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A Student’s workbook for

COMPUTER PRACTICALS For Schools and Colleges

Compiled by: Mugoya Mwondha David King’s College Budo – Computer Department

PREFACE “A Student’s workbook for COMPUTER STUDIES For Schools and Colleges” has been compiled to assist learners prepare for Computer Studies and Subsidiary ICT Practical examinations. This workbook contains a series of exercises targeting particular package skills that have been collected and moderated by a number of seasoned teachers. Some exercises are a true reflection of students’ practice yet others a teacher’s original expression. Users of this workbook should remember that each instruction requires one to demonstrate a skill asked for. For example, double underline the first paragraph. In this case, a user has to demonstrate knowledge of double underlining. It is important that each instruction is attempted before moving on. A user who skips an instruction means he / she is dropping marks along the way. I therefore give confidence to users of this workbook to always consult where possible from instructors, teachers, fellow students so as to complete each instruction fully. I am pretty confident that this workbook shall enable computer users accustom to necessary computer literacy skills. For any query, advice or contribution, kindly refer to:

Mugoya Mwondha David, King’s College Budo – Computer Department, 0772-350408 [email protected]

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ACKNOWLEDGMENT I am grateful to the following persons for their remarkable contribution during the period of compiling this workbook. a) The Headmaster, staff and students of King’s College, Budo for your upbeat encouragement towards the production of this work. b) The Principal and the entire staff of Alliance High School (Boys and Girls) – Nairobi Kenya for the time given to me during the period of putting together this material. c) Mr. Kizito G., Mrs. Ssenkubuge S.S., Mr. Kakuru R.D, and the entire ‘crew’ of the Computer Department of King’s College, Budo for your tremendour help accorded. d) Colleagues in the profession including: Matovu D. K., Kiiza V., Aliga S., Walimbwa B., Murangira B., Sister Nawangi P, Bro. Kiggundu F., Nakiyingi R., Kalema G.J., Maganda M., Omoro P., Sekkide M., Owek Moses Hendrick among others. e) Head of Department – ICT; King’s College, Budo, Mt. St. Marys College, Namagunga, Uganda Martys S.S. Namugongo, Our Lady of Good Counsel Gayaza, Seroma Christian High School – Mukono, Kisubi Mapeera, Merryland High Schol – Entebbe, Mbarara High School, f) Staff, Aptech Computer Education – Uganda (Entebbe Road) for your encouragement. g) Long John, Hackers for Charities (U.S.A) for your encouraging discussions in the field of Software Engineering and hardware architecture. h) Sebaduka Ronald (Southampton University – UK) for online correspondence and patches that have made this book a reality. i) Ms. Nalubwama Daniellah and Sandra N. Mwondha for their spiritual and moral support accorded during the time of putting together this book.

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TABLE OF CONTENTS PREFACE ................................................................................................................... i ACKNOWLEDGMENT ............................................................................................ ii GENERAL INSTRUCTIONS TO USERS ............................................................... iv MYTHS ABOUT COMPUTER PRACTICAL EXAMS............................................ v APPLICATION EXPECTATION............................................................................. vi WORD PROCESSING .............................................................................................. 1 SPREADSHEETS.................................................................................................... 56 PRESENTATIONS ................................................................................................ 109 DATABASE MANAGEMENT SYSTEMS........................................................... 138 WEBPAGE PUBLISHING .................................................................................... 180 DESKTOP PUBLISHING ..................................................................................... 187 APPENDIX............................................................................................................ 191 Principles of a good PowerPoint presentation......................................................... 199 Table 1.1: Data types used in Ms. Access............................................................... 199 Table 1.2: Field property explanations ................................................................... 201 Table 1.3: Some input masks used in a table object ................................................ 202 Table 1.4: Criterion used in a query ....................................................................... 203 What is a query criterion? ................................................................................................ 203 Introduction to query criteria ........................................................................................... 203 Criteria for Text, Memo, and Hyperlink fields ................................................................ 204 Criteria for Number, Currency, and AutoNumber fields ................................................ 206 Criteria for Date/Time fields ............................................................................................. 208

APPLICATIONS FOR COMPUTER PRACTICAL .............................................. 215 Examples of electronic word processors ................................................................. 215 Examples of spreadsheet packages ......................................................................... 217 Examples of Presentations applications .................................................................. 220 Examples of Database Management applications ................................................... 221 Website authoring applications .............................................................................. 224

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GENERAL INSTRUCTIONS TO USERS To understand and memorize the following package exercises, remember these golden instructions: a) Use a correct application e.g. word-processing exercises, use any word processing application e.g. Ms. Word. b) Avoid using self-help wizard for any application. c) Save your work after every five minutes. d) Attempt instructions in sequence i.e. from the first to the last but not last to first or any other orders you would prefer. e) Eject your storage medium after successfully completing a day’s work. Do not eject midway saving because this can damage your drive and storage device. f) While using a CD – ROM Recordable, consider using a Window’s writing wizard or a professional CD writing software like Nero with multisession writing to enable you add other files on a CD-R. g) Do not move your storage device to various machines, stick to one machine and remember to virus scan and update the antivirus program. h) Do not share your storage device with other users. i) Avoid using old storage devices, you will be disappointed! j) Do not save shortcuts. k) IF IN DOUBT, ASK. Do not copy a friend’s work.

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MYTHS ABOUT COMPUTER PRACTICAL EXAMS Many candidates have expressed fears and false belief about computer studies practical exams. Some of which include: a) When one uses office 2007 and above, the work looks professional and fetches more marks than lower versions. b) Examination time is not enough to enable a candidate complete the paper. c) When you save your work on a flash disc, it will show that you are modern. d) When you save a shortcut, that file will open on another computer. e) A Compact disc Recordable can be used only once. One can’t write onto it another time. f) Ms. Power point fetches more marks if you use many effects. g) Database and spreadsheets are difficult. No one can obtain total marks if he / she attempted them. h) Word processing and presentations are obvious applications. i) A difficult instruction will attract a free mark. j) Older versions of office cannot open in newer versions. k) Computer practical does not require notes and practice, it is inborn. l) A slow candidate can never finish the exam. All these and more are wrong. Learn better practices that will enable you pass this paper very well. These false beliefs do not exist in this paper. The only SECRET is, “DO A LOT OF PRACTICE”.

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APPLICATION EXPECTATION Word-processing: a) Use correct application software. b) Demonstrate knowledge of a word processing application. c) Attempt all instructions. Spreadsheets: a) Use correct application software. b) Nest a formula from the given set of data. Do not use a calculator and then feed in the results. c) If asked, populate a correct type of graph. This graph should have a title, legend, x and y axes labels. d) Format the spreadsheet as asked. e) Follow instructions as given by the teacher. Presentations: a) b) c) d) e) f) g) h) i)

Use correct application software. Each slide must have a title. Use relevant color themes. Use minimal effects and animation. Use clips that are relevant to the topic being discussed. For automated presentations, use realistic timings 3-5 seconds For manual slides, link your action buttons to relevant slides if asked. Where a header is required, print your presentation in handouts. Follow other instructions as given.

Database management: a) b) c) d) e) f) g) h) i) j) k)

Use correct application software. Use correct data types to avoid wrong query, forms and reports in future. Save each database object in your database. Each table should have a primary key. Insert a foreign key if more than one table is used to form a table relationship. Format your data type with appropriate mask symbols e.g. @ for text, # for digit entry, e.t.c. if necessary. Practice how to insert footer and header in your form and report respectively. For a query, use the appropriate criteria. Generate a correct formula to return a required response in the query, form and report where necessary. If a form is required, use it to enter data into a table where applicable. Attempt all the instructions as given.

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Web publishing: a) b) c) d) e) f)

Use a correct application. Create number of pages as required. Link the pages. Use shared boarders and navigation buttons. Apply relevant color themes. Use graphics that are relevant to the topic and should be placed at strategic places in your site. g) Save your graphics and other imported assets in your website preparation folder. h) Publish your site after working. i) Follow any instruction given. At the end of the exercise, ask yourself, HAVE I ATTEMPTED THE INSTRUCTIONS CORRECTLY?

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WORD PROCESSING By the end of the topical exercises, learners will be able to: Edit a document using:      

Copy (Ctrl+C) Cut (Ctrl+X) Paste (Ctrl+V) Footer and header Find and replace (Ctrl+F) Spell checks (F12)

Format a document using:                        

Page numbering. Bullets and numbering. Drop cap. Underline (Ctrl+U) Uppercase (SHIFT+F3) Strike through, highlight text, e.t.c. Superscripts (Ctrl+SHIFT++) Subscripts (Ctrl+=) Outline, emboss (Ctrl+D) Working with tables. (Inserting, Deleting, Splitting And Merging Rows And Columns, Colour Fills). Mail merge. Change font size – increase font size (Ctrl+>); decrease font size (Ctrl+74,1,IF(B3>69,2,IF(B3>59,3,IF(B3>54,4,IF(B3>49,5,IF(B3>44,6,IF(B3>39,7,IF (B3>34,8,9)))))))) (b). Score per principle: =IF(N3...