer in the drop-down list. Practical learning Activity In group of two, perform the following tasks: Open MS office Word Change the paper size to legal 8.5 x 14 inches Change page orientation to landscape Change page margin to custom margin (left: 1inch, top 0.5inch, bottom 0.5 inch, right 1inch) Change column to two columns per page. Insert header and footer representing the title of document. Checklist Indicator Yes No Set up document MS office Word is properly opened The paper size changed to legal 8.5 x 14 inches Page orientation changed to landscape Page margin changed to custom margin (left: 1inch, top 0.5inch, bottom 0.5 inch, right 1inch) Column changed to two columns on the third page Header and footer inserted represent the title of document. Points to Remember (Take home message) Content 2: Divide document into sections Section breaks Section breaks are used to divide the document into sections and allows you to apply different page layout settings within the same document. Adjusting paper size depends on the text. Page orientation should be landscape when you have long table otherwise is not suitable. Header and footer is the best way to orient reader when inserted appropriately. For example, you can change the following formats for each section: - Margins - Paper size or orientation - Page borders - Vertical alignment - Headers and footers - Columns - Page numbering - Footnotes and endnotes Different types of section breaks: - Next page inserts a section break and starts the new section on the next page - Continuous inserts a section break and starts the new section on the same page - Odd page or Even page inserts a section break and starts the new section on the next odd numbered or even-numbered page Steps for section break 1. Click at the beginning of the text that will begin the new section 2. Click on the Page Layout tab 3. Click on Breaks 4. Choose the type of section break you want. Hyphenation You can also control how text breaks at the end of a line by adjusting hyphenation. Hyphenating will break long words across lines in order to smooth out the side margins of a document. 1. Click the Layout tab on the ribbon. 2. Click the Hyphenation button. Automatic hyphenation lets Word choose how to hyphenate words, while Manual will open a dialog box and work through the document to let you choose how to split each word. 3. Select a hyphenation option. The hyphenation option is applied to the document. Theoretical learning Activity In small group, discuss about the following questions: Identify different page layout settings that can be applied within the same document. Identify the types of section breaks. What do you understand by the term hyphenation? ANSWER Identify different page layout settings that can be applied within the same document. you can change the following formats for each section: - Margins - Paper size or orientation - Page borders - Vertical alignment - Headers and footers - Columns - Page numbering - Footnotes and endnotes Identify the types of section breaks. - Next page inserts a section break and starts the new section on the next page - Continuous inserts a section break and starts the new section on the same page - Odd page or Even page inserts a section break and starts the new section on the next odd numbered or even-numbered page What do you understand by the term hyphenation? Hyphenation is a way to break long words across lines in order to smooth out the side margins of a document. Practical learning Activity In group of two, perform the following tasks: Open MS office Word Document. inserts a section break on the 4 th page. use different page numbering in both sections. Use different page border in both sections. Use different header and footers in both sections. Use hyphenation in a whole document. Indica tor Yes No Divide document into sections Section break inserted on the 4 th page. Different page numbering used in both sections. Different page border used in both sections. Different header and footers used in both sections. Hyphenation used in a whole document. Points to Remember (Take home message) Section break is suitable for a document with a big number of pages. Hyphenation is most needed to orient a reader the end of word. Content 3: Advanced formatting Changing font style To change the font style, including bold, italic, and underline, follow the steps below in a Microsoft Word document. 1. Highlight the text you want to change. 2. Click the B , I , or U option on the formatting bar or Ribbon to change the text to bold , italic , or underlined in Home tab. 3. After clicking the B , I , or U option, the text changes to the selected font style. You can select more than one font style for text. You can also select different underline styles by clicking the down arrow next to the U icon. If you do not highlight any text, the font style changes at the cursor's location as soon as you start typing. Changing font type To change the font type in a Microsoft Word document, follow the steps below. 1. Highlight the text you want to change. 2. Click the down arrow next to the font field on the formatting bar or Ribbon . (If you want to change the font to bold , italic , or underlined , click the B , I , or U on the format bar.) 3. After clicking the down arrow for the font, select the desired font from the list of installed fonts on your computer, like Arial, Calibri, Times New Roman... If you do not highlight any text, the font type changes at the cursor's location as soon as you start typing. Changing font color To change the font color in a Microsoft Word document, follow the steps below. 1. Highlight the text you want to change. 2. Click the down arrow next to the color icon on the formatting bar or Ribbon . It is usually displayed as the letter "A" with a red underline. 3. After clicking the down arrow , select a color for the text. 4. If you do not highlight any text, the font color changes at the cursor's location as soon as you start typing. Changing font size To change the font size in a Microsoft Word document, follow the steps below. 1. Highlight the text you want to change. 2. Click the down arrow next to the size box on the formatting bar or Ribbon to enlarge or reduce the font size. The default font size is usually 11 or 12. 3. After clicking the down arrow for the size, you see a list of predesignated sizes to select. Some fonts do not scale appropriately to have limited size options. 4. You can also change the font size by clicking and highlighting the current default size. In the picture above, the default is 11. Once highlighted, you can type in a number For example , if you want to use font size 100, you can type in that number rather than choosing a preset number from the list. If you do not highlight any text, the font size changes at the cursor's location as soon as you start typing. Changing Text effect 1. Select the text that you want to add an effect to. 2. On the Home tab, in the Font group, click Text Effect 3. Click the effect that you want. For more choices, point to Outline , Shadow , Reflection , or Glow , and then click the effect that you want to add. Border and shading Borders are rules you can add to any or all of the four sides of a paragraph. Shading is the color or artistic design you use as background for a paragraph. Borders and shading are formatting tools for enhancing text, paragraphs, table cells or frames.