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asford Systems

Operate Computing Packages

ICAU2006A

www.basford.com.au

©Basford Systems This documentation and accompanying files are copyrighted. Other than for the purposes of and subject to the conditions prescribed under the Copyright Act, no part of it may in any form or by any means (electronic, mechanical, microcopying, photocopying, recording or otherwise) be reproduced, stored in a retrieval system or transmitted without permission. Made in Australia. OPERATE COMPUTING PACKAGES (2003) ISBN 1 876943 65 3

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Operate Computing Packages – ICA99

Table of Contents

DOWNLOADING FILES FROM THE INTERNET............................................... 7

INTRODUCTION........................................................................................................ 8

WHAT IS A WORD PROCESSOR?....................................................................... 10

ACCESSING FILES ON A DISK ............................................................................ 11

SAVING A FILE........................................................................................................... 11 OPENING OR RETRIEVING A FILE FROM DISK............................................................. 13

CLOSING A DOCUMENT ...................................................................................... 14

TO OPEN A NEW DOCUMENT IN WORD ......................................................... 16

WORD WRAP IN A DOCUMENT ......................................................................... 16

PRINTING A DOCUMENT..................................................................................... 19

PRINT PREVIEW ......................................................................................................... 20

MAKING A COPY OF A FILE ............................................................................... 20

MOVING THROUGH A DOCUMENT.................................................................. 22

EDITING A DOCUMENT........................................................................................ 25

INSERTING NEW TEXT INTO THE DOCUMENT............................................................. 25 DELETING TEXT FROM A DOCUMENT ........................................................................ 25

SELECTING A BLOCK OF TEXT......................................................................... 26

UNDOING A MISTAKE .......................................................................................... 26

FORMATTING A DOCUMENT............................................................................. 29

BOLD, UNDERLINED OR ITALICIZED TEXT ................................................................. 29 CHANGING THE FONT AND THE POINT SIZE OF TEXT ................................................. 29

ON-LINE HELP......................................................................................................... 32

INSERTING A HEADER AND FOOTER INTO A DOCUMENT...................... 36

TO CHANGE HEADERS AND FOOTERS ON ODD AND EVEN PAGES.............................. 38

ALIGNING TEXT ON THE PAGE ........................................................................ 40

CENTRE ALIGNMENT........................................................................................... 40

RIGHT AND LEFT ALIGNMENT ......................................................................... 40

JUSTIFICATION ...................................................................................................... 41

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CLICK AND TYPE ................................................................................................... 41

CUT, COPY AND PASTE ........................................................................................ 44

MOVING TEXT ........................................................................................................... 45

MAKING A PIECE OF TOAST WITH JAM ........................................................ 46

INDENTING .............................................................................................................. 47

FIRST LINE INDENTING. .............................................................................................. 47 HANGING INDENT ...................................................................................................... 47 FULLY INDENTED ...................................................................................................... 48

NUMBERED POINTS AND BULLETS ................................................................. 50

TABLES...................................................................................................................... 52

SELECTING CELLS IN A TABLE ................................................................................... 52 To select the whole table:...................................................................................... 52 To select a column in the table:............................................................................. 52 To select individual/groups of cells: ..................................................................... 53

BORDER STYLES AND SHADING................................................................................. 53 Using the Tables and Borders Toolbar.................................................................. 55

COLUMN WIDTHS AND TABLE CENTERING................................................................ 56

SETTING TABS IN A DOCUMENT ...................................................................... 59

TO SET A TAB SETTING ON THE RULER ....................................................................... 59 TO MOVE TABS ON THE RULER ................................................................................... 60 TO DELETE TABS FROM THE RULER ............................................................................ 60 DOT LEADERS............................................................................................................ 61

KEYBOARD SHORTCUT KEYS ........................................................................... 65

WHAT IS A SPREADSHEET.................................................................................. 68

MOVING THE CURSOR AROUND THE WORKSHEET ..................................................... 68 THE WORKBOOK AND WORKSHEET........................................................................... 69 PLACING DATA INTO A CELL ..................................................................................... 69 SIMPLE FORMULAE.................................................................................................... 69 HIGHLIGHTING A RANGE OF CELLS ........................................................................... 70

WORKING WITH LABELS.................................................................................... 71

CENTERING LABELS OVER A NUMBER OF COLUMNS ................................................. 71

FORMATTING THE DATA IN A SPREADSHEET ............................................ 73

SHADING CELLS ......................................................................................................... 73 CHANGING THE FONT FOR LABELS (TEXT) ON THE WORKSHEET............................... 73 PLACING BORDERS ON A WORKSHEET....................................................................... 74

THE FORMAT CELLS MENU OPTION .............................................................. 75

SAVING A WORKBOOK........................................................................................ 76

PRINTING A WORKSHEET .................................................................................. 76

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WIDENING OR NARROWING COLUMNS ON A WORKSHEET .................. 78

AVERAGING FIGURES IN A WORKSHEET ..................................................... 78

TO CHANGE THE NUMBER OF DECIMAL PLACES IN NUMBERS ........... 79

REMOVING COLUMNS OR ROWS FROM A WORKSHEET ........................ 81

INSERTING NEW COLUMNS OR ROWS INTO A WORKSHEET ................ 81

BUILDING FORMULA ON A WORKSHEET ..................................................... 81

PRINTING FORMULAE IN CELLS RATHER THAN ANSWERS .................. 83

EXPANDING THE HEIGHT OF A ROW ............................................................. 85

ADDING HEADERS AND FOOTERS TO A WORKSHEET ............................. 88

TO AUTOFILL CELLS WITH A SERIES OF NUMBERS................................. 91

TO COPY A CELL’S CONTENTS TO OTHER CELLS..................................... 91

DATES IN EXCEL .................................................................................................... 93

OPENING AN EXISTING WORKBOOK ............................................................. 97

EDITING A CELL RANGE IN A FORMULA ...................................................... 98

FUNCTIONS IN EXCEL........................................................................................ 101

MATH AND TRIG FUNCTIONS.......................................................................... 102

USING ON-LINE HELP......................................................................................... 103

THE SQUARE ROOT FUNCTION ...................................................................... 106

FORMATTING NUMBERS................................................................................... 108

BASIC STATISTICAL FUNCTIONS................................................................... 109

MOVING CELLS ON A SHEET........................................................................... 111

THE COUNT FUNCTION ..................................................................................... 111

TERMS RELATED TO USING A DATABASE .................................................. 114

WORKING WITH FIELDS ................................................................................... 117

DATA TYPES ............................................................................................................ 117 Types of Fields .................................................................................................... 117

ON-LINE HELP....................................................................................................... 120

CREATING A DATABASE IN MICROSOFT ACCESS.................................... 122

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CREATING A SIMPLE ONE TABLE DATABASE........................................... 123

DETERMINING THE STRUCTURE FOR THE TABLE....................................................... 123 ENTERING THE STRUCTURE INTO THE DATABASE TABLE ........................................ 124 NUMBER FIELDS ...................................................................................................... 126 SAVING THE STRUCTURE ......................................................................................... 127 ENTERING THE RECORDS FOR THE TABLE................................................................ 127 SAVING THE DATABASE ........................................................................................... 128 PRINTING THE RECORDS IN A TABLE ....................................................................... 128 PRINTING THE STRUCTURE OF A TABLE................................................................... 129

WORKING WITH EXISTING DATABASE TABLES....................................... 134

RETRIEVING AN EXISTING DATABASE TABLE.......................................................... 135 EDITING DATA IN A RECORD .................................................................................... 136 FIND TEXT ............................................................................................................... 136 FIND AND REPLACE TEXT ......................................................................................... 137 COPYING OR MOVING DATA ..................................................................................... 138

QUERIES.................................................................................................................. 141

SELECTING FIELDS FOR THE QUERY ........................................................................ 142 TO RUN A QUERY .................................................................................................... 142

ENTERING SEARCH CRITERIA INTO THE QUERY.................................... 144

Searching for data in a Text Field ....................................................................... 144 Searching for data in a Number Field ................................................................. 145 Searching for data in a Date Field....................................................................... 145 Searching for data in a Yes/No Field .................................................................. 146 Searching for data in a Memo Field .................................................................... 146 Searching for fields which are blank................................................................... 146

PRODUCING REPORTS IN MICROSOFT ACCESS ....................................... 150

DESIGN VIEW .......................................................................................................... 151

DESKTOP PUBLISHING ...................................................................................... 155

PUBLISHER 2003 ................................................................................................... 155

GETTING STARTED ............................................................................................. 156

OPENING A NEW PUBLICATION ..................................................................... 157

PAGE NAVIGATION .................................................................................................. 159 ZOOMING THE PAGE ................................................................................................ 159

SETTING MARGINS ON THE PAGE................................................................. 160

PAGE ORIENTATION........................................................................................... 161

PUBLISHER’S TOOLBOX.................................................................................... 162

THE TEXT TOOLS ................................................................................................ 163

NUDGING OBJECTS ............................................................................................. 167

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PUBLISHER’S MASTER PAGES......................................................................... 169

USING MIRRORED MASTER PAGES .......................................................................... 170 HIDING THE BACKGROUND ON A SINGLE PAGE ....................................................... 171

ADDING PAGE NUMBERS TO THE MASTER PAGES.................................. 172

PUBLISHER RULERS ........................................................................................... 172

TEXT HANDLES .................................................................................................... 174

TEXT HANDLES .................................................................................................... 175

PLACING GUIDES ON A PAGE.......................................................................... 175

SNAP TO GUIDES...................................................................................................... 176

ADDING NEW PAGES TO A PUBLICATION................................................... 177

USING ON-LINE HELP IN PUBLISHER ........................................................... 180

LAYERING OBJECTS ON THE PAGE .............................................................. 182

REVERSE TEXT..................................................................................................... 182

ROTATING TEXT.................................................................................................. 185

WORDART .............................................................................................................. 185

TEXT BOXES .......................................................................................................... 191

CONNECTING TEXT FRAMES.................................................................................... 191

TRACKING AND KERNING................................................................................ 192

LEADING (PRONOUNCED LEDDING) ............................................................. 194

COMPETENCIES ................................................................................................... 198

ELEMENT 1 – USE APPROPRIATE SOFTWARE ............................................................ 198 ELEMENT 2 – ACCESS, RETRIEVE AND MANIPULATE DATA ...................................... 198 ELEMENT 3 – ACCESS AND USE HELP....................................................................... 198 ELEMENT 4 - USE KEYBOARD AND EQUIPMENT........................................................ 198

ICAITU006C – OPERATE COMPUTING PACKAGES ................................... 199

TASK RECORDING SHEET ................................................................................ 199

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DOWNLOADING FILES FROM THE INTERNET If this booklet requires files for Tasks, these can be obtained from the Basford Web Site as follows: 1. Open your Internet Browser either Netscape Navigator or Internet Explorer

2. Type in the Web Address for Basford (www.basford.com.au):

3. Click on the Downloads menu item on the left of the screen 4. Scroll down until you find the heading ‘Working Files for ICA99 Booklets’.

5. A list of the titles for all Training Package Booklets that have accompanying files

will appear. Click on the Name of the Booklet for which files are required. Make sure that you choose the correct version for the booklet.

6. A File Save dialog box will appear. Choose the disk and folder where the files are to be stored on your computer, then click on Save.

7. Close the Browser. Then using the Windows Explorer, locate the downloaded file on disk

8. Double click on the file and it should unzip the files required for the Booklet into the currently selected folder.

9. The files are now ready for use.

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Introduction This unit defines the competencies required to identify, select and correctly operate desktop applications for a range of purposes. The following elements and their relevant performance criteria will be covered:

ELEMENT PERFORMANCE CRITERIA 1. Use appropriate

software.

1. Requirements of the task are identified. 2. Appropriate software is selected to perform task. 3. Software is used to produce required outcome using

a range of features and functions. 4. Documents are saved and stored in appropriate

directories. 2. Access, retrieve

and manipulate data.

1. Software application is opened. 2. Required file is accessed and is amended according

to requirements. 3. Documents are produced to meet organizational

requirements in a manner that incorporates OH & S practices.

4. File is saved in appropriate directories. 5. Applications are exited without loss of data.

3. Access and use help

1. On line help is accessed and used to overcome basic difficulties with applications.

2. Manuals and training booklets are used to solve minor problems.

3. Requests are logged with help desk if requiring further help.

4. Use keyboard and equipment.

1. Occupational Health and Safety regulations are followed for correct posture, lighting and length of time in front of computer.

2. Keyboarding is carried out according to organisation guidelines on speed and accuracy.

Operate Microsoft

Word 2003

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What is a Word Processor? A Word Processor is a software package designed to produce documents. These documents include anything based around text or words such as letters, memorandums, reports, notes, resumes etc. When Word opens, a new document is displayed on the screen. The opening screen for Word is shown below:

The sections of the screen moving from top to bottom are as follows: • Caption – which includes the name of the Program and the name of the document • Menu • Toolbar(s) – in this instance two toolbars are visible • Horizontal and vertical rulers • The Document where the letter, memo etc is written • Horizontal and vertical scroll bars for moving through the document • The Task Pane • Drawing toolbar • Status Bar • The Taskbar Text is typed into the document where the cursor is flashing. The cursor is displayed on the screen as a vertical line:

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The cursor will move on the screen as text is added to the document. The cursor can also be moved on the screen by clicking the left button of the mouse over the text in the document. Wherever the cursor is positioned is where the next character will be typed. It is imperative that this point is remembered when any changes are being made to the document. It is important to understand how a Word Processor handles text. When a new document is opened the margins are set and shown by the ruler at the top of the page. When text is typed into the document it is important that text be allowed to wrap by itself at the end of each line and that the typist does not hit Enter at the end of each line. When the end of line is reached the Word Processor determines whether the current word will fit on the line or not and moves the word down to the next line if necessary. This is known as Wordwrap and all word processors have the same facility. Documents are shown on the screen in a Window. More than one document can be open in Word at the same time, each is shown in a different Window. Each open document in Word is shown along the Taskbar at the very bottom of the screen:

To move between documents click on the name of the document in the Taskbar. To permanently keep documents they must be placed onto a disk – either the floppy disk or hard disk. When the document is saved on the disk it is placed in a File.

Accessing Files on a Disk Files can either be placed on a disk for permanent storage known as File Saving or read back from the disk into Word which is referred to as File Opening or Retrieving.

Saving a File To save a file to disk the menus or toolbar can be used. To use the menu click on File Save To save using the toolbar click on the save tool – The following dialog box appears on the screen. Notice that the box is composed of several different sections. The three main sections: • The location where the file is to be saved • The name of the file • The save button

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are marked on the diagram below:

Saving the file involves the following three steps: 1. Check if the disk and folder are correct. If not click the arrow beside the list box

and choose the correct drive and/or folder:

Name of file to be placed on disk

Disk and/or folder where file is to be saved

Save button

Click on the letter that represents the Drive then double click on the name of the folder in the list displayed.

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2. Click the mouse in the file name box. Quickly click the mouse three times to select the text already in the box. Write in the correct file name.

3. Click the save button.

Opening or Retrieving a File from Disk Once a file has been placed on disk it can be opened again using either the menu or toolbar. To open a file using the menu click on: • File • Open To retrieve a file from disk using the toolbar click on the Open tool: The following dialog box will appear:

Three steps must be carried out to open a file: 1. Check that the drive and folder are correct. 2. Enter the name for the file or click on the file in the list shown 3. Click on Open.

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Closing a Document To close the document once it has been saved, or if it is no longer required, choose: • File • Close or click on the cross shown in the top right-hand side of the screen:

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Task 1 Open Word 2003 and type in the document shown below between the shadowed lines. Notice that the spaces between words are shown with a dot (·) and the returns are shown by the following symbol: ¶. Copy the set out of

the document exactly. Display the non-printing characters in the document by clicking on the Show/Hide tool on the toolbar: This·is·my·first·Word·Processed·document.·Word·Processing·is·an·excellent·skill·and· one·that·is·used·extensively·in·Offices·around·the·country.¶ ¶ Notice·the·formatting·of·this·document. ·There·is·only·one·space·placed·after·a·full-stop, ·comma·or·semi-colon. ·The·Enter·key·is·only·pressed·at·the·end·of·a·paragraph·not· on·each·line·of·the·document. ·As·you·type·you·will·notice·wordwrap·forcing·the·words· onto·a·new·line.¶ When complete save the document calling it TASK1. Close the Document. End of Task 1

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To Open a New Document in Word To create a new document in Word either: • Choose File|New from the menu • The Task Pane will appear as shown below

• Click on Blank Document Or • Press the New Blank Document button on the Toolbar

Word Wrap in a Document It is important when becoming a Word Processing Operator that the idea of Word Wrap is fully understood. Originally a typist, using a typewriter, would have to hit carriage return at the end of each line so that the typewriter moved down ready to type the next line. Word Processing packages however, work out the end of the lines themselves and when there is no more room on a line they move the typing to the next line. This fact alters significantly the way a typist now types in text. When typing a document on a Word Processor it is important NOT to press Enter at the end of each line. Looking at Task 1 it is possible to see that only short lines have Enters on them and that two Enters have been pressed between paragraphs. This is the correct formatting that should be followed by all Word Processing operators.

Choose Blank document

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A document with Enters on the end of each line is very difficult to change. If a word has to be inserted in the text for instance, then the whole document must be changed to adjust for the change in the length of the line. This will not happen correctly if the document has Enters on each line.

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Task 2 Open a new document in Word and type the following letter into the new document shown. Save the document on your disk, calling the file TASK2. Once saved close the document.

NOTE: On the short lines such as the address and date, the Enter key will need to be

pressed to move the cursor to the next line. On longer lines, let Word Wrap apply.

61 Melvin Road Canberra ACT 2600 30/3/2000 Dear Mr Street I am writing in relation to the recent motor vehicle accident that occurred on the 27th of this month in High Street. I am the owner of the Mitsubishi Colt, registration number ITG432, which was damaged in that accident as a result of your vehicle, registration number BHP987, driven by you, colliding with the rear of my car. I am holding you responsible for the damage caused to my vehicle. The repairs necessary to remedy the damage have been assessed at the cheapest quote of $1050. I enclose a copy of three quotations I have obtained for these repairs. If I have not received some form of written acknowledgement of my letter within fourteen days I will instruct a solicitor to take action to recover the cost of the repairs to my vehicle. Yours faithfully Darren Oliver End of Task 2

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Printing a Document The quickest way to print a document is to click the print tool on the toolbar: This will immediately send the current document to the default printer for the computer. More flexibility is given when printing, if the menu option is chosen. To print using the menu, choose: • File • Print The following dialog box will appear:

This dialog box allows the following customisation of the printing operation: • The number of pages to print can be changed from All to just the Current Page or

allows selection of a number of pages to print. • The number of copies of the document can also be changed in this dialog box. Other options are also available through the option button and properties button. When the printer options have been adjusted correctly, click OK to print the document.

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Print Preview Before printing a document it is often a good idea to look at the page as it will be printed, before actually sending it to the printer. To do this, click on the Print Preview tool on the toolbar: Word will display the page in miniature, showing how the page is laid out. If the page is not correct, then alterations can be made before the page is printed.

Making a Copy of a File To make a copy of a file involves saving the file with a new name. This will leave the original copy on disk and open a new document in Word with a new name. To copy a file, choose: • File • Save As The following dialog box appears:

Check that the copied file is going to the correct Drive and folder. Enter the name for the copy of the file in the File name: box and then click on Save.

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Task 3 Open the document called TASK2 and then add your name to the bottom of the document. Use the Print Preview button to see how the document will print on the page. Press the Enter key several times at the top of the page,

until the preview shows the letter lying in the centre of the page. Resave the document changing its name to TASK3. When correctly saved, print the letter on the printer.

End of Task 3

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Moving Through a Document There are many different ways of moving through a Document in Word 2003. The following table shows how to scroll through a document using the Mouse:

Navigation Mouse Click Up One Line

Click the up scroll button Down One Line

Click the down scroll button Scroll Left

Click the left scroll arrow Scroll Right

Click the right scroll arrow Next Page

Click Next Page Previous Page

Click Previous Page To a specific page

Drag the scroll box Up one screen

Click above the scroll box Down one screen

Click below the scroll box The following table shows the method for navigating up and down through a Document using the keyboard. The second column indicates the keystrokes necessary to move to the position indicated in column 1. Where there is a + between the two keystrokes, the first key is held while the second one is tapped once. Most of the Navigation keys in Word 2003 are found on the grey keypad on the right of the keyboard.

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Navigation Keystrokes Top of Document Ctrl + Home Bottom of Document Ctrl + End Beginning of the Line Home End of Line End Up One Line Up Arrow Down One Line Down Arrow One character to the Right Right Arrow One character to the Left Left Arrow One word to the Right Ctrl + One word to the Left Ctrl + One paragraph Up Ctrl + One paragraph Down Ctrl + Top of the Previous Page Ctrl + PageUp Top of the Next Page Ctrl+PageDown Up one screen Page Up Down one screen Page Down Top of the window Alt+Ctrl+Page Up End of the window Alt+Ctrl+PageDown To the location of the insertion point when the document was last closed

Shift F5

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Task 4 Insert your disk into Drive A: and open the file called Moving.Doc from the disk. Using this document, perform the following navigations through the

document using both the keyboard and mouse

Navigation Top of Document Bottom of Document Beginning of the Line End of Line Up One Line Down One Line One character to the Right One character to the Left One word to the Right One word to the Left One paragraph Up One paragraph Down Top of the Previous Page Top of the Next Page Up one screen Down one screen Top of the Window End of the Window

End of Task 4

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Editing a Document Often, after typing a document, errors are found and the document requires editing. Editing can involve any or all of the following operations:

Inserting New Text into the Document There are two methods for adding new text to the document. The text can be inserted between the existing text called INSERT, or typed over the top of the existing text, replacing the text, which is called TYPEOVER. Most Word Processors are already in Insert mode, so to add new text into a document: • Click the left mouse button where the text is to be inserted • Type in the new text and the old text will move out of the way Typeover can be achieved by first selecting the text to replace, then typing in the new text. The selected text will instantly disappear as the new text is typed. The benefit of this method is that the Document can be left in insert mode rather than having to turn on Typeover mode. To change to Typeover mode: • Click the left mouse button where the new text is to replace the old • Double click the left mouse button on the OVR panel on the status bar at the

bottom of the screen • The word OVR will turn from grey to black. • Type the new text. To turn off Typeover mode double click again on the word OVR on the status bar.

Deleting Text from a Document There are also two techniques for deleting text from any document. Text can be deleted to the left of the cursor using the Backspace key or at the cursor position using the Delete key.

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Selecting a Block of Text The delete and backspace key will only remove a single letter each time they are pressed. To delete a number of characters at once, first select or highlight those characters, then press the delete key. To select text: • Click before the first letter to select • Hold the left mouse button down while moving to the end of the block of

characters • Release the mouse button • The selection is shown black.

Shows the word revolves selected To remove the selected text, press delete once. The following table shows the method for selecting portions of a document:

Selection Method Word Double click the left mouse button on the word Graphic Click the graphic Line Move the mouse to the left of the line until an arrow

points at the line and then click the left mouse button Sentence Hold down the CTRL key while clicking the left

mouse button anywhere in the sentence Paragraph Triple click the left mouse button anywhere in the

paragraph Entire document Move the mouse to the left of the document until an

arrow points at the document, triple click the left mouse button

Vertical block of text Hold the ALT key down while dragging the mouse over the selection

Undoing a Mistake If a mistake is made and the incorrect text is deleted, then clicking the Undo key will restore the text to its state before the deletion. Many operations can be reversed using the Undo key. It is important that the key be pressed immediately after the mistake has been made. A list of operations that can be undone appears in the list accessed through the arrow on the right of the tool.

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Task 5 Open the letter created in Task 2 and make the changes shown in italics below. Save and print the new copy of the letter. Make sure your name is on

the bottom of the letter before printing. 61 Melvin Road Canberra ACT 2600 30/3/2000 Dear Mr Street I am writing in relation to the recent motor vehicle accident that occurred on the 27th of this month in High Street Scullen. I am the owner of the Mitsubishi Colt, registration number ITG432, which was damaged in that accident as a result of your vehicle, a Holden Ute, registration number BHP987, driven by you, colliding with the rear of my vehicle. I am holding you responsible for the damage. The repairs necessary to remedy the damage have been assessed at the cheapest quote of $1050. I enclose a copy of three quotations I have obtained for these repairs from various repairers in Scullen. If I have not received some form of written acknowledgement of my letter within fourteen days I will instruct a solicitor to take action to recover the cost of the repairs to my vehicle plus any legal expenses. Yours faithfully Darren Oliver

End of Task 5

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Task 6 Open the document called Edit.Doc from your disk and make the changes shown in bold in the following document. Resave the document as TASK6

using File | Save As from the menu and then print a copy with your name on the bottom of the document. Safety in the Kitchen Safety in the home begins in your kitchen. Your kitchen should include such safety devices as smoke detectors, fire extinguisher, devices that detect gas leaks, a first-aid kit and appliances that automatically turn themselves off when not in use. Tiled floors should be coated with a slip grip to avoid accidents on wet floors. Households with small children must also consider a further range of safety issues. Electrical sockets should be placed out of reach of children above counter height. Household bleaches and detergents should be stored in childproof cupboards, while knives should be stored in a lockable drawer rather than on a wall-mounted magnetic strip or in a knife block. Cooktops and dishwashers should have key-lock functions. Induction cooktops, which transfer magnetic energy through a glass surface, are also a good option, as they heat only the underside of pots and pans and not the cooking surface itself. End of Task 6

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Formatting a Document The appearance of the document is called its format. The formatting includes the size of the text called the point size, the style of the text which is called the font, as well as whether the text is bolded, underlined or italicized.

Bold, Underlined or Italicized Text To apply any of these three styles to previously typed text: • Select the text to change • Click on the appropriate tool on the toolbar: To Bold, Underline or Italicize as text is typed, click on the tool before typing and click again after typing, to turn off the affect.

Changing the Font and the Point Size of Text The font and point size of text can be changed before the text is typed or by selecting the text to change, after typing. To change the font style of the text: • Click on the down arrow beside the font’s list box to display a list of available

fonts: • When the font name appears in the list, click on it to change the text’s font.

The scroll bar moves through the list of fonts

Italic Bold Underline

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To change the point size click on the down arrow beside the font size on the toolbar to display a list of point or font sizes: Click on the size required, or if the size is not displayed, type in the size required in the top box and then press the Enter key.

Scroll bar shows more font sizes

Click here to see a list of font sizes

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Task 7 Type in the following document changing the formatting as indicated in Italics. If a font is not available choose something similar. Save the Task

calling it TASK7 and then print a copy with your name on the bottom of the document.

Basford Theatre (Impact 20 point) Program for June 1998 (Georgia 14 point bolded) June 6th Cats (Arial 12 point bold) 2 pm Matinee (Times New Roman 10 point italic) 6 pm Session June 8th Phantom of the Opera (Arial 12 point bold) 6 pm Session (Times New Roman 10 point italic) 8 pm Session June 15th West Side Story (Arial 12 point bold) 2 pm Matinee (Times New Roman 10 point italic) 6 pm Session 8 pm Session June 23rd Shirley Valentine (Arial 12 point bold) 2 pm Matinee (Times New Roman 10 point italic) 6 pm Session June 27th Les Miserables (Arial 12 point bold) 6 pm Session (Times New Roman 10 point italic) 8 pm Session

End of Task 7

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On-Line Help All Windows packages provide on-line help, which is equivalent to having a written manual about the package. Finding information about the Software package involves opening and searching the on-line help. Sometimes the package will open with the Office Assistant running as shown below. This will make it difficult to search the Help. To turn off the Assistant if visible:

• Click the Options button • Click on the Options tab • The following dialog box appears:

Remove the tick here, then click on OK

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To open and use Help, choose: • Help from the menu • Microsoft Word Help The following Task Pane will appear:

• Enter the help topic required into the Search for text box and click on the Green

arrow

The Task Pane will alter to display all help topics found on the Search criteria. Choose the relevant topic by clicking on the topic and a full Help screen will appear. If the Help topics are not correct the Search for box will appear at the bottom of the Task Pane and a new search can be done.

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Close the Help topic screen in the same way as all Microsoft Windows are closed using the Close button at the top right of the window.

Change to Offline Help to stop Word searching the Web

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Task 8 Open the On-line Help facility in Word to display the Help Task Pane. Search the Help for topics on Underline Display the help screen on

Underline text and find out how to add a decorative underline to a document. Print the topic by clicking on the printer icon at the top of the left-hand window or show the topic to your supervisor. End of Task 8

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Inserting a Header and Footer into a Document A header is text or graphics that is repeated at the top of every page of a document. A footer is similar, but is repeated at the bottom of every page of a document. Often headers consist of company names or logos, headings, topics etc, while a footer is generally the page number, the filename of the document etc. To add a header and/or footer to a document choose • View • Header and Footer The header box will appear with the following toolbar:

The footer can be accessed by pressing the Switch Between Header and Footer button. Both the Header and Footer have three preset tabs so that text can be placed on the left right and in the centre of the page. To enter the page number or date and time in either the header or footer the middle buttons on the toolbar are used: To insert the Filename in either a header or footer, click on the Insert AutoText button at the beginning of the Header and Footer toolbar. The following list of options appears.

Insert Time Insert Date Format Page No Insert No of Pages Insert Page No

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Click on either the Filename or Filename and Path option, to have Word place the current Filename into the header or footer of the document. If the Filename alters, then Word will automatically update the Header and Footer with the current name.

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To Change Headers and Footers on Odd and Even Pages To get a different header and footer on odd and even pages select the page setup button from the header and footer toolbar: Select the layout tab and the following dialog box will appear:

Click in the Different odd and even checkbox of the Headers and Footers section of the Dialog Box. Click on OK. To move between odd and even headers or footers choose the show next or show previous button from the toolbar:

Show next Show previous

Tick to create different headers and footers on odd and even pages

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Task 9 Open the document saved as TASK6, add the following Header and Footer to the document:

Header SAFETY AROUND THE HOUSE 14 point Impact font bolded and centred. Footer Your name – left justified Page number – centred File name – right justified. Recycle the paper used to print Task 6 earlier.

End of Task 9

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Aligning Text on the Page When a new document opens in Word, text is automatically placed on the left of the page. This can be altered using the alignment tools from the toolbar.

Centre Alignment To centre text across a page: • Select the text you wish to centre • Click the centre tool on the toolbar

Right and Left Alignment Right and left alignment refers to the position where the text is placed on the page. This text is left aligned and lines up along the left margin.

Text that is right aligned will have the last letter on each line placed on the right margin, which is how this paragraph has been aligned.

Right alignment is generally not used for text. It may sometimes be used for moving dates across the page or page numbers to the right. To left align text: • Select the text you wish to align • Click the left alignment button on the toolbar To right align text: • Select the text you wish to align • Click the right alignment button on the toolbar

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Justification Word automatically justifies text on the left margin - in other words the text has a straight margin on the left. However novels or magazines have the text lined up both on the left and right margins - this is referred to as full justification. This paragraph has been fully justified - if you look carefully you will notice that some words have more spaces between them than others - this is how Word pads out the line to reach the right margin. To fully justify text: • Select the text you wish to justify • Click the justification button on the toolbar

Click and Type Click and type is a used to quickly insert text, graphics or tables into a blank area of a document. To use click and type, double click the mouse where the object is to be placed. Word will place a tab across the line where the mouse was clicked and allow text etc to be entered.

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Task 10 Open a new Word document and type in the text shown below between the

lines. Press Enter between each of the lines of text as shown: WEDDING INVITATION Steven and Mary Jamison along with Jennifer and Anthony Barry Have much pleasure in inviting (Your Name) TO THE WEDDING OF Sally Jamison and Peter Barry To be held at St Joseph’s Church The Avenue Burwood on 10th August 2000 at 5pm Reception to be held at Burwood Reception Centre From 6pm RSVP 15th July 2000 16 Flower Drive Burwood Select all the text in the document and then click on the centering tool on the toolbar. Save your document as INVITE and print a copy of your document.

End of Task 10

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Task 11 Open a new document in Word and type in the following section of a legal document. Justify the text on each line as you type. Save the document as

LEGAL and print a copy with your name on the bottom of the document.

In the Matter of Mary-Lou Smith v Darren Clarke Magistrate Court of Victoria Proceeding Number 92/2000

COMPLAINT

Filed on Behalf of the Defendant Harry Dwyer and Field Solicitors 280 Lonsdale Street Melbourne Solicitor Code 540 DX 467

End of Task 11

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Cut, Copy and Paste To rearrange a document’s contents, the cut, copy and paste facility may be used. To cut or remove a section from a document: • Highlight the text to remove from the document • Click on the cut tool on the toolbar: The highlighted section will disappear from the document, but will be placed in the Clipboard. To copy a section of text: • Highlight the section to copy • Click on the copy tool on the toolbar: The highlighted section of text will be copied into the clipboard. The clipboard is an area in memory where data is stored after cutting or copying. The clipboard can be used by any window’s program to access information cut or copied from another application. It is possible in Office 2000 to have a number of items in the clipboard at once. This feature is detailed in the Help. To paste the cut or copied section: • Place the cursor where the text is to be pasted • Click the paste tool on the toolbar: The text will be inserted into the existing text beginning where the cursor was placed.

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Moving Text To move text, the text can be cut and pasted into the new position or a method called drag and drop can be used. To drag and drop, the following operations need to be performed: • Highlight the text to move • Move the mouse pointer over the highlighted text until the following arrow

appears:

• Hold down the left mouse button and the mouse pointer will change to a dashed

line and a rectangle, representing the text. • Move the mouse to the position where the text is to be moved to and then release

the mouse button. The text will be inserted into its new position. If the operation does not work successfully, press the undo key and repeat the steps outlined above.

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Task 12 Open a new document in Word and type in the following points for making toast. Type the points in the order shown and then using Drag and Drop,

rearrange the points into their correct order. Save the document calling it DRAGDROP. Place your name on the bottom of the document and then print a copy of the document once it is in the correct order. Making a Piece of Toast with Jam Place the warm toast onto a plate Turn on the power Remove the toast from the toaster Eat the toast Wait for the toast to pop up Butter the toast Press the button to lower the toast into the toaster and start toasting Place the bread in the toaster Add jam to the toast Plug in the toaster

End of Task 12

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Indenting Text is generally confined within the left and right margins of the page. Sometimes however, it is desirable to have the text line up along a new margin. This is referred to as indenting. Most points are indented and sometimes quotes in a book will be indented. The following are some examples of indented text:

This paragraph is fully indented 1 centimetre from the left and right margins of the page. It is also justified so that it is easier to see that the end of the paragraph is 1 centimetre from the right margin. This paragraph is indented 1 centimeter from the left hand side of the page only. Notice that the next line of the paragraph is also indented to the same point as the first. This is achieved automatically when the indent is set up.

The easiest way to indent text is to use the ruler located below the toolbars, at the top of the document. The type of indent is determined by moving the triangles located at the beginning of the ruler

First line indenting.

To indent the first line of a paragraph, without the rest of the paragraph moving from the left margin, point at the top triangle on the ruler with the mouse. Then holding down the left mouse button, move the top triangle to the indent position on the ruler. This paragraph for instance has the following ruler:

Hanging Indent To indent all lines in a paragraph except the first line, point at the bottom triangle on

the ruler and move it to the position on the ruler where you wish the paragraph to indent. This technique may appear fairly useless, however it is one of the most frequently used indenting methods. Its main use is for indented points as the following example shows.

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1. This is an indented point that has been tabbed (simply hit the Tab key) from the number to the beginning of the text. The rest of the text is indented using the ruler settings shown below:

When moving the bottom triangle make sure that the mouse is inside the triangle and not over the square.

Fully Indented

To fully indent a paragraph move the bottom square along the ruler to the indent position. This paragraph for instance has the ruler set thus:

To indent both from the left and right margin, first move the square as shown above and then move the right indent marker in to a corresponding position on the right of the ruler. To move the right indent marker, point at the triangle on the right hand side of the ruler, then hold the left mouse button down as the marker is dragged to its new position.

NOTE: Once the indenting is turned on it will remain in force until it is turned off.

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Task 13 Open a new document in Word and type in the text shown below between the lines. Turn on the indentation as you require it in the

document. The indent marker has been set to 5cms. Save the document calling it SYSTEMS and print a copy. Fully justify the whole document and resave it as JUSTIFY. Print a second copy of the justified document.

Accounting Systems The following identifies the main purpose for a number of accounting systems: System Main Purpose Payroll Designed to calculate and store employee’s salaries. Most

systems also print employee’s cheques. Accounts Payable Used to pay other businesses for goods and services they

have supplied. Invoicing Produces the bills for goods and services they have

purchased. Accounts Receivable This system keeps track of which customers owe what

money to the business. It will also send regular statements requesting payment of outstanding debts.

Order Entry Accepts customers orders and ensures that the orders are

fulfilled. Sales Analysis This system monitors the sales of both goods and services

for a business. (Your Name)

End of Task 13

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Numbered Points and Bullets Numbered points and bullets rely heavily on the indent markers on the ruler to work correctly. Both systems are obtained using the tools on the formatting toolbar: When either system is turned on, Word will move the indent markers on the ruler to where it considers them to be most appropriate. A left tab will also be placed over the top of the bottom indent marker. Using the techniques outlined above, it is possible to move the top and bottom triangles or square on the ruler, to change these default settings. If the indent is adjusted, the left tab shown by a small L on the ruler must also be dragged to the new indent position. It may be necessary to drag the left tab out of the way, move the bottom triangle and then place the left tab marker back over the triangle. One advantage to using automatic numbering or bullets is that, hitting Enter twice at the end of the points, will turn the indent off.

Numbered points Bulleted points

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Task 14 Open a new document in Word and type in the text shown below the line using the numbering tool where applicable. Set the indent position such that

the top triangle is at ½ cm and the bottom triangle is at 2 cms. Press SHIFT and Enter between the points to double space them. The administration costs are indented to 3 cms. Save the document as INVEST and print a copy. Following our recent phone conversation, I think it would be a good idea to clarify a number of points before proceeding with your proposed investment of $100,000. Could you please send me details of the following:

1. The exact date that you would like the investment to commence and the number of years that you plan to keep the investment.

2. The full name of each person who is to be included on the investment document.

3. Do you wish to have the interest reinvested each year, or taken as a dividend. If a dividend is chosen tax will be payable.

Listed below are the administration costs: Paperwork $50.00 Phone Calls $35.00 Postage $9.80 Please forward the Principal in the form of a bank cheque and when the investment is complete we will forward you an account for $94.80 as itemised above. (Your Name)

End of Task 14

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Tables To create a table in Word choose from the menu: • Table • Insert • Table Enter the number of rows and columns required for the table. The dimensions of a table are measured as demonstrated below:

Click OK. To move around the table the TAB key or arrow keys can be used. The TAB key will move forward one cell, Shift TAB will move back a cell. If you press enter in a cell, the cell will become larger and more than one line will be entered within a single cell.

Selecting cells in a Table Many operations dealing with tables require that either the whole table or a section of the table be selected before the operation is performed.

To select the whole table: • Click in the table • Choose Table from the menu • Choose Select|Table or Click on the Table move handle shown just outside the top left-hand corner of the table.

To select a column in the table: • Click in the column • Choose Table from the menu • Choose Select|Column or

2 Columns

3 Rows

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move the mouse down from the top of the table until a bolded small arrow points at the column. Click the left mouse button when the arrow is visible and the column will be selected. To select a row use the same technique as for a column, except point at the row from the left hand side of the table to select it.

To select individual/groups of cells: • Highlight the starting cell • Hold the left mouse button down whilst highlighting the other cells in the table. Cells must be in a continuous range to be selected together.

Border Styles and Shading When a table is created, the edge of each cell is shown by a ½ point line. To alter the borders within a table, select the table (or cells in the table) and choose • Format from the menu • Borders and Shading The following dialog box appears:

Using the selections down the left hand side of the dialog box it is possible to place a box around the table, lines on all sections of the table, a grid on the table (where the

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inside lines are finer than the outside border) or use a custom layout. The middle section of the dialog box controls the style of the lines, their colour and size. The right hand side of the dialog box gives a preview of the how the table will look. By clicking on the Shading tab above the dialog box, changes can be made to the shadings for the table. The following dialog box will appear:

By clicking on the down arrow beside the Styles box a shading pattern can be chosen for the table or cells selected from the table. The colour of the cells in the table can also be changed in this dialog box. When the selections are complete click on OK.

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Using the Tables and Borders Toolbar Tables can also be formatted using the Tables and Borders toolbar. To see the toolbar either click the Right Mouse button over the existing toolbars, or click on the Tables and Borders tool and the following toolbar appears. This is a floating toolbar and can be moved around on the screen, by holding the left mouse button down on the blue line at the top of the dialog box and then dragging the box to its new location.

To display the borders menu, click on the down arrow beside the borders tool and the following toolbar appear:

By carefully selecting various ranges in the table, it is possible to place borders on sections of the table using this toolbar. Clicking the down arrow beside the ½ on the Tables and Borders toolbar can alter the size of the lines for the borders. The following line sizes appear:

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Column Widths and Table Centering To change the width of columns in the table, select the column, move the mouse up to the ruler and when the mouse moves over the line between the columns a double arrow will appear. While the arrow is visible hold the mouse button down and move the border left or right to alter the width of the column.

Double clicking on the column marker which appears on the ruler, or choosing Table|Table Properties from the menu, will cause the following dialog box to appear:

Using row and column tabs, the size of the columns and rows can be more accurately adjusted. To centre the table on the page, select the table and then click on Center in the alignment box of the Table tab shown above. The Cell tab can be used to align text within a single cell.

Move this marker to change column widths

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Task 15 Open a new document in Word and create a table which has 5 columns and 14 rows. Change the width of the first column to 5cms. Make all the other

columns 3cms wide. Select the first row of the table and choose Table|Merge Cells to get a continuous row for the heading of the table. Centre the heading in the row and make the row shaded to solid black. Word will automatically make the text white. Use Table|Table Properties to change the height of Row 1 to 1cm. Centre the text vertically in the row. Place a double line border around the table and a 1½ point single line border between the cells. Enter the text as shown. Centre subheadings in row 2 and right justify all figures. Save the document as TABLE and print a copy.

Price Comparison of Removable Storage Devices

Drive Price Media Size (MB)

Media $ each

Media $/100 MB

DVD-RAM $1,925 5200 $145 $2.79 ORB EIDE $399 2200 $79 $3.59 ORB parallel $499 2200 $79 $3.59 Jaz 2GB $849 2000 $233 $11.65 Zip USB $329 100 $22.90 $22.90 Zip parallel $249 100 $22.90 $22.90 Zip SCSI $249 100 $22.90 $22.90 Zip 250 $449 250 $37.90 $15.16 Imation Superdisk $249 120 $25 $20.83 Sony StorStation $300 2000 $42 $2.10 Tecmar NS20 $1,090 20000 $80 $0.40 Seagate NS20 $925 20000 $80 $0.40 Figures published in PC User Magazine July 1999. (Your Name)

End of Task 15

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Task 16 Open a new document and type in the text shown between the lines. Place a 3 point line around the table and use 1½ point lines for the inside grid. Enter

the data as shown and align cells as shown. Save the document as MEMORY and print a copy.

Main Memory Prices are Volatile It is important that you get the right type of memory for your motherboard. If you have a BX motherboard you need PC100 memory. If you have an LX motherboard you can use either SDRAM or PC100 SDRAM. Both types of memory will work well with these motherboards. If however, you decide to upgrade in the future you are better advised to buy the PC100 memory. If you are buying memory for a server with a processor speed over 350 MHz then PC100 ECC SDRAM chips are recommended. The prices for these different chips are shown below:

PC100 SDRAM DIMM Size Access Time Price 32Mb 7ns $75 64Mb 7ns $135 128Mb 7ns $299

PC100 ECC DRAM DIMM 128Mb 7ns $379

SDRAM DIMM 32Mb 10ns $79 64Mb 10ns $169 128Mb 10ns $299 Older Pentium machines use EDO RAM. Supply of these chips is becoming more and more difficult which is causing volatility in pricing. If you wish to purchase these chips then you will have to phone your nearest computer supplier.

End of Task 16

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Setting Tabs in a Document Tabs are useful for setting up text that needs to be positioned at a certain place across a line. The tabs operate when the Tab key is pressed. Each time the key is pressed it will move to the next tab set on the ruler. It is worth noting that when setting tabs in a document they will only work FORWARD from the point at which they were set. They will NOT apply to the whole document. Also when working on an existing document, unless multiple paragraphs are selected, changing the ruler will affect only the paragraph where the cursor is currently located. The different tabs in Word are displayed at the very beginning of the ruler. Each click of the mouse will alter the type of tab that will be set. The tab types are as follows:

The following example illustrates how the tabs align text: Left Centre Right Decimal Fred Fred Fred 12.30 George George George 123.45 Harold Harold Harold 1.678 Adam Adam Adam 8 The left tab lines text up with the first letter of each word placed at the position of the left tab. The centre tab lines the text up so that the middle of each word is at the position of the centre tab. The right tab has the words lined up so that the right hand side of each word is on the position of the right tab. The decimal tab lines up the decimal points in numbers or the right hand letter of the text, if no point is included.

To set a tab setting on the ruler

To set a tab on the ruler, click until the type of tab required is displayed. Move to the position on the ruler where the tab is required and click the left mouse button. The following ruler has a left tab set at 3cms, a centre tab at 5cms and a right tab at 7cms:

Left aligned tab

Centre tab

Right aligned tab

Decimal tab

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To move tabs on the ruler

If the tabs are placed in the wrong position then simply move the mouse to the tab that requires moving then holding down the left mouse button drag the tab stop to its new position. Remember only the current paragraph will be adjusted unless a section of text has been selected.

To delete tabs from the ruler To remove a tab from the ruler, move the mouse to the tab to be removed and then hold the left mouse button down whilst pulling the tab stop towards the bottom of the page.

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Dot Leaders Dot Leaders refer to the full stops placed between sections of text, that help lead the eye across in a straight line. (Hence their name) They often appear in Indexes or Tables of Contents where the first column of text is a long way from the second column of text. For example the following line shows dot leaders: Dot Leaders .........................................................................................Page 36 To get dot leaders between tabs, select the paragraph where the leaders are to be set, double click on any tab icon in the ruler, or choose Format|Tabs from the menu. The following dialog box will appear:

All the tabs set on the ruler are listed on the left. The type of each tab is listed in the alignment section and the Leaders in the section below. Check that the correct tab has been selected from the list and then choose the leaders that are required from the list available, click on Set. Repeat this process for each tab that requires leaders. Choose OK when finished. NOTE: This dialog box can also be used to clear a single tab or all tabs, as well as setting new tabs on the ruler.

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Task 17 Open a new document in Word and type in the text shown between the lines. Set tabs as follows:

Right Tabs at 1 cm and 12 cms Left Tab at 1.5 cm and 4 cms Decimal Tab at 14 cms Save the document as RACES and print a copy.

Kyneton Gallops Tomorrow

Race 1 – 12:20 Novice Hurdle 2837 metres

1 - 8604 Chobe(7) J Hateley 67 2.- 7010 All Honours W Treloar 67 3 - 4637 Not a Bad Yarn W D Smith 67 4 - 2546 Gentle Habits R Maund 66.5 5 - 0644 On the Waterfront J B Evans 66.5 6 - 0995 Flash M Mills 66 7 - x993 Red Samir G Preston 66 8 - 7460 Master Discovery P Mayhew 65 9 - 3808 Hustler J Julien 65 10 - 8900 Talented Native J B Evans 65 (Your Name)

End of Task 17

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Task 18 Open a new document in Word and type in the text shown between the lines. For the tabbed section set a left tab at 3.25cms, 6.25cms, 11cms and

14.5cms. Place the bottom indent triangle over the left tab stop at 11 cms. Add a center tab to the ruler at 9.5cms. Bold and Underline the subheadings. Save the document as GOLF and print a copy.

A Little Bit of Golfing History Golfers have never been shy in using new technology and have embraced every new invention, designed to make the game more competitive. Here is when various new technologies appeared in the winner’s circle at men’s major championships: Technology Major Player Year Comments Wound Ball US Amateur Walter Travis 1901 25 players used the

Ball in the competition

Steel Shafts US Open Billy Burke 1931 Approved by USGA

in 1926 Insert Putter US Open Dick Mayer 1957 The mallet had brass

inserts Graphite Shafts British Open Johnny Miller 1976 Graphite shafts was

used in both irons and woods

Metal Wood PGA Lee Trevino 1984 Used Taylor Made’s

tooling for the heads. Two-piece ball British Open Greg Norman 1986 Spalding Tour

Edition Four-piece ball Masters Nick Faldo 1996 Tour by Bridgestone Titanium driver US Open Steve Jones 1996 King Cobra Ti (Your name)

End of Task 18

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Task 19 Open a new document in Word and type in the text shown between the lines. Turn on the tabs and dot leaders on each line as required. The first

two lines have a left tab with dot leaders at 14.25cms. The Postcode has left tab with leaders set at 10.5cms. The No of Tickets is on a left tab at 4.5cms. When complete save the document as RAFFLE and print a copy.

ONLY 2000 TICKETS AT $40 EACH

Prizes valued at $50,000

Rotary Club of Bundaberg Art Union

Please complete the following application for a ticket. Hurry only a few tickets left. Name: ........................................................................................................................... Address: ....................................................................................................................... ...................................................................................................P/Code....................... PH:( )..............................No of Tickets @ $40 ea:.................Total Amount............ Signature ...................................................................................Date...........................

Phone (07) 4765 4876 or Fax (07) 4765 4890 Queensland Office of Gaming Authority Permit No XXXX

End of Task 19

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Keyboard Shortcut Keys Purpose Shortcut Keys Change font CTRL + SHIFT + F Change font size CTRL + SHIFT + P Increase font size CTRL + SHIFT + > Decrease font size CTRL + SHIFT + < Increase the font size by 1 point CTRL + ] Decrease font size by 1 point CTRL + [ Change case of letters SHIFT + F3 Format letters to All Caps CTRL + SHIFT + A Apply or remove bolding CTRL + B Apply or remove underline CTRL + U Underline words only CTRL + SHIFT + W Double underline CTRL + SHIFT + D Apply or remove italics CTRL + I Format letters to Small Caps CTRL + SHIFT + K Apply subscripts CTRL + EQUAL SIGN Apply superscripts CTRL + SHIFT + EQUAL SIGN Remove formatting CTRL + SHIFT + Z Display non-printing characters CTRL + SHIFT + * Single space lines CTRL + 1 Double space lines CTRL + 2 1.5 line spacing CTRL + 5 Centre Text CTRL + E Justify Text CTRL + J Left Align paragraph CTRL + L Right Align paragraph CTRL + R Indent a paragraph from the left CTRL + M Remove indenting from left CTRL + SHIFT + M Create a hanging indent CTRL + T Remove paragraph formatting CTRL + Q To get a full list of the Shortcut keys in Word choose: • Tools from the menu • Macro|Macros • The following dialog box appears:

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• Choose Word commands from the Macros in drop-down list box • Enter ListCommands in the Macro Name box • Click on Run • Choose Current menu and keyboard settings A document with all Shortcut keys will open in Word.

Operate Microsoft Excel 2003

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What is a Spreadsheet Spreadsheets are mainly used for mathematical work. Some people use them to work out their yearly budgets, while others use spreadsheets for reconciling their bank accounts. Teachers use spreadsheets for recording student marks and large companies use them for forecasting and projecting the future of their businesses. Spreadsheets in Excel are made up of cells. Each cell has a unique address, which is determined by its Column Letter and Row Number. For example in the following Worksheet the cursor is in the cell that has the address C6

Notice when the cursor is in a cell, the cell has a thick black line around it. The address of the cell is shown on the line above the column letters.

Moving the Cursor around the Worksheet There are many ways of navigating around the Worksheet. The image viewed on the screen is only a small part or window of the actual Worksheet. To move the cursor, one of the easiest methods is to click the mouse in the desired cell. To move up or down a column the arrow keys and enter key can be used. The up and down arrows move the cursor up and down the rows. The Enter key moves the cursor down a cell. The left and right arrows also move the cursor one cell to the left or right.

Cell Address

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To move the part of the worksheet visible on the screen, vertical and horizontal scroll bars are positioned on the right hand side and bottom of the worksheet.

The Workbook and Worksheet Spreadsheets in Excel are contained in a single file called a Workbook. Each Workbook can contain one or more Worksheets (sometimes just called sheets). When Excel is opened, a new Workbook appears with a number of Worksheets contained in the Book and shown by Tabs at the bottom of the screen:

Four buttons are positioned in the left-hand corner of the window that can be used to move through the sheets in a Workbook. The purpose of each button is shown below:

Placing Data into a Cell Any cell can contain one of three different things: • A value or number • A label consisting of the text, headings and subheadings used to give the sheet

meaning • A formula To enter data into a cell, click the cursor into the cell, type in the value, label or formula, then hit Enter, Tab or click in another cell. All formulae in Excel begin with an equal sign (=).

Simple Formulae The simplest formula that can be placed onto a sheet involves adding up a column or row. Adding up in Excel is called a Sum and uses the =Sum formula. To enter a sum into a cell, click the cursor where the answer should appear then click the ∑ tool from the toolbar. The first click of the tool will enter the formula into the cell. The formula will be in the form: =Sum(B3:B7)

Click on the Worksheet name to select a different worksheet

First Sheet Last Sheet

Next Sheet Previous Sheet

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which indicates that Excel will add up the cells B3 to B7. For example, the following section of a worksheet shows the formula entered by pressing the ∑ tool to calculate the total of the figures in column B:

Notice that when Excel enters the formula, it also places a dashed line around the cells that are going to be added together. If the dashed line is incorrect it is possible at this stage to use the mouse to highlight an alternative set of cells. To calculate the answer to the formula, click on the ∑ tool a second time.

Highlighting a Range of Cells Many functions in Excel require that a number of cells be selected before performing the required operation. A range of cells in Excel can refer to a single cell, a column, a row or rectangular block of cells or in fact any number of individual cells highlighted by the user. The following are examples of ranges of cells selected in Excel:

To select a number of ranges at the same time, such as that shown on the right above, hold the CTRL key down while selecting each individual range

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Working with Labels When a label is placed into a cell it will automatically be placed on the left hand side of the cell. When a number is entered into a cell however, it will automatically be placed on the right of the cell. To help the readability of a sheet, it is important to justify the labels placed on top of a column of figures to the right. The following example shows firstly the automatic placement of labels and numbers and secondly the sheet with the labels justified on the right:

To adjust the labels, use one of the justification buttons. The justification buttons on the toolbar (shown below) will only justify the contents of a cell. They do not centre headings across a number of cells.

Centering Labels over a Number of Columns To centre a heading across several columns: • Type the heading, into the first cell in the row where the heading is to be

centred:

• Select the range of the cells across which the heading is to be centred

Left Centre Right

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• Click the merge and centre tool from the toolbar If the worksheet changes and the heading has to be centred over fewer columns: • Click in the heading cell • Click the Merge and Centre tool to remove the centring • Select the new range for the heading • Click the Merge and Centre tool to re-centre.

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Formatting the Data in a Spreadsheet

Shading cells To highlight certain figures on a worksheet, shading is often applied to the cells. To shade a range of cells: • Select the cells to shade • Click on the down arrow beside the Fill Color tool on the

toolbar • The following colour palette will appear:

• Click on the fill colour required.

Changing the Font for Labels (Text) on the Worksheet To change the size, style and colour of the font for labels: • Select the label or labels to change • Click on the down arrow beside the font style tool on the toolbar to change the

type of font and click on the down arrow beside the font size tool to change the size of the font:

• Click on the down arrow beside the font colour tool on

the toolbar to change the text colour

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Placing Borders on a Worksheet The grid lines that are shown around each cell in the Worksheet do not print. In order to include printable borders on a sheet: • Select the cells requiring the borders • Click on the down arrow beside the Border tool • A number of alternative borders appear:

The borders toolbar allows borders to be placed around the selected cells, inside them, to the left, right, bottom or top of the cells or place a grid over the whole selection. Notice there are two different outside border thicknesses.

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The Format Cells Menu Option The full set of formatting options for a cell (or range of cells) is accessed by: • Clicking on the cell(s) to format • With the mouse over the cells, press the Right Mouse Button and choose Format

Cells… or • Choose Format|Cells from the main menu • The following tabbed dialog box appears:

• By clicking on the various tabs in this box it is possible to alter the format of

numbers in cells, the alignment and font of the text, border and patterns of the cells and protection of cells.

• When the formatting for the cell is complete click on OK.

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Saving a Workbook As mentioned previously all Worksheets are saved in one file known as the Workbook. To save the Worksheets in a Workbook, click on the save tool on the toolbar. The following dialog box will appear:

Enter the name of the file, check the folder and drive where the file is to be stored then click on the Save button.

Printing a Worksheet The simplest method for printing a worksheet is to open the worksheet then click on the printer tool on the toolbar.

Check that the Drive and Folder are correct

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Task 20 Open Excel and type the following spreadsheet into Worksheet1. The instructions for the sheet are as follows:

• Format the cells and place borders on the sheet as shown.

• The TOTALS must be entered using a formula. To enter the formula click on

the ∑ tool, check the range of cells selected by Excel, then click the ∑ tool a second time to get the answer.

• Save the workbook as TASK20 and then print the worksheet with your name placed in cell A12.

• Experiment by changing some of the table data to see the totals change. Edit the Dept A figure for Apr-Jun making it 5,320 and the Dept C figure for Oct-Dec making it 5,800.

• Print a second copy of the sheet showing the new figures. To save paper, place the second copy of the sheet on the back of the first print out.

• Close the Workbook by choosing File and then Close from the menu.

End of Task 20

This Row must have a formula for each total

This column must have a formula for each total

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Widening or Narrowing Columns on a Worksheet Often large names or long descriptions will not fit into a cell on the worksheet. If there is no data in the cell beside the entry, Excel will spread the data over two or more cells. If however, data is later placed in the second cell then Excel will only display the data that fits in the first cell. The only way to overcome this problem is to widen the whole column of the Worksheet. Once data has been placed into a number of cells it is possible to have Excel widen the column so that the largest entry just fits. To have Excel make the column width fit the cell entry, move the mouse pointer to the top of the sheet where the column letters are displayed. A double-headed arrow will appear when the mouse is over the column boundary. A double click on this symbol will widen the column to a size sufficient to hold the largest entry in the column. To manually widen or narrow the columns, move the mouse to the boundary between the columns. When the double arrow appears hold the left mouse button down and drag the column boundary to the left or right to adjust the width of the column. To enter an exact size for a column move the mouse up to the column letter. Press the Right Mouse Button over the double-headed arrow and a menu will appear. Select Column Width… from the menu and the following dialog box appears:

Enter the desired width, then press OK. To widen or narrow multiple columns highlight the column letters for the set of columns before widening or narrowing as a group.

Averaging Figures in a Worksheet To enter a formula to calculate the average of a number of figures: • Place the cursor in the answer cell • Type in =AVERAGE( • Using the mouse, highlight the cells to average • Type in ) • Press Enter The average of the figures highlighted should appear.

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To Change the Number of Decimal Places in Numbers When entering numbers in a cell only the significant digits will appear. For example, a number such as 89.90 will be entered into the cell as 89.9. To increase or decrease the number of decimal places in numbers: • Select the range of cells with the number(s) to format • Click on the increase or decrease decimals tool on the

toolbar

NOTE: Each click on the tool will alter the number of decimal places by one.

Increase decimals

Decrease decimals

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Task 21 Open a new workbook in Excel by clicking on the New tool on the toolbar. Enter the following spreadsheet into

Worksheet1. The instructions for the sheet are as follows: • Format the sheet as shown, including the shading and borders.

• Enter the formula into the sheet to calculate the average distance for each

contestant. Format the average’s column so that each number has two decimal places.

• Save the Workbook as TASK21. Place your name on the bottom of the sheet and print a copy of the Worksheet.

• Edit the worksheet so that the distances for Jacinta Reed are now 1.13, 1.29, 1.31, 1.21. Print a copy of this new sheet on the back of the first print out.

End of Task 21

This column must use a formula to calculate the average

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Removing Columns or Rows from a Worksheet Often it is necessary to remove an entire row or column from a worksheet. To do this: • Select the columns or rows to delete by highlighting either the column letters on

the top of the sheet or row numbers on the left of the sheet. • Select EDIT from the menu • Select DELETE • The columns or rows selected will disappear.

Inserting New Columns or Rows into a Worksheet If a new column or row is needed in a worksheet: • Select either the column letter to the right of the new column or the row below

the new row • Choose Insert from the menu • Choose either Rows or Columns The new column or row will appear and push the existing columns to the right or rows down. If a number of rows need to be inserted select the number of rows below where the rows are to be inserted and then choose Insert|Rows. The same process will work to insert a number of columns.

Building Formula on a Worksheet Excel basically has two types of formulae – those using in-built Excel functions such as Sum or Average and those built using normal arithmetic operations such as addition or subtraction, which the user builds. When building a formula in Excel the following symbols may be used: + addition - subtraction * multiplication / division ^ raise to the power e.g. 4^3 is the same as 43 Formulae in Excel all begin with the = sign. When an equal sign is pressed in a cell Excel begins to build a formula. Any click of the mouse in a cell, will register the address of the cell in the formula.

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When building formulae it is important to consider the order in which the operations are calculated. All arithmetic operations follow specific rules. These rules are often referred to as BODMAS. BODMAS is explained in the table below:

B Brackets Anything in brackets is calculated first O Of Powers of are calculated next e.g. 23

would be calculated next DM Division or

Multiplication Division or multiplication is calculated next, in order from left to right

AS Addition or Subtraction

Addition or subtraction is calculated last, in order from left to right

This can be illustrated by working out a number of example formulae. For example: 2 + 3 * 8 = 26 not 40 7 – 4 / 2 = 5 not 1½ (2+5)*3 = 21 The importance of the order of operations is further illustrated by a longer example: 2 + 3 – 8 / 4 – 3 + 6 * 2 + 23 – 6 / (2 + 1) Step 1 Brackets first 2 + 3 – 8 / 4 – 3 + 6 * 2 + 23 – 6 / 3 Step 2 Powers of 2 + 3 – 8 / 4 – 3 + 6 * 2 + 8 – 6 / 3 Step 3 Multiplication or division from left to right 2 + 3 – 2 – 3 + 6 * 2 + 8 – 6 / 3 2 + 3 – 2 – 3 + 12 + 8 – 6 / 3 2 + 3 – 2 – 3 + 12 + 8 – 2 Step 4 Addition or subtraction from left to right 5 – 2 – 3 + 12 + 8 – 2 3 – 3 + 12 + 8 – 2 0 + 12 + 8 – 2 12 + 8 – 2 20 – 2 18

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Printing Formulae in Cells rather than Answers The quickest way to view the formulae in a worksheet, in place of the answers, is to press CTRL ~. The columns widen in this view and it is often necessary to narrow the columns before printing the sheet. To return the sheet to a normal sheet, with answers visible, press CTRL ~ a second time. This is known as a toggle key since one press turns on the feature and a second press turns the feature off.

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Task 22 Open a new workbook in Excel and type in the following spreadsheet. This Task illustrates the need for brackets in a formula. The instructions

for this sheet are as follows: • The formula for the Margin row is Sales – Cost of Goods Sold. Design the

correct formula for the row and place in into B10, C10, D10 and E10.

• The total column is also a formula. Use the ∑ tool to calculate the answer.

• Save the Worksheet as TASK22.

• Place your name under the sheet and print a copy of the Worksheet.

• Change the worksheet so that the formulae are visible and not the answers. Adjust the columns if necessary and print the sheet with the formula, on the back of your worksheet.

End of Task 22

Enter the formula to subtract the Cost of Goods Sold from Sales

The total column uses =Sum() formulae

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Expanding the Height of a Row To make a row larger, to allow more than one line in the cell: • Move the cursor between the row numbers until a double headed arrow appears

thus:

• With the double headed arrow visible hold the left mouse button down while dragging the row divider down to expand the size of the row.

To set the exact row height: • Move the mouse over the row number and press the Right Mouse Button • Choose Row Height… from the menu • The following dialog box appears:

• Enter the exact row height then click OK To format the row to allow multiple lines of text: • Press the Right Mouse Button over the row number

for the expanded row • The following menu appears: • Select Format Cells…

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• The following dialog box will appear. Alter the settings as shown:

Change to Centre

Turn on Wrap Text to get multi-line

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Task 23 Open a new workbook in Excel and then type the following into Worksheet 1. The instructions for the sheet are as follows:

• The heading is in Times New Roman 14 point bolded font. It is centred across

columns A to D. • Column B is 11 mm wide. • Widen row 3 and change the settings to allow multi-line text. • The formula in column C that calculates the Markup is Cost Price * Percentage

Markup • The formula in column D that calculates the sale price is Cost Price + Markup • Format the sheet as shown below • Save the sheet as TASK23 and print a copy of the sheet. Print a second copy of

the sheet with the formulae shown. Use recycling techniques to save paper.

End of Task 23

Use a formula to calculate the markup

Enter a formula in this column

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Adding Headers and Footers to a Worksheet Headers and Footers can be quickly added to a worksheet by choosing: • View from the menu • Header and Footer… The following dialog box appears:

There are a number of suggested Headers and Footers in the drop down list boxes under each heading. If a different Header or Footer is required click on the Custom Header or Custom Footer button and the following dialog box appears:

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The three boxes allow a different left, right and centred section for the header and footer. The toolbar supplied has the following tools: • Add any text required and/or click the relevant tool on the toolbar to the Header

or Footer section. Click on OK to exit this dialog box.

• Click OK a second time to close the Header and Footer dialog box.

Change text formatting

Page No No of Pages File Name

Date Time

Tab Name

Path and File Name

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Task 24 Open a new Workbook in Excel and type into Worksheet 1 the Petty Cash book shown below. The instructions for the sheet are as follows:

• The heading is in Arial 14 point bolded italic font. • Place the formulae into column D to calculate the Balance. The actual formulae

are explained beside the column. • Carry the Balance Forward by placing a formula into D20. • Format the cell as shown. Add a footer to the sheet, with your name in the left section, the date in the centre and the File Name in the right section. Save the sheet as TASK24 and print a copy. Change the Balance Brought Forward to $125.00 and print a second copy of the sheet on the back of the first.

End of Task 24

Calculate the rest of the Balances by taking the amount away from the previous balance

Carry the Balance forward using the formula =D18

Calculate the first figure by taking the amount away from the Balance Brought Forward

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To Autofill cells with a series of numbers Excel will fill cells with a series of numbers provided that the first two numbers in the series have been entered into the cells. Excel also knows how to autofill dates, using the months of the year or the years themselves, as well as quarters in a year. These autofills only require the first in the series to be entered. To autofill a series of numbers: • Enter the first number in the series into a cell • Enter the second number in a cell beside the first • Select both cells • Move the mouse over the bottom right of the two cells near

the small square shown in this diagram • Notice that the pointer changes to a bold cross • With the cross visible hold down the left mouse button and highlight the range

for the series. • Release the mouse button and the range will fill with numbers, using the

interval between the first two numbers as the step in the series.

To copy a cell’s contents to other cells Copying and autofill are very similar in that they both utilise the same cross at the bottom right of the selected cell. Excel however, knows by the contents of the cell whether to copy or autofill. To copy a cell’s contents: • Select the cell to copy from • Move the mouse over the small square in the bottom right of the cell • Notice that the pointer changes to a bold cross (the same cross as for Autofill) • With the cross visible hold the left mouse button down and highlight the cells to

copy to.

Here

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Task 25 Open a new Workbook in Excel and type the following data into Worksheet 1. The instructions for the sheet are as follows:

• Change the height of Row 3 to 24 and wrap the text • Widen column C to 26 • The heading uses 12 point bolded Arial font • Use Data fill to place the numbers in Column A • Copy formulae wherever possible • The formula for Column B is Speed in km/h * 1000 / 60 / 60 • The formula for Column C is Speed in m/s * 2.52 • Format the cells as shown • Save the Task as TASK25 • Print a copy as shown below and a second copy on the back of the first with

formulae shown.

End of Task 25

Use a formula to calculate the speed in metres/sec

Use a formula to calculate the distance in metres

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Dates in Excel Dates are used extensively in Excel and can be used in formulae to calculate the amount of time that has elapsed between two dates. They are stored in Excel as a number. By default this number represents the number of days that have elapsed since 1st February 1900. To avoid confusion with the century it is recommended that all dates be entered using four digits for the year rather than two e.g. 1900 and 2000 rather than 00. Once a date has been entered into a cell it can then be formatted to look many different ways. To change the format of a date: • Select the cells that contain the dates • Click the Right Mouse Button over the cells • The following menu appears:

• Select Format Cells… • The following dialog box appears:

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• Click the Date option from the Category box and the following list of sample

formats will appear:

• Scroll through the list of options in the Type box until a suitable format is

found. Click on the format then OK to apply it.

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Task 26 Open a new workbook in Excel and type the following sheet into Worksheet 1. The instructions for the sheet are as follows:

• Change the height of Row 4 to 25.5 and make the row multi-line • Use Autofill to place the Invoice Numbers into Column C • Enter the date using dd/mm/yyyy and then format the column to display dd-

mmm as shown. • Use an =sum formula to calculate the total amount • Format the sheet as shown • Save the Task as TASK26 • Print a copy as shown below and a second copy on the back of the first with

formulae shown.

End of Task 26

Format the date column

Use Autofill to enter the invoice numbers

Use a formula

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Task 27 Open a new workbook in Excel and type in the following simple Profit and Loss Sheet. The instructions for the sheet are as follows:

• The heading is in 12 point bolded Arial • The Interest is 5% of the Gross Profit • The Taxes are calculated as 23% of the Gross Profit • The Net Profit is Gross Profit – (Interest+Taxes) • Format the sheet as shown • Save and Print a copy. Print a second copy with formulae shown.

End of Task 27

These three rows must contain formulae }

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Opening an Existing Workbook Once a Workbook has been saved it can retrieved from disk by choosing: • File • Open from the menu, or clicking on the File Open tool on the toolbar: The File Open dialog box will be displayed:

• Change to the drive or folder where the file is located • Click on the name of the Workbook from the list displayed. • Click on Open The workbook will display, with the sheet that was last used open.

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Editing a Cell Range in a Formula To edit a formula: • Click in the cell where the formula is located • Press the F2 key to put the formula into edit mode • Notice a blue line appears around the cell range in the Worksheet and the cell

range in the formula is also shown in blue:

• Move the blue square found at the bottom right of the cell range to adjust the

formula • Press Enter.

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Task 28 Open a new worksheet in Excel and type in the data shown below. Use an =Average formula in Column F:

Print a copy of the sheet showing the formula in each cell in Column F. Save the sheet calling it TASK28. Make the following changes to the Worksheet and resave it as TASK28b. Add your name centred in the footer of the sheet. Print a copy of the new worksheet. • Add a new row 9 to the Worksheet so that a new student can be entered into the

sheet. Place the results for Paula Costello (74, 73, 81, 69) into the table and add the formula required to calculate her average mark.

• Change Fred Johnson’s Test 4 mark to 68.

• Remove Mary Peters from the table by deleting her row.

• Add a new column to the Worksheet and add the marks shown in the sheet over the page for Test 5

• Check the formula in the average column. As numbers are entered into the new column Excel automatically updates the formula.

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End of Task 28

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Functions in Excel Excel has hundreds of built-in functions that can be used within formulae in an Excel spreadsheet. In order to find out the syntax or correct format for each, click on the function key to the right of the address on the formula bar:

A dialog box appears:

Enter a short description of what the function is to do or select a category for the function from the list box. Select the required function from the function list box and short explanation of the function appears below the two list boxes. To get further details on the function click on the Help link at the bottom of the dialog box:

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Math and Trig Functions Excel has numerous mathematical and trigonometry functions that can be used in formulae. To see a full-list select the Math and Trig category from the Insert Function dialog box described previously. The mathematical functions deal with numbers, while the trigonometry functions deal with the angles and sides of triangles. To illustrate the use of some of these functions the following three Tasks will illustrate the use of the functions Pi, Sqrt, Round and Ceiling. A detailed description of each function is given prior to its corresponding Task. Function Purpose PI() Gives the value of pi to 15 digits

This function is commonly used in calculations related to circles and spheres.

Pi is approximately equal to 22/7 or 3.14159… Pi is an irrational number, which means the number of decimal places in the number goes on forever. This special number is used in determining the circumference or outside distance of a circle and the area of a circle. For example the formula for the area of a circle is: Area = πr2 where π is the mathematical symbol for Pi() and r represents the radius of the circle.

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Using On-Line Help All Microsoft Office packages come with an on-line help manual that gives detailed information about the capabilities of the particular package. Help also comes with an Office Assistant that may or may not be of assistance. In order to turn it off so that the Help Index can be accessed directly: • Click the mouse over the Assistant and choose Options • The following dialog box appears:

• Remove the tick beside Use the Office Assistant To open Help choose: • Help • Microsoft Excel Help from the menu • The Help Task Pane appears:

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• Enter the Search topic in the top text box • Click the Green arrow button. • A list of Help topics will appear in the centre of the Task Pane. Choose the topic

from the list and a full help screen will appear in a new window.

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Task 29 This worksheet demonstrates the use of PI() to calculate the volume of water (in litres) in variously sized round water tanks. Use on-line help to

get a copy of the help sheet on Pi(). The volume of water in a tank is determined by finding the area of the top of the tank (m2), then multiplying it by the depth of water (m) in the tank, multiplied by 1000. Open a new spreadsheet in Excel and type in the following sheet. The instructions for the sheet are as follows: • The headings are in 12 point Arial font • Centre the heading across columns A to C. • Row 4 is 39 in height and multi-lined • The figures in Column C are calculated using the formula:

Volume = (Diameter/2)^2 * pi() * Height * 1000 • Copy the formula down the column. • Reduce the number of decimal places in the cells so they are whole numbers

and format to commas. Place your name into cell A13 so that it will print on the sheet. Save the sheet as TASK29. Print the sheet as shown and then print the sheet a second time showing the formulae in the cells. Do not resave the sheet.

End of Task 29

Work out the formula for this column

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The Square Root Function The square root function, SQRT, is used such that, given a number, the square root is the number that when multiplied by itself will yield the original number. For example the square root of 9 is 3, since 3 x 3 = 9. Many mathematical calculations require square roots. Function Purpose SQRT Returns the positive square root of a number

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Task 30 This worksheet demonstrates the use of SQRT() to calculate the length of the hypotenuse (the longest side) of a triangle, given different sizes for the

base and height of the triangle. To find the length of the hypotenuse, the length of the base is squared and added to the length of the height squared and then the square root of this answer is found. For example: Open a new worksheet in Excel and type in the sheet shown below. The instructions for the sheet are as follows: • Use Autofill to place the base figures down column A. • Place grid lines into the worksheet and a large line across the bottom of row 2. • Shade the subheadings light grey as shown. • Do not enter the figures shown for the hypotenuse in column C - these are

derived from a formula. Place the formula =SQRT(A4^2+B4^2) into C4. Use copy to place the formulae down the column.

Place your name on the bottom of the sheet and save the sheet as TASK30. Print a copy of the sheet as it is shown and a second copy with the formulae shown. Change the base figures so that they go from 10 to 50 and change the height to 2. Print the sheet, showing the new hypotenuse figures.

Height 4

Base 3

Hypotenuse = SQRT(32+42) = 5

End of Task 30

Use a formula in this column

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Formatting Numbers Excel provides a number of tools on the toolbar for formatting numbers. To use them, simply select the cells to format and then click on the relevant tool: While a large proportion of the formatting required for numbers is provided by these tools, a more extensive list of number formats are provided using the Format Cells dialog box. To format numbers using this dialog box: • Select the cells to format • Press the right mouse button • Choose Format Cells • The Format Cells dialog box appears. The Number tab provides an extensive list of formatting for numbers including Currency, Percentage, Fraction and Scientific.

The options on the form allow the number of decimal places to be set, the comma separator to be included or not and also a choice of how negative numbers will be displayed.

Currency

Percentage Comma

Increase and decrease decimal places

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Basic Statistical Functions Many of the Statistical functions in Excel deal with ranges of cells. Most of these functions are used with entered statistics or lists of figures. For example, the average for a list can be found, then for each number the difference from the average can be calculated. Also it is possible to determine the most common number in a list, the maximum number or minimum number in a list. The following Tasks use a number of these statistical functions. The first Task determines the average score for each student in a class and the maximum and minimum scores for each test. Function Purpose MAX Returns the maximum value in a list MIN Returns the minimum value in a list AVERAGE Returns the average in a list

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Task 31 Open a new worksheet in Excel and type in the sheet shown below. Do not enter the average, minimum or maximum readings they are generated by formulae. The instructions for the worksheet are as follows

• To type in the Heading January 2000 place a single quote before the word

January. This will convert the date to a string and stop Excel dropping the Century from the entry.

• Centre the headings between columns A and D • Widen columns B to D to 14 and Row 4 to 34 ½. Make the row multi-line • Enter the formula =Average(B5:B16) into B20 and copy to D20 • Enter the formula =Min(B5:B16) into B21 and copy to D21 • Enter the formula =Max(B5:B16) into B22 and copy to D22 • Format the sheet as shown

Place your name at the bottom of the sheet. Save the sheet as TASK31. Print the sheet as shown and a second time with the formulae displayed.

End of Task 31

All shaded cells hold a formula

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Moving cells on a sheet Often a spreadsheet needs to have the data moved around as new data is added to the sheet. In to move a range of cells: • Select the cells to move • Move the mouse pointer close to the edge of the highlighted cells until the

pointer turns to an arrow:

• With the arrow visible press the Left Mouse Button down and drag the pointer

to the location where the cells are to be moved • Release the button and the cells will be moved.

The Count Function The count function is used to determine the number of items in a list. This is another of the statistical functions in Excel. Function Purpose COUNT Counts how many numbers are in the list

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Task 32 Open the worksheet saved in the previous task called TASK31. The instructions for this Task are as follows:

• Move the Summary heading and information down so that the heading is in row

20. • Place the label Number of Readings Taken in A18 • Enter the formula = Count(B5:B16) in D18 • The sheet will now look as follows:

Resave the document as TASK32 and print a copy of the sheet as shown. Print a second copy displaying the formulae used.

End of Task 32

Operate Microsoft

Access 2003

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Terms related to using a Database Before using a database correctly there are many terms related to databases that need to be understood. These include: Data The raw facts and figures that are entered into a table or file. Record A set of data about a single person, place, object or event. In a table it is

seen as a row. There is one row per record and additional rows can be added to the table, as new records are needed.

Field Each individual item of data stored in a record e.g. a person’s name or

age. Each field in a table is seen as a column of data. Once the fields are determined for a table the columns become fixed and they are not altered or added to, in the same way as the record. It is of course possible to alter the field structure when changes are needed, but this is on the whole not a routine procedure.

Table All records of the same type are stored collectively in a table or file. Query A specialised view of the data, which may include only some of the fields

from a record or some of the records from a Table. Report A defined layout for display of data from the Database, usually for printed

output. Database A collection of related tables, queries and reports. These terms are shown diagrammatically over the page:

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Database Structure The list of fields that have been specified for each record in a table.

Before a table can be created the fields must be given a suitable name, a data type and if necessary a width. Below is a typical structure for a Microsoft Access table.

Table

Record -Whole row

Query

Report

Field

Data

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Task 33 Place the appropriate terms from the first table into the spaces on the right in the second table:

Term Data Record/Row Field/Column File/Table Structure Database

Example Relevant term Hair colour

All student records

An employee’s details

Customer Number

All student tables and reports

One patient’s details

All fields in a video record

All details of videos in a shop

End of Task 33

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Working with Fields Fields are one of the most important structures in a Database. They dictate how the data will be stored in tables. The definition of a field has a number of different sections – the field name, data type, width and description. Probably the most important of these, is the data type that dictates how data will be stored in the table.

Data types When a field is created in a table it must have its data type identified. In other words, the type of data that is to be stored in the field, must be determined before the actual data goes into the table. In Microsoft Access there are eight main data types that can be used for each field: (The Hyperlink data type or Lookup Wizard will not be used in this book)

Types of Fields Text fields Contain letters, numbers, punctuation marks and any other

symbol that can be typed from the keyboard, including spaces. Memo fields Contain lengthy text of both numbers and characters. The text

can be up to 64,000 characters in size. Number fields Contain numbers only, with the decimal point optional Date/Time fields Contain date and time values from the year 100 to 9999. Currency fields Contain currency data and other numeric data, which has from

one to four decimal places. AutoNumber fields Contain a unique sequential number or random number

assigned by Microsoft Access. The user cannot edit this field. . Yes/No fields Contain only data that is in the form of True, False, Yes, No

entries. Data can be in lower or uppercase or a combination of the two. It can also be displayed as a checkbox.

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OLE fields Accept documents, pictures or sounds from other applications. These can either be embedded into your table or linked to another application.

Hyperlink fields Used to create a link to a World Wide Web page Lookup Wizard Produces a list of options for the user to choose when placing

data into a field.

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Task 34 For each of the fields listed below identify the Type of Field that would be most appropriate:

Field Contents Type of Field Surname

Address

Age

Sex

Private Health Membership

Employees Photo

Date of Birth

Musical chord

Meeting minutes

Cost of Item

Appointment Time

ID Number

End of Task 34

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On-line Help On-line help is available in Microsoft Access to give information concerning the many commands that are available in the package. To use on-line help: • Click on Help in the menu • Click on Microsoft Office Access Help • The Task Pane will alter as shown below:

• Enter the help topic into the Search for text box • Click on the Green arrow button • A list of Help topics will appear in the middle of the Task Pane • Choose the topic required and the help screen will appear in a new window This screen can be printed for future reference by clicking on the printer icon found at the top of the window.

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Task 35 Use on-line help to:

• Find information about SORTING • In particular about the topic – Create an index. Find out how to create an index

in an MDB file. Print out a copy of the help screen displayed.

End of Task 35

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Creating a Database in Microsoft Access Before tables can be created in Access, a database must be set up for the particular application being created. The database is the file where all tables, queries and reports are saved. No matter how many tables are created, only one database file is created for each application. To create a database: • Click on File|New • The Task Pane will appear as shown below:

• Choose Blank database • The following Save dialog box will appear:

Check the drive and folder name

Enter the name for the database file

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• Check the folder name and drive are correct • Enter the name for the database, then click on Create The following Database window appears. Each different application should have its tables, queries and reports stored in a new database.

Creating a Simple One Table Database There are three simple steps to creating a table: 1. Determine the structure for the table 2. Enter the structure into the Database program 3. Enter the records for the table

Determining the structure for the table The person designing the table determines the structure for the table. First all data to be stored in the table should be listed. With single Table databases it is quite common that one of the fields within a record is unique in some way, with no duplication across all records in the Table. A Title Number in a Real Estate database for instance would be different for every record. If the records are to be kept in order, a Key field, or Indexing field must be defined. Often this Index or Key field is the field that is unique for all records. This key field is usually the first field in the table, the other fields are then placed in what is considered a logical order by the designer. For each field the designer must decide:

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• The name of the field • The type of data that will be stored in the field • The size of the field, if relevant. Only some of the fields allow the size to be

altered.

Entering the Structure into the Database Table Once the structure for the table has been decided it must be placed into Microsoft Access. To do this: • Click on the Table button under Objects in the Database window • Double click on Create Table in Design View

or • Click on the New button on the toolbar and choose

Design View from the following dialog box:

• Click on OK Access will open the Table Designer where the structure for the table is first entered and can be later modified:

Select Design View

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The Field Name is entered first. Fieldnames in Access can be up to 64 characters long and may contain any combination of letters, numbers, spaces and special characters except a period, exclamation mark(!), an accent grave(`) or brackets([]). Also a fieldname cannot begin with a space. If Access is to be programmed it is recommended that fieldnames do not contain a space and are not excessively long. When the name has been entered press either Enter or the Tab key to move to the Data Type entry. Click on the down arrow to display a drop down list giving the choices of valid field types or enter the first letter of the Field Type required e.g. C for Currency or D for Date/Time. A Properties box for the field will also appear at the bottom of the screen:

Notice that the Properties box alters for each field type selected. The text type field is the only one containing a size property, where the size can be altered. The smallest possible size for any field should be used to save on memory space and make the table quicker to access.

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The Description field is optional, but if it is completed, a message will appear in the status bar, giving the user an indication of the function of the field. If the table is to be ordered by a particular field, click in the Indexed property at the bottom of the field properties and a down arrow appears beside No. Click on the down arrow and the following list appears:

Click on Yes if the table is to be ordered. If duplicates exist in the table, then choose Duplicates OK, generally, No Duplicates is more applicable. Continue adding fields until all fields have been entered into the structure.

Number Fields When the data type for a field is Number the properties box shown below will be displayed:

Using this box it is possible to alter the format of the numbers in the field, as well as the amount of storage they require. By clicking on the down arrow beside the Field Size property, the following list of options appears:

If the numbers being placed in the field are whole numbers then the field should be either an Integer or Long Integer. If however, the numbers have decimal places in them then the number should be formatted to either Single or Double. The difference

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between the selections is basically one of size. The former choice in either case will be have a smaller range of acceptable numbers than the latter. If the field has been formatted to either single or double then the number of decimal places can be entered in the Decimal Places property found below the format property.

Saving the Structure When the structure is complete double click on the Control Icon for the dialog box:

Access will ask if the structure is to be saved. Click on yes. The Save Table dialog box shown below will appear:

Enter the name for the table and then click on OK. If the table has no Primary Key then Access will ask do you want one. In most cases the answer is No. If a primary key is required, then the field should be added to the structure by the designer, not by Access.

Entering the Records for the Table Access will return to the Database window with the name of the table listed. To add records to the table • Click on the name of the table • Click the Open button on the toolbar. • Enter the data for each record across the row of the Datasheet displayed below:

Double Click here

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After entering the data for a field, press Enter or the Tab key to move to the next field. When the first record is complete Access will move the cursor down to the next row of the Datasheet ready for the next record.

Saving the database Access automatically saves the records in a table when the Datasheet is closed. To close the Datasheet either click on the x at the top right of the window or double click on the control icon on the left-hand side of the window:

If a number of records are being added to a table at once then it is desirable to save the records every ten minutes. To save the records without leaving the Datasheet choose: • File • Then Save from the menu.

Printing the Records in a Table To print a copy of the records for any particular table: • Open the table so that the records are visible • Either click on the printing icon on the toolbar • Or choose File|Print from the menu Complete the Print dialog box and then click on OK.

Double Click here

or Single click here

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Printing the Structure of a Table • Click on Tools|Analyse|Documenter • The following dialog box appears:

• Select the Table tab if it is not displayed • Click on the table name from the list displayed • Click on Select • Click on the Options button • The following screen will appear

• Make sure that nothing is selected from the top list • Select Names, Data types and Size from the Include from Field’s list

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• Select Names and fields from the Include from Indexes list if an index has been applied to the table

• Click on OK • Click on OK a second time and wait while Access generates the structure • Click on the Print icon to print the structure.

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Task 36 Create a new database in Microsoft Access called Library. Place a new table called Books in the database. The table has the following structure:

Field Name Type Field

Size Decimals Index

Dewey Number Text 15 Yes No Duplicates Title Text 40 Author Text 40 Publisher Text 30 Year of Publication Number - Integer Cost Price Currency 2 Date Purchased Date/Time Add the following four books to your table. Dewey Number 657MOR Title An Introduction to Accounting Author Neil Morrison & Paul Fleay Publisher Nelson Year of Publication

1987

Cost Price $37.95 Date Purchased 3/5/1989

Dewey Number 005.267SIM Title Understanding Dbase 5 Author Alan Simpson & Mike Rinehart Publisher Sybex Year of Publication

1995

Cost Price 69.50 Date Purchased 10/2/1996

Dewey Number 005.268VAU Title Visual Basic and SQL Server Author William R Vaughn Publisher Microsoft Press Year of Publication

1998

Cost Price 98.50 Date Purchased 3/6/1999

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Dewey Number 006.66LUS Title Bitmapped Graphics Programming in C++ Author Mark. Luse Publisher Addison-Wesley Year of Publication

1993

Cost Price $67.90 Date Purchased 10/11/94 Place your favourite book into the table. Make up the data for the fields if necessary. Resave the table and print a copy of the records in the table. Print a copy of the structure for your table.

End of Task 36

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Task 37 Create a new table in the Library Database to store data about the library’s collection. The table has the following structure and is to be

called CDs: Field Name Type Field Size Decimals Index Title Text 50 Yes No Duplicates Artist Text 35 Year Number - Integer No of Tracks Number - Integer Category Text 15 Cost Price Currency 2 Add the following data to the table: Title Artist Year No of Tracks Category Cost

Price Invisible Touch Genesis 1986 8 Popular 29.95 Sheer Heart Attack Queen 1993 13 Rock 34.50 The Story so Far Jenny Morris 1992 16 Rock 19.95 Clapton Plugged Eric Clapton 1992 14 Popular 24.50 The Dark Side of the Moon

Pink Floyd 1973 9 Heavy 25.50

Backtrackin Black Sabbath 1991 15 Heavy 19.95 Works Volume 1 Emerson Lake

and Palmer 1977 16 Classical 35.60

Silk Degrees Boz Scaggs 1976 10 Popular 26.50 The Very Best of Foreigner

Foreigner 1992 16 Rock 32.80

The Lonesome Jubilee John Cougar Mellencamp

1987 10 Popular 21.70

Place your favourite CD in the Table. Make up the data for any fields you are unsure of. Resave the table and print a copy of the records in the table. Print a copy of the structure of your table. End of Task 37

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Working with Existing Database Tables Before accessing a table in Microsoft Access, the database must be opened. To open a database select: • File from the menu • Open • The following dialog box appears:

• Select the correct drive and folder • Click on the required database from the list shown. • Click on Open.

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Retrieving an Existing Database Table Once the Database is open the available tables are displayed in the Database window:

To open an existing database table: • Click on the table name • Click on the Open tool on the toolbar or • Double click on the table name in the Database Window. The Datasheet for the table will be displayed showing the existing records in the table.

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Editing data in a record To edit data in a record, open the table to display the records. Locate the record with the data to change. Click the mouse in the field to change and edit as required.

Find text To find a particular entry in a field and hence find the record: • Open the table so that the records are displayed • Click on the field name in the table to search, so that the whole column is

selected • Select Edit | Find from the menu The following dialog box will appear:

• Enter the string to find in the Find What box • Determine where to search – in this field only or all throughout the table • Determine the match required. Click the down arrow beside the Whole Field to

display the list shown below:

• The match types are:

Any Part of Field will search across the field for the Find What string e.g. heat would find heather and wheat Whole Field will search for an exact match with the Find String e.g. Peter would find Peter but not Peterson Start of Field will search at the beginning of the field for a match

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e.g. heat will find heather but not wheat

• Determine whether to search all records or only up or down from the current position

• Determine whether to match the case or not • Click on the Find Next button and the first record matching the criteria will

appear selected • If more occurrences are in the table, click on Find Next • When complete, click on Cancel

Find and replace text Find and replace is very similar to find, except that a replacement is given for the string. To use find and replace: • Click in the fieldname for the field to find • Click on Edit|Replace • The following dialog box is displayed:

• Enter the string to search for in the Find What box • Add the replacement string into the Replace With box • Check the options as described for Find above • Click on Find Next • Choose whether to Replace or Replace All • Click Find Next until no further matches are found • Click on Cancel when complete

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Copying or moving data The copy command will allow copying of either the contents of a field or a whole record, or portions of each. The following table details how to select various objects within a table: To select Click Data in a field Where you want to start selecting and then drag across the data. An entire field The left edge of the field in a datasheet, where the pointer

changes into Adjacent fields The left edge of a field and drag to extend the selection. Wait

for the pointer to change into A column The field selector - Adjacent columns The field name at the top of the column and then, without

releasing the mouse, drag to extend the selection. A record The record selector found at the start of a row - . Multiple records The record selector of the first record, and then drag to extend

the selection. All records Select All Records on the Edit menu. To copy or move data: • Select the data to copy or move, as described above • Click on Edit • Click on Copy, or Cut to move OR • Click on the Copy tool on the toolbar OR • Cut tool on the toolbar for a move Move the cursor to where the data is to be copied or moved and: • Click on Edit • Click on Paste OR • Click on the Paste tool on the toolbar

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Task 38 Open the database called MOTORS.MDB. Make the following alterations to the table:

Editing Data in a Record To edit the following records use the FIND facility to locate the record and then make the changes as listed: 1. Change the Registration Number from EDD298 to EDT298

2. Change the address for Raymond Charles Henderson from 24 Holdsworth Road

Bendigo Vic 3550 to 124 View St Bendigo Vic 3550

3. David Wardle has purchased a new car. Change his record so that the data is as follows:

Registration Number FTV 603 Vehicle Volvo Year 1996 Registration Date (Today’s date) Business Vehicle No Find and Replace Use Find and Replace to change all entries with the Vehicle Type Ford Falcon to Ford Falcon Sedan Copying Data Susan Jane Pearce has purchased a second car. Copy her personal details from the record she has for her first car and add the details of her second car as: Registration Number FVP 307 Registration Date (Today’s date) Year 1996 Type of Vehicle Nissan Bluebird Business Car Yes Add yourself to the table making up data if necessary. Print a copy of all the records and close the Table. End of Task 38

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Task 39 Open the database called TRAVEL.MDB. Make the following changes to the table called Holidays. Print a copy of the structure of the table so that it

will be easier to edit the table. Use Find and Replace wherever possible. 1. Change the Description for the Bali holiday to Balinese Adventure.

2. Change the Departure Date for the Gulf Trek to 15th April 2001.

3. Change the Disneyland adventure from 6 days to 7 days and change its code

accordingly.

4. A second Caribbean Cruise departs the same date as CB12. Make a copy of the record for the Cruise CB12 and change the number of days to 7, the costs to $5,800 and $6,780 and the code as applicable.

5. Add your favourite holiday to the bottom of the table. Add a suitable code for your holiday.

End of Task 39

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Queries To view, change or analyze a subset of records within a table, a query is used. Using a query it is possible to search a table and select certain records according to a particular search criterion. For example it is possible using a query, to select all holidays that are more than ten days long from the Holiday table. To create a new query for a table: • In the Database window click on the Queries button. • Click on the Create query in Design view Or • Click on the New button on the top left of the Database

window • The following screen will appear:

• Choose Design View • The following screen will appear:

• Select the name of the Table from the database

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• Click on the Add button • Click Close The following query design screen will appear:

The top of the query screen shows the list of fields that are in the table, while the bottom half of the screen is the design grid.

Selecting Fields for the Query When designing a query, only the fields that are applicable to the resultant query should be added to the design grid. The query will produce a View of the Table. To move fields onto the design grid, click on the fieldname and drag the field to the design grid. If a block of fields is to be selected hold down the SHIFT key while clicking on the first fieldname in the list and then the last fieldname. To select noncontiguous fields use the CTRL key while selecting the fields. Once the required fields have been selected, drag the selection to the design grid and release the mouse. Notice that each field is added across the grid with the table name shown below each. Alternatively, fields can be added to the design grid by double clicking their name in the field list, or by clicking on the down arrow in the field row of the design grid and choosing the field from the list displayed. To place all fields in the design grid, double click on the * at the top of the field list.

To Run a Query Once the query is set up, run the query by clicking on the run tool on the toolbar. The output will appear in the datasheet. To return from viewing the Query datasheet to the Query Designer click on the design tool on the toolbar.

The fields from the chosen table appear here

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Task 40 Open the Table Wines in the database called WINES.MDB and add a wine of your choice. Open a new Query using the Table WINES. Select

the following fields or view of the table:

Name Price Year Classification Red or White wine District Acreage

Run the query with no search criteria to get a listing of all records in the Table. Print this listing.

End of Task 40

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Entering Search Criteria into the Query In the Query Designer, filter conditions can be set that will determine which records are displayed when the query is run. The data that is placed in the query for searching purposes will vary according to the type of field that is being searched. To help with querying a table, the table structure is required. In the Design grid the filter condition is entered into the criteria row that is shown blank beneath each of the selected field names. The syntax for filter conditions is: <comparison operator> <expression> The comparison operators allowable in queries are: > greater than < less than = equal to <> not equal to >= greater than or equal to <= less than or equal to Like Contains the pattern * Wildcard to match any set of characters If the comparison operator is omitted from the filter it is assumed to be =.

Searching for data in a Text Field When searching for data in a text field enclose the search criteria in double quotes (″ ″) or single quotes (′ ′). For example to find any records for the person Joanne Pierce the following criteria would be used:

Note that Microsoft Access will search at the very beginning of the field for a match and not across the field. To find for instance, any person with a surname of Pierce the filter would need to be altered to:

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The Like operator with the assistance of the * wildcard makes the query search for any occurrence of the string “Pierce”, anywhere within the Name field, of any record within the Table. It produces a substring search of the field. For example, “Joanne Pierce” would not match field data “Kerry Joanne Pierce”, but “*Pierce*” would. This is a more common search criterion than looking for an exact match. If the criterion entered yields no records then widen the search using the like and the wildcard symbol.

Searching for data in a Number Field Enter numeric values exactly as they were stored, including the decimal point (if there is one). For example to find persons who are more than 20 years old, the following criteria would be placed under the age field in the design grid.

Numeric searches often employ many of the comparison operators (detailed above) in their criteria.

Searching for data in a Date Field Access allows the dates in the criteria row to be entered as normal dates, in the format dd/mm/yyyy. Access will change the criteria in the field so that the date has # marks around it. For example, to find all people born after 1/1/1970 a criterion such as the one displayed below would be used.

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Searching for data in a Yes/No Field To search for a yes entry, enter the whole word Yes or True. To search for a no entry enter No or False. For example, to find all people who have enrolled in a course the following criteria would be entered:

Searching for data in a Memo Field Use the Like operator to search for data in a memo field. Using the like operator and the * in the criteria, the condition is no longer case sensitive. For example to find all students who have a history of withdrawing the following condition is entered.

Searching for fields which are blank To find any field that has no data in it, the criteria entered into the field is:

is Null

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Task 41 Perform the following queries on the Table WINES. Save each query as TASK41x where the x represents the task letter. Print each query when

you run it. a) Find all details for the wine Chateau Lefite b) Find all wines priced over $200.00. Find out their names, price, year of

production and classification. c) Find all wines grown in 1989. Display their name, price, year and district. d) Find all wines classified as 5th Growth. Display their name, year and

classification. e) Find the name, price, year and type of wine for all Red wines. f) Find all wines that have acreage in Red Wine. Display their name, price and

acreage. g) Find all wines with 70% or more of Cab_sauv in them. Display their name,

price, year and amount of Cab_sauv.

End of Task 41

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Task 42 Use the table MOTORS to perform the following queries. Save each query as TASK42x where x is the letter for the question. Print each query.

a) Find the Registration Number, Year and make of the car owned by Gail Russell. b) Find William John McGrath’s full address and car details. c) Find which people have cars with a registration number beginning with the

letters CQ. d) Find which people registered their cars after 01/01/96. Show details of the

people’s name and address. e) Which people have business cars? What make are they and what year were they

made?

End of Task 42

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Task 43 Use the table HOLIDAYS found in the TRAVEL database to perform the following queries. Save each query as TASK43x where x is the letter for

the question. Print each query. a) Find all holidays that are longer than 10 days in duration. Display their

description, cost and departure date. b) Find all holidays that depart after 23/10/2000. Find their description, departure

date and cost. c) Find which holidays have children’s rates. Display their description, code, cost

and children’s rate. d) Which holidays have a code beginning with C? Display their code, description

and cost. e) Which holidays have ‘luxury’ as part of their details? Display their description,

cost and details. f) Which holidays cost less than $1000 from Sydney? Display their description

and cost (from Sydney).

End of Task 43

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Producing Reports in Microsoft Access Access provides a number of alternate methods for producing printed reports. One of the easiest methods for producing a quick report is to use the AutoReport facility. To create an AutoReport • In the Database window click on the Reports button • Click on the New button at the top left of the

window The following dialog box will appear:

• Select AutoReport: Columnar or AutoReport: Tabular. The following two

diagrams show the difference between the two choices:

Columnar Tabular

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• Choose the table or query required for the report using the down arrow on the list box provided.

• Click on OK The Report will appear on the screen and can easily be printed using the printer button on the toolbar:

Design View Underlying any report is a report design, this can be viewed by clicking the design tool at the top left hand corner of the Report window.

While in Design View, any aspect of the report design can be changed. Also, from Design View, the report can easily be viewed again by clicking the Print Preview tool.

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Task 44 Open the WINES database and create a Tabular AutoReport for the WINES table. Use the magnifying glass to zoom in and out of the report.

Change to Design View. Notice that the report design is divided into a number of bands. In this case the Page Header Band is used for headings while the Detail Band is used for the actual field names to display in the report. Change one of the headings to something more appropriate (change Classif to Classification for instance) then view the report again.

End of Task 44

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Task 45 Open the TRAVEL Database and create a Columnar AutoReport for the HOLIDAYS table. Use Design View to ensure that the Report fits the

fields across a single sheet of paper. When the report is complete save and print a copy.

End of Task 45

Operate Microsoft

Publisher 2003

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Desktop Publishing Desktop Publishing (DTP) involves the production of high quality printed material, that contains both text and graphics. Originally printers and publishers only performed Desktop Publishing, but with the introduction of powerful and versatile page layout software for the personal computer, anyone can now produce professional quality publications. The concept of the Desktop Publisher is that each page of the publication is visible as a whole, so that the layout of the page can be seen. As well, the page can be zoomed in very closely so that the finer details of the page can be added. Through the use of very accurate rulers each page can be precisely designed ready for publication.

Publisher 2003 Publisher is a desktop publishing package manufactured by Microsoft. It is designed to provide the tools to create publications. The package allows the user to enter text into a word processor, create drawings in a drawing package, graphs using a spreadsheet and incorporate the whole into a single document. A desktop publisher is different from a word processor in that the page is viewed as the desktop on which to compose the publication. The objects on the page, text, graphics etc can be freely moved around on the page until they are in their correct locations. Extremely accurate rulers allow exact sizing and positioning of objects on the page. The publication can then be printed either in black and white or full colour, depending upon the available printer. A word processing package revolves around text. The package is designed to format text and is excellent at controlling the look, size, spacing, indenting etc of text. Graphics are placed in a document aligned to the text and do not have the flexibility of movement that is supplied by the desktop publisher. While word processing packages are constantly improving and adding more Desktop Publishing features, they are still not as easy to use as a true Desktop Publishing Package such as Publisher.

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Getting Started When Publisher opens a screen similar to the following will appear. This screen allows the user to choose the type of publication that they wish to produce.

Down the left of the screen are the three main ways of working with Publisher files: 1. Create a new publication from the preset Design Templates in Publisher 2 Create a new Blank Publication for either printing or web publication 3. Open an existing Publication from disk Most are links to more selections within Publisher.

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Opening a New Publication To open a new blank publication using the design templates within Publisher: • Click on the Blank Publications link under the New from a design heading

The following choices will appear:

• Choose the type of publication required by clicking on the picture of the page.

The new publication will appear in a window similar to the following. The Task Pane down the left of the window provides Design choices for the publication. It is possible using these links to change the background design for the publication, the colour scheme and fonts:

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The screen has the following components displayed: • A menu appears at the top of the screen

• Under the menu are a set of Toolbars for the publication

• Down the left-hand side of the screen is the Toolbox • To the right of the Toolbox is the Design Task Pane

• Vertical and horizontal rulers appear around the page to allow exact placement

of objects on the page.

• Horizontal and vertical scroll bars are available for moving up and down the page

• On the very bottom of the screen is the status bar. On the left of the status bar is the Page icon. The two right-hand panels of the status bar indicate the position and size of objects on the page.

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Page Navigation The Page Navigator is displayed at the bottom of the window and is used to move through the pages of the publication. As pages are added to the publication, new icons appear on the Navigation bar, so the pages can be accessed. The page coloured orange is the one that is currently opened on the screen. To change pages click the icon for the page, on the Navigation tool:

Zooming the Page When Publisher opens, the full page is visible. To zoom the publication to actual size, so that individual sections of the page can be viewed in more detail, move the mouse pointer to the area of the page to zoom. Click the Right Mouse Button, then choose Actual Size. To return to full page size, click the Right Mouse Button again, then choose Full Page. Alternatively the F9 key will zoom the page in and out. Further magnification or miniaturisation can be achieved by using the Zoom controls found on the right of the Standard toolbar:

The + and – keys zoom the page in the following increments – 10%, 25%, 33% 50%, 66%, 75%, 100%, 150%, 200% and 400%. To quickly choose any of these page size click in the box displaying the percentage and a full list of page sizes appears.

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Setting Margins on the Page The page shown when Publisher first opens, has default margins automatically set by Publisher. To change or view the margins for the page, choose: • Arrange from the menu • Layout Guides The following Dialog Box appears:

The margins for the page are set on the Margin Guides tab. As the margins alter, the picture of the page will alter accordingly. When the margins are correct click on OK. The margins are shown on the page by blue dotted lines. These rectangles appear on each page of the publication and can be used to align text and graphics to the margins.

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Page Orientation Pages in a publication can be either Portrait or Landscape. It is important to determine the orientation of the page before laying text or graphics on the page. The following diagrams show the difference between Portrait and Landscape pages:

To change the orientation of the page in Publisher choose: • File|Page Setup. • The following dialog box appears:

Select the orientation required then click OK

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Publisher’s Toolbox Publisher will open with the toolbox along the left-hand side of the screen. The following picture shows the tools on the toolbar and their purpose: • The Select Objects tool is used to select items to move and size.

• The Text Box tool is used to add normal text to a page.

• The Vertical Text Box tool is used to add vertical text to a page

• The Insert Table tool is used to add tables to the document.

• The Insert WordArt tool is used to produce text that has special formatting

effects such as curved, shaded colour, varying letter sizes in a word etc.

• The Picture Frame tool is used to add graphics to the page.

• The Line tool is used to draw lines. If the shift key is held while drawing, the tool is confined to drawing only straight lines.

• The Arrow tool is used to add arrows to pages.

• The Oval tool is used to draw ellipses and circles. Again the shift key will constrain the tool to draw only circles.

Select Objects Tool

Picture Frame Tool

Rectangle Tool

Line Tool

Insert Table Tool

Text Box Tool

Insert WordArt Tool

Oval Tool

Design Gallery Object

Vertical Text Box

Arrow Tool

AutoShapes

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• The Rectangle tool is used to draw rectangles. If the shift is held while drawing the tool will draw only squares

• The AutoShapes tool produces a variety of shapes through the following menu that appears when the tool is clicked:

• The Design Gallery Object tool has many different pre-designed features that

can be added to a publication.

The Text Tools To add text to a page, click either of the Text tools on the Toolbox and drag out a rectangle for the text on the page. This rectangle is known as a Text Frame. The size and position of the Frame is not critical as both can be changed afterwards. When the Text Frame appears, the Formatting toolbar changes to show the following tools for customising the text in the Text Frame:

The tools from left to right, top to bottom are:

• Style box (showing Normal) • Font type (showing Times New Roman) • Font size (showing 10) • Bold, Italics and Underline Small Caps • Left, Right, Centre and Full Justification • Distribute all lines • Line spacing • Number and Bulleted points • Decrease and Increase Indents • Decrease and Increase Font size • Fill colour, Line colour and Font colour • Line and Border style • Dash style • Shadow and 3D style

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To change the text, firstly select the appropriate text using the Pointer tool, then click the appropriate button on the toolbar. To modify the frame around the text: • Select the Text • Click the right mouse button • Select Format Text box • The following dialog box appears:

Choosing from these menus provides an enormous number of formatting options for the Text box. If the text is too small to be read as it is being typed into the Text box, press the F9 button and Publisher will automatically zoom to a size required to read what is being typed.

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Task 46 Open a new blank one-page publication in Publisher 2003. Use the File|Page Setup command to change the orientation of the page to

Landscape. Change all margins on the page to 5cms. The instructions for the publication are as follows: • Draw a text box over the blue lines of the margin guides.

• Change the text box using BorderArt, choosing Music Notes. To access

BorderArt, click on the Line and Border Style tool on the Formatting toolbar, then select More Styles from the bottom of the choices given. A dialog box similar to the following will appear:

• Click the BorderArt button and scroll down until the Music Notes border is found and click on OK.

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• Change the colour of the border to blue, using the colour options button shown below then click on OK.

• Change the text to Juice ICT font, 60 point (or something similar) and type in

the text as shown. Centre each line.

• Add one of the star shapes from AutoShape to the page and colour the shape red.

• Type in the text ‘Only the Best’ while the star is still selected. Change the text in the new text box to 14 point Times New Roman text. Change the colour of the text to white.

The text in the centre of the page should look similar to the following:

When complete save the publication as TASK46.

End of Task 46

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Nudging Objects The Nudge feature in Publisher moves an object by a very small amount, so that it can be precisely positioned. To nudge an object: • Zoom in on the object • Click the object to select it • Hold the ALT key down while moving the object with one of the four arrow

keys. The object will move in very small increments. To change the Nudge Distance for an object, select the object then choose: • Tools • Options • Click on the Edit tab to display the following dialog box:

• Place a tick beside Arrow keys nudge objects by check box • Enter the distance to nudge the object for each arrow press • Click on OK

Enter the nudge distance

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Task 47 Open a new Blank Business Card in Publisher. Change the margins so there is 0.5cms all round the edge of the card. Place the following logo on the top left-hand side of the card and then place your name and phone

number on the card. Save the card, calling it TASK47 and then print the card: • Draw a solid black rectangle sized 2cms by 3cms, against the top left-hand

corner of the margin.

• Draw a white-filled oval, sized 2.1cms by 3cms. Move the oval over the rectangle so that it blocks out the area of black shown below. In order to move the oval in very small steps (called Nudging) select the oval, hold the ALT key down and press one of the arrow keys.

• Draw a second oval sized 0.95cms by 1.30cms and fill it with black. Move it so that it sits over the white oval as shown below.

• Place a white rectangle sized 0.5cms by 0.2cms over the top of the small black oval.

• Use a text frame with 9 point Times New Roman Italic font to add the company name in white text to the logo.

• Add a second text frame under the logo with the Business description.

• Add your name, phone number and position in the company as shown:

End of Task 47

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Publisher’s Master Pages The Master Page for a publication is where text and graphics are placed, so they will appear on every page of the publication. It is used for such things as headers and footers. The Master Page appears behind each page and while the items on the Master Page are visible on each page of the publication, they cannot be edited. In order to change such items the Master Page must be open. To open the Master Page: • Choose View from the Menu • Click on Master Page Or • Press CTRL M • The Navigation control at the bottom of the screen will alter and the following

symbol will appear to indicate the Master Page is now open:

• Enter the text and graphics required for each page on the page displayed. To close the Master Page and return to Page 1: • Press CTRL M Or • Press the F5 key Objects placed on the Master Page (marked with an A) will repeat in the same position on each page of the publication thus:

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Using Mirrored Master Pages Many publications have facing pages, which require a different arrangement of objects on odd and even pages. Such a publication requires two Master pages. In order to produce two Master Pages choose: • View from the menu • Master Pages • Enter the items as they would appear on the right hand page • To mirror the items choose Arrange on the menu • Click on Layout Guides • The following dialog box appears:

• Tick the Two-page master check box. Publisher will create the Left Background with objects mirrored from the Right Background. For example the following two backgrounds would exist:

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The Page Navigation Control is now replaced with two background page markers:

Any items added to the Background page after mirroring will appear only on the one background.

Hiding the Background on a Single Page Some pages in a publication may not require the Background objects. To hide Background objects: • Use the Page Navigator to move to the page

where the background objects are not to be displayed

• Use the drop down list box under the Master page in the Task Pane to ignore the Master objects:

Left Master page Right Master page

Ignore Master Page objects

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Adding Page Numbers to the Master Pages Page numbers are placed on the Master Page so they will appear on each page of the publication. To add page numbers: • Move to the Master page • Draw a small text box where the page number is required • Add any text to precede the number for example the word Page • Click on Insert in the menu • Choose Page Numbers A # sign will indicate the page number has been inserted on the Background. On the Foreground pages the # will be replaced with the appropriate page number.

Publisher Rulers Publisher has both a vertical and horizontal ruler. The measurements for the ruler are set in: • Tools • Options The Measurement units in the Drop-Down list box alter the existing system from imperial to metric or vice versa. For the Tasks in this booklet the rulers should be set to Centimetres. The rulers are aligned so that the top left-hand corner of the page is 0,0 on the rulers. This allows objects to be placed on the pages at an exact location. The rulers can easily be moved using the double headed arrow that appears when the mouse is placed over the edge of the ruler. To reposition the zero point on a ruler, hold the Shift key down while pressing the Right Mouse Button over the position on the ruler where zero is to be placed. It is often a good idea to move the 0,0 point on the rulers to the edge of the margins. To move the zero points of both rulers at one time: • Move the mouse to the intersection of the two rulers:

• Hold the Shift key down while pressing the Right Mouse Button. Drag the lines displayed to the new position of 0,0

• Release the mouse button

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To aid in the placement of objects, Publisher uses ruler guides. These guide lines can be added to a page by moving the mouse up to the ruler and holding down the CTRL Key while dragging a guide using the left mouse button. As the mouse is dragged from the ruler a green line appears. This guide can then be positioned relative to the ruler so that objects can be aligned on the page or correctly sized.

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Task 48 This task designs the set out only for a racing guide. Each week the actual horses for the races are added for each race. To construct the outline, open a new one-page blank publication in Publisher. Use Portrait orientation for the page.

Place the following on the Master Page for the publication: 1. A black rounded corner rectangle, using the appropriate tool from the Basic

Shapes option of AutoShapes. Make the rectangle 15.5cms wide and 15cm in height. To size the shape exactly, select the rectangle click the right mouse button over the object and choose Format AutoShape from the menu. Change the measurements in the size tab to exactly size the object. Use the layout tab to place the rectangle 7 cms from the top of the page. Change the border on the rectangle so that it has a 4 point line and no fill.

2. Use the text box tool to place the heading ‘Kyneton gallops tomorrow’ inside the rectangle. The text is typed using 24 point Arial Black font. Move the text box so that the bottom of the text (called the Baseline) is 9 cms from the top of the page. Make sure that the text box has no fill and no border.

3. Draw two vertical lines 11 cms in length and place them 8cms and 13cms from the left hand side of the page

The page should be the same as that shown below:

5. Save the publication calling it TASK48. Move to Page 1 and add your name to

the page. Print a copy of this page.

End of Task 48

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Text Handles When text is placed on the page, the size of the text block is determined not by the text within the box, but by the size of the original text box drawn on the page. Once the text is in the Text Box, it is a good idea to resize the Text Box so it is just large enough to hold the text. This will make it easier to manipulate the Text Box. Like many objects, when selected, a Text Box displays a set of handles around the edges. To resize the text, move the mouse over one of the handles on the Text Box until the pointer changes to a double headed arrow, then using the Left Mouse Button, drag the handle until the Text Box is the right size. To move the Text Box, the mouse must be between the handles on the edge of the box.

Placing Guides on a Page Publisher has two different types of guides - Ruler Guides and Column and Row Guides. Ruler guides are placed on each page of the publication to assist with the placement of objects on that individual page. To place Ruler guides on a page choose: • Arrange from the menu • Ruler Guides • Choose between Add Horizontal Ruler Guide or Add Vertical Ruler Guide A guide will be placed in the centre of the page. To move the guide to its required position, hold the left mouse down while dragging the guide to its correct position. To clear the guides choose Arrange|RulerGuides|Clear all Ruler Guides. Column and Row Guides are automatically placed on the Master Page and cannot be changed for individual pages. These guides can only be moved by first opening the Master Page. To move the guides use the left mouse button to drag the guides to their new position. To place Column or Row Guides on the page choose: • Arrange • Layout Guides… • Click on the Grid Guides tab The following dialog box appears:

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Enter the number of Columns and Rows required in the Grid Guides panel, then click on OK. Publisher will place double lined column and row guides on the page. The columns will all be the same width. To change the width of columns, the Master Page must be opened (CTRL M). To move the guides hold left mouse button down while dragging the guides. Remember to move back to the Design pages before building any new objects (CTRL M). Once the column or row guides are in place they cannot be accidentally moved. As objects are placed on the page they will snap to the guides.

Snap to Guides Publisher opens with the Snap to Guides facility already turned on. To turn off the feature choose: • Arrange • Snap

• Remove the tick beside To Guides

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Adding New Pages to a Publication To add a new page to a publication: • Move to the page where the new page is to be inserted using the Page Navigator • Choose Insert from the menu • Page • The following screen will appear:

• Check that the options chosen are correct • Click on OK.

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Task 49 You have been asked by the local art group to design a publication for their quarterly Art shows. In this Task you have to design the outline for

this publication. The magazine is A5 in size and the template for the booklet is created as follows: • Open a new publication in Publisher using the Book Fold Blank Publication.

This publication is usually created with four pages. When asked if you want the four pages answer Yes.

• To size each page to A5 use Page Setup, also change the orientation of the page to Landscape.

• Change the Margins for the Pages as follows:

Margins Left 1.5 cms Right 1.5 cms Top 1.5 cms Bottom 1.5 cms

Place the following objects on the Master Page for the publication: 1. Two equal sized columns.

2. Place a line across the top and bottom of the page from margin to

margin. Change the format of the line by clicking on the Border tool. Choose the More Styles option and change the line to a 4 point line and colour it blue. Click OK

3. Place the page numbers in a text box under the line. The word Page is placed ahead of the number and the text uses 10 point Times New Roman font. The page number on the right Master Page should be on the right-hand side of the page.

4. Draw a vertical line down the middle of the page along the column guide. Make it also four point in size and blue in colour.

5. Place a text box across the top of the right Page and type in the Heading EASTER ART SHOW using 18 point Impact font. Change the box so that it has No Fill. Change the justification on this text to Right.

Set up the Publication so that it has mirrored Master Pages. The Master Pages should be laid out as shown below:

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8. Save the Task as TASK49 and print a copy.

End of Task 49

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Using On-line Help in Publisher Publisher has an excellent on-line help facility. To display the help screen choose: • Help from the menu • Microsoft Publisher Help • The Task pane will appear looking similar to the following:

• Type in the keywords for the Search into the Search for text box. Click the

Green arrow button to search

• A list of Help topics will appear in the middle of the Pane • Click the required topic and a full Help screen will appear.

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Task 50 Use on-line help to find out how to resize a picture by a specific percentage. The help screen required is under the topic Resize an object.

When the instructions for the task appear print a copy.

End of Task 50

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Layering Objects on the Page As objects are added to a publication they may overlap or sit in front of another object. It is sometimes necessary to re-organise the layering of the objects on the page. To change the layering of an object • Select the object that has to be moved forward or backwards • Click the Right Mouse button over the selected object • Choose Order from the menu displayed • The following alternatives for layering appear:

• Choose an alternative from the list and the object will move.

Reverse Text Reverse text refers to white text on a black background. To reverse the colours of the Text box and text: • Click into the Text Box

• Press CTRL A to select all the text in the box

• Click the Font Colour tool on the toolbar:

• Select White from the colour palette

• Next click on the Fill Colour tool on the toolbar

• Select Black from the colour palette

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Task 51 This Task will create an advertisement for a local paper. To create the advertisement open a new full-page publication in Publisher with margins

set to 4 cm all round. Draw a 2.6 by 4.3 cm Text Box on the page to represent the size of the advertisement. Change the outside Frame of the Text Box to a 2 point line. The instructions for the advertisement are as follows: 1. All lines of text are centred in the Text Frame

2. The first three lines of the advertisement are typed in 10 point bolded Times

New Roman font

3. The next three lines use the same font but are not bolded.

4. Ryalls is typed using 12 point Snap ITC font.

5. The phone number is typed using 10 point Times New Roman

6. The word Electrical is typed in a second Text box sized 2 x 0.30 cms. The text in the box has been reversed in colour and has had the distance between the characters altered to stretch it across the box. To change this feature of the text select the text then choose Format|Character Spacing from the menu and set the Scaling to 170%. The easiest way to add this text box to the advertisement is to create the second box outside the existing one and then move it back into the advertisement when it has been completed. The object may need nudging to move it into its correct position.

7. Save the Task as TASK51 and print a copy. The Advertisement is shown below:

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End of Task 51

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Rotating Text Objects that can be freely rotated in Publisher will have a green rotate handle when selected. To rotate such objects press the left mouse button down over the handle and rotate as required:

WordArt Using WordArt, text can be given many special effects. The text can be rotated, stretched, skewed and rolled around curves. To apply WordArt to a Publication • Click the WordArt tool on the toolbar.

• The following choices appear:

• Select the style of text required and click on OK:

Green rotation handle

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• The following dialog box appears:

• Enter the text into the dialog box

• Change the Font and Size of text using the next two tools on the toolbar

• Click the OK button to place the text back onto the Publication.

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Task 52 Open a new one page blank publication. The margins for the publication are as follows:

Left 2.5 cm Right 2.5 cm Top 2.5 cm Bottom 2.5 cm

The following are the instructions for the outline of the advertising poster shown below: • Use the WordArt tool to select the following type of text:

• Type in the words AUTUMN COURSES 2004. Rotate the text as shown below

and stretch to fit down the side of the page. The text box should be approximately 3 cms wide.

• Type the Heading COMMUNITY EDUCATION PROGRAM into a text box

using Arial Black 40 point font.

• Save and print the publication as TASK52.

Choose this style

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End of Task 52

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Task 53 This task will create a folded Wedding Invitation. To create the invitation, open a two page blank publication. Set the margins for the publication as

follows:

Left 2 cm Right 2 cm Top 2 cm Bottom 2 cm

On the Master Page for the publication place two horizontal ruler guides at 9.6 cms and 19.2 cms from the top of the page. Instructions for Page 1 Place a Text Box on the top of the page between the margins. Make the box approximately 5.35 cms deep. Change the border on the Text Box, using BorderArt, to Twisted Lines 2. Add the text Wedding Invitation to the Frame using Broadway 40 point font. Centre the text, colour it gold and place a shadow on it. Rotate the box 180 degrees. Move to the bottom of the page place a second Text box across the margins. Using 18 point Garamond italic text type the following into the frame: RSVP 1st December (02) 5834 1298 Centre align the text and rotate it 180 degrees. The page should look similar to the following:

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Instructions for Page 2 Enter the inside text for the invitation as shown using Lucida Calligraphy 20 point italic font or any similar italic font. Centre the text on the page. Format the Text Box using BorderArt, to Pushpin in Note. The second page of the invitation is shown below:

Save the publication as TASK53. Print the first page of the invitation and then lay the paper back in the printer and print the back of the invitation on the same piece of paper. Fold the invitation into three along the ruler guides. If the printer was able to print double-sided the invitation would be printed in one operation. End of Task 53

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Text Boxes When a block of text is typed into Publisher it is placed in a Text Box. When a Text Box is selected using the Pointer tool, it is shown with handles, for example:

When the text in a Text Box is longer than the Box can hold, the Box changes to include the following symbol:

The symbol on the bottom of the Text Box is called the Text Overflow indicator. In order to view all text the box needs to be enlarged.

Connecting Text Frames If the Frame doesn’t exist for the next part of the text, create one. To connect the additional text from the first Frame with the second Text Frame: • Click in the Frame that contains an overflow of text The Create Text Box Link button will appear on the very top left of the toolbars:

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• Click on the Create Text Box Link button The mouse pointer changes to a pitcher:

As the mouse is moved over the Text Box it changes to show the pitcher pouring into the Box. Click the mouse in the Text Box where the text is to continue. The symbols shown on each Text Box will illustrate the connection between them. The first Text Box will have the following symbol:

The next Text Box this symbol:

Tracking and Kerning Tracking is the adjustment of the spacing between text in a Text Box. Sometimes letters are tightly tracked so they will fit in a Text Box or loosely tracked for a Design Effect. Headings and other text in large fonts, generally look better with tight tracking. The following shows tight tracking on the left and loose tracking on the right:

Kerning is the adjustment of the spacing between certain pairs of characters that would normally appear too wide or too close together. Publisher automatically Kerns letter pairs for font sizes larger than 14 point. It is also possible to manually Kern pairs of letters. To change the Tracking and/or Kerning on text: • Select the Text to Track – either the whole of a Text Frame or a highlighted

selection • Choose Format from the menu • Select Character Spacing and the following Dialog Box appears:

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• Use the list box to choose the type of Tracking required:

• Also use the list box to change the Kerning for the Text or enter the point size

required:

• Click on Apply, then OK.

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Leading (pronounced Ledding) Leading is the amount of vertical space between successive lines, measured in points. Normally the leading is 120% of the font size but this can be adjusted by selecting: • Format • Paragraph • The following dialog box appears:

• Enter the spacing between lines and/or space before and after the paragraphs.

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Task 54 This Task creates a newsletter for a local Cricket club using newspaper columns. To create the newsletter, open a new one-page publication with

the following margins:

Left 2 cm Right 2 cm Top 3 cm Bottom 3 cm

The instructions for the publication are as follows: • Place three equally sized columns on the page.

• Use a Text Box to type in the heading across the second and third columns.

Type in the heading using 32 point Times New Roman font.

• Place a 4 point line across the bottom of the heading 7.5 cms from the top of the page.

• Draw the cricket graphic shown below using the drawing tools available in Publisher.

• Using the pointer tool lasso the graphic by dragging a rectangle

over the picture. Release the mouse button and all sections of the picture should be selected. Group the picture into one graphic by clicking on the Group Objects tool on the bottom of the picture frame. The picture can now be moved as one object instead of a number of pieces. Place the base of the graphic 7.5 cms from the top of the page.

• Place a Text Box below the heading and graphic in each of the three columns.

Type in the text shown on the publication using 12 point Times New Roman font. Type down the first column until the bottom margin is reached. Do not stop when the end of the column is shown. Type a sentence more below the margin in the same text frame. Connect the first frame to the second and continue to type in the text in the second column. Repeat the process of connecting for column 3.

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• Spell check the document by selecting Tools|Spelling|Spelling or by pressing F7.

• Move the Text Boxes down so that the baseline of the first line of text is at 8.5

cms from the top of the page. The bottoms of the Box will have to be adjusted at the bottom so that the text fits into the margins.

• Change the two subheadings within the text to the following format:

Times New Roman 14 point bolded Space after Paragraph 28 point Bold remaining headings as shown.

The newsletter should look similar to the one shown over the page. Save the publication as TASK54 and print a copy.

JUNIOR CRICKET ASSOCIATION NEWSLETTER

News from Saturday’s Matches

A tie between the Under 16 teams Narrabeen United White and Narrabeen North marked a memorable fourth round of the 1999-2000 jun-ior cricket season. Set a target of 189 Narra-been United was five wick-ets down and level after the final delivery of the clash. The chase for victory was led by Justin Peters (49), Brett Dillon (23 n.o.), Tim Tuohy (20 ret) and Daniel Clutton (18). Wickets for the Narrabeen North team were obtained by Michael Bates (2), Tony Burnes (1), Steve McClure(1) and Michael McIlroy. In under –14B Pittwater and Collaroy Jets had a dramatic tie on first innings as scores were locked on 101. The Pittwater’s chase was led by Steve Johnson (21), Andrew Wood (18), Paul Davidson (17) while David

Tucker (3-3) and Scott Dun-stan (3-34) were on target for the Jets. Saturday’s Results

Under 16A Narrabeen United White 5-188 tied with Narrabeen North 7-188 Leading Scorers Justin Peters 49 Brett Dillon 23 Tim Tuohy 20 Daniel Clutter 18 Michael Bates 2-33 Tony Burnes 1-15 Steve McClure 1-33 Pittwater 7-129 defeated Collaroy Jets 9-120 Leading Scorers Paul Rose 45 David Smith 22 John Paterson 2-45 Philip Jones 2-56 Dee Why Demons 9-134 de-feated Curl Curl 109 Leading Scorers Patrick Levy 23 John Haynes 21 Steven King 2-35 David Smith 1-50 Under 16B Warringah 9-140 defeated

Manly 100 Leading Scorers Thomas Grahame 45 Jason Lawson 33 Tim Potts 21 Shane Dixon 2-33 Narrabeen United Red 6– 156 defeated Collaroy Pla-teau 8-130 Leading Scorers David Kyle 56 Frank Harvey 23 David Lyons 3-56 Under 14 Narrabeen United 8– 120 de-feated Collaroy Plateau 9– 107 Pittwater 10-200 defeated Collaroy Jets 109 Curl Curl 7-180 defeated Dee Why Demons 105 Under 12 Collaroy Jets 9-120 defeated Narrabeen United 100 Dee Why Demons 130 de-feated Curl Curl 9-120 Collaroy Plateau 130 de-feated Pittwater 120

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Task 55 Open the Publication created in Task 54 and fully justify the text in each column so that it more closely resembles normal newspaper columns. To

justify the text select the text on the page and then click on the justify tool on the formatting toolbar. By adjusting some or all of the character spacing, line spacing and the size and position of the text boxes, try to get a fully justified look for the newsletter. Save the publication as TASK55 and print a copy.

End of Task 55

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Competencies ICAITU006C– Operate Computing Packages Required Tasks to complete each performance criteria:

Element 1 – Use appropriate software Requirements of the task are identified 1-7,9-28,30-34,36-49,51-

55 Appropriate software is selected to perform task 1-7,9-28,30-34,36-49,51-

55 Software is used to produce required outcome using a range of features and functions

1-7,9-28,30-34,36-49,51-55

Documents are saved and stored in appropriate directories

1-7,9-28,30-34,36-49,51-55

Element 2 – Access, retrieve and manipulate data Software application is opened 1-7,9-28,30-34,36-49,51-

55 Required file is accessed and is amended according to requirements

1-7,9-28,30-34,36-49,51-55

Documents are produced to meet organizational requirements in a manner that incorporates OH & S practices

1-7,9-28,30-34,36-49,51-55

File is saved in appropriate directories 1-7,9-28,30-34,36-49,51-55

Applications are exited without loss of data 1-7,9-28,30-34,36-49,51-55

Element 3 – Access and use help On line help is accessed and used to overcome basic difficulties with applications

8,29,35,50

Manuals and training booklets are used to solve minor problems.

All Tasks

Requests are logged with help desk if requiring further help

All Tasks

Element 4 - Use keyboard and equipment Occupational Health and Safety regulations are followed for correct posture, lighting and length of time in front of computer

All Tasks

Keyboarding is carried out according to organisation guidelines on speed and accuracy

All Task

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ICAITU006C – Operate Computing Packages

Task Recording Sheet

Date Initials

Task 1

Task 2

Task 3

Task 4

Task 5

Task 6

Task 7

Task 8

Task 9

Task 10

Task 11

Task 12

Task 13

Task 14

Task 15

Task 16

Task 17

Task 18

Task 19

Task 20

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Date Initials

Task 21

Task 22

Task 23

Task 24

Task 25

Task 26

Task 27

Task 28

Task 29

Task 30

Task 31

Task 32

Task 33

Task 34

Task 35

Task 36

Task 37

Task 38

Task 39

Task 40

Task 41

Task 42

Task 43

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Date Initials

Task 44

Task 45

Task 46

Task 47

Task 48

Task 49

Task 50

Task 51

Task 52

Task 53

Task 54

Task 55