bosco-uganda ict training handbook (ii): office applications

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P.O. Box 200, Gulu, Northern Uganda, East Africa; E-mail: [email protected] ; Website: www.boscouganda.com

Office applications

Contents Section IIB-General Training Package ......................................................................................... 97

Chapter III: Office Applications .......................................................................................... 97 8.1 Lesson 11: Word Documents ............................................................................................. 98

Objective .....................................................................................................................................116

Experience ..................................................................................................................................116

Education ...................................................................................................................................117

Interests ......................................................................................................................................117

References ..................................................................................................................................117

8.2 Lesson 12: Excel Documents or Spreadsheets..................................................................119 8.3. Lesson 13: PowerPoint Presentations .............................................................................. 144

8.4. Lesson 14: Introduction to Microsoft office Publisher .................................................... 153

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Section IIB-General Training Package

Chapter III: Office Applications

Dear BOSCO user:

This manual is meant to train you, the user, how to use office on the computer. In

today’s world, the computer is used in education and business and it is our hope to teach

the basics of office documents, spreadsheets and slide shows, but also to offer an

introduction to its uses.

We will be teaching how to use the open office programs, but there are many similarities

with Microsoft Office and once you learn one, it will be easy to learn the other. There

are many things you can do with office and we do not cover everything in this manual,

just remember what you have learned about the internet and you can research any

question you might have, or you can ask a friend or trainer.

Sincerely,

The BOSCO Team

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8.1 Lesson 11: Word Documents

Goals: This lesson will familiarize the user with the workings of open office word

documents.

Understand its uses

Create a word document

Learn about formal writing including Letters, Memos, Essays, Books and

Resumes.

Learn shortcuts

Share a document on line

A. What is a word document?

A word document is often used to write formally. It is used to type Letters, Memos,

Essays, Books, Resumes or Notes. The BOSCO manual was created using a word

document.

Task: Think of times you have seen typed documents. What are some of the

characteristics of those documents?

B. Creating a Word Document.

Task: Open a word document and type a brief sentence.

Word Functions and Options

There are a number of things you can do with a word document. You can add page

numbers, you can copy and paste words or paragraphs, you can add bullet points; align

all the words to the left, right or middle and much more.

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Open a new document Go to the icon on the top left. When you scroll over it

and pause, it will say “New.” Click on it. Or, alternatively, move to the small arrow to

the right of the icon, and click on that to view various types of documents you could

open. The icon is the simplest but if you want you can also click on “file,” scroll down

and then click “new.”

Save a document Now that you have a new document you can start creating. Start

by typing a word or two. Once you have done that we can save the document. Go to the

third icon on the left, when you pass over it it will say “save.” Alternatively, you can click

file and then save or “save as.” Saving a document means that you can find it later on.

Click save.

A menu will pop up asking you to name the document. Choose a name. You will also

have to decide where to save it so that you can find it later. You can save it in a

documents, the desktop or in a folder. Decide where to save it and click on the location

in the column on the left of the menu. Once that is done you will also decide what

format to save it in. If you wanted to send a document to someone who only has

Microsoft office and not open office, you will want to save it as a Microsoft word

document. Otherwise the default option should work. Once you are sure where you are

saving it and what it is called, click “Save.”

Open an old document Now that you have saved your document you can close

it without losing any work. Try closing the document. Now in open office go to the

second icon on the left which looks like a folder, click on that, or click on file and then

open. A menu will pop up that looks similar to the save menu. There you can find the

file you saved and open it. Click on the file you wish to open, then move your mouse to

the bottom right hand side where it says “open.” Click on that and your document will

appear just as you saved it.

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Backup a document Sometimes it is worthwhile backing up a document

in case your computer breaks down. If you have an external way of storing documents

just save your document to that, like a USB stick or a CD, or you can back it up on line

using your email account; to do that simply attach the saved file in an email to yourself.

Then if you need it just open the attachment in your email account from any computer

anywhere in the world.

Print a document If you wish to print a document you will need to connect a

computer with your document on it to a printer. Perhaps you will need to retrieve the

document from your email. Once the printer is turned on and connected to your

computer open your document and go to the 7th or 8th icon from the left. They are the

icons with the printers on them. One of them says “Print file directly” when you scroll

over and the other says “page preview.” Click on page preview, a screen will pop up that

puts your document into perspective. From here you can review the look of your

document before printing and decide how you would like to print it.

Another option is to click on “file” and then “print.” From here you can decide the

settings of the printer before printing. Do you want to print it black and white, or color,

do you want to print all pages or just some? Maybe you want to print double sided

instead of one-sided. Here you can make those sorts of decisions.

Email a document If you want to email a document save it and attach the

document from your email account in an email to yourself or someone else. Also refer

back to backing up a document.

Align Words Left, Right or Middle You now have your words on a

document so you can change where those words are on a page. You will notice icons on

the top that are different shapes of “A's,” to the right of that are four icons that look like

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pages. Try clicking on those icons to see what it does to your words. If you want you can

also type a full paragraph and see how it is affected. If you have the cursor on one line it

will only change that line, if you highlight a full text and then click on the icons the

whole text will be affected, see highlighting below.

Font type With highlighted text or before you begin typing you can

change many things. One thing you can change is the font type. “Select,” or “highlight”

the text you wish to alter. At the top of the screen you will see some words in the menu.

It will probably be Liberian Serif, Times New Roman or something like that. Move your

cursor over the arrow on the right hand side of those words and click on it. A drop down

menu will appear with many different options. Click on one of those options and see

how it affects your words.

Font size Next to the font type is a number in a drop down menu. That menu is

the size of the words. The greater the number the larger the text. Generally you want

the size to be 12, but you may want to change it for special projects.

Bold, Italics or Underline The icons with the A's is from left to right Bold,

Italics and Underlined. Select a text and try clicking those icons. There is also another

option for changing the words. Move your cursor next to a word. Right click on the

word. A menu pops up giving you many options. It is possible to use shortcuts as well.

Select what you want to bold, italic or underline, then press and hold the control key and

then press B for Bold, I for Italic or U for Underline.

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Headers and Footers To add a header or footer, go to “Format” and then

“Page.” From there go to the header or footer tab and click “header on” for example and

then “OK.” You have just created a header, do the same under the footer tab clicking

“footer on” and then “OK.”

Add Page numbers To add page numbers it is best to add them in either

the header or the footer section of the page. Put the cursor where you want the number

and click there. Align to the left right or middle as desired. Then go to “Insert,” “Fields”

and then “Page Number.”

Bullet points To use bullet points make sure your cursor is where you

want it and then click the one of the two buttons to the right of the alignment buttons;

third and fourth from the bottom right of the upper menu options. Click on this to see

Bullets form.

Cut, Copy and Paste and shortcuts To copy and paste select the section

you want to copy or cut. From there you can either right click and then select copy or

cut or you can follow some shortcuts. To take the shortcut press and hold down the

control key. Then hit X to cut, C to copy. Then put the cursor where you would like to

paste the item, to continue with shortcuts press and hold down the control key and then

press V. Or right click and select “Paste.”

Add Columns If you are writing for a newspaper or wish to make columns

for some other reason you can. Click on “Format” and then “Columns.” A menu will

pop up. Select the icon or insert the dimensions you wish and hit “OK.”

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Search Text Say you have written a book or a very long article and you wish

to find certain words that you have typed. Or maybe you realized that you have been

spelling a word wrong the whole time. It is easy to find words and replace them with

other words. Simply click on the icon with a magnifying glass, third from the right on

top. When you scroll over the icon it says “Find & Replace.” A menu will pop up that

will allow you to find and replace.

Spell Check Perhaps you need something to be written formally and you do not

want any spelling mistakes. A computer makes it easy to fix these spelling mistakes

because it has an internal database of words and knows the proper spelling. Say I spell

banana instead of banana. It will automatically show an red underline on the text which

suggests that it is not a word (the red line does not appear if it is printed). Sometimes

spell check is wrong, but generally it is right. To fix it you can move the cursor over the

word and right click. A menu will appear with possible words that you meant to write or

it give you options to ignore the error. The other way to do it is to go to “tools,” click

“spelling and grammar” and use the pop up menu to make any changes. It does this for

all the words on the page. It can also make suggestions for grammatical errors. The

shortcut is F7. Note that other shortcuts are listed next to the option in the drop down

menus.

Look up a word To look up a word you can go to “Tools,” “Language”

and then “More Dictionaries Online.”

Word Count This is a way to determine how much you have written. Sometimes

teachers will ask to have an approximate number of words. This manual has about

9000 words.

Add symbols To add a symbol that is not on your keyboard go to “Insert”

“Special Character.”

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Add a Chart or Table To add a chart you can click on the fifth icon from the

right at the top of the page, go to “Insert” then “Table” or use the shortcut Control F12.

Track Changes If you are editing someone else's work but you want them to see

what you have done, you can add comments that are clearly new. Go to “Insert”

“Comment” or for a shortcut Control Alt N. If you want to clear the comments use the

arrow key in the yellow comment box and select delete or delete all.

Undo Typing Say you made a mistake and you do not know how to correct your

mistake. One way is to go to “Edit” and click “Undo...”

Help If you need help and your trainer is not around to help you, you can go to the

“Help” “Openoffice.org Help” or for a shortcut just hit F1.

PDF If you want to convert your document into a PDF document go to “File” and then

“Export as PDF.” The advantage of this is that you can make your document secure. If

you send it by email as a open office or word document it can be changed by others, but

people cannot manipulate your work if it is a PDF. It is like a picture of the document

more than a working file.

C. Formal Writing Styles

There are many different styles of writing that serve different purposes. Some help you

clarify your thoughts on a topic like an essay. Others may convince an employer to hire

you like a resume. Or it may help you communicate to someone personally like a letter.

Perhaps you want to publish a story or research project, a book might be a good option.

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Task: Discuss what some of the advantages of formal writing might be?

D. Letter writing

A letter can be written by hand or it can be typed. One of the advantages of typing is

that it is sometimes easier to read. Another advantage is that it can be sent on line

through email. Typing can also be faster than writing. For publication it is almost

always necessary that it be typed.

To create a letter we will consider the following format:

In the top left hand corner of the page you will write the address of the person to whom

you are writing. And in the top right hand corner write your address. Enter the date a

couple of lines below your address.

A few spaces down on the right enter a greeting, usually “Dear [name].” Then below

that you can write a few paragraphs that you wish the person to know about. You can

ask how they are, but because they can't answer you right away, you have to anticipate

their questions and talk about your situation, hoping that they will write back to you

with information on how they are doing.

At the end you can write “Sincerely yours,” “Sincerely,” “Yours truly,” or something like

that and then leave a space to sign your name in pen. It makes the letter more personal

if you sign it in ink. Below the space type your name and below that you can put a title if

you have one, but for formal letters it probably isn't necessary.

On the next page is an example of a personal letter:

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[Your Name]

[Street Address]

[City, ST ZIP Code]

November 28, 2010

[Recipient Name]

[Title]

[Company Name]

[Street Address]

[City, ST ZIP Code]

Dear [Recipient Name]:

Thank you for the lovely gift of flowers that you sent to me. Your gift brightened my day,

and it continues to brighten my home.

It was so nice to be remembered by you! Your thoughtfulness means so much to me.

Warmly,

[Your Name]

Task: Write a letter and have the trainer give advice.

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Format taken from goodletterwriting.com August 35, 2010

E. Notes

Notes can help you remember things later on. They are usually short bullet points. To

create bullet points go to format, bullets and numbering and click on the style you would

prefer. When you are done with one bullet point hit enter. If you want to make a sub

point hit enter and then tab.

Task: Create Bullet Points in two different styles as well as sub points.

I have seen this done in Gulu at a goodbye party for a co-worker. The person wrote

down some notes on how the evening was going to proceed. For example:

Prayer

Eating

Introduction of Guests

Speeches

Director

Priest

Accountant

Head of Volunteers

Words from the person leaving

Chat

People go home

These notes structured the evening by letting people know what was coming next. So

notes can be used to structure events. Notes can also be used in preparation for writing

a document. For example, if you want to write a book on the different types of corn

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around the world you might want to write some notes to guide you through the book

writing process, they might look like this.

Title Page

Table of Contents

Introduction

What is Corn

What are the different types of corn

Where is corn grown around the world

Conclusion

Bibliography

It could also include sub points that you want to ensure are included in your book and

that you do not forget them.

Title Page

Title

Author

Table of Contents

Chapters

Page Numbers

Introduction

What is the point of writing this book

What is Corn

Scientific research

What is corn used for

How does it grow

What are the different types of corn

Brief description of each corn species

Where is corn grown around the world

Include maps

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Who eats more corn?

Conclusion

What did I find in my study of corn

Bibliography

List all sources of research

Notes can also be used to write down a list. For example maybe you are going to

Kampala and you want to buy many things, but how will you remember everything you

need from Kampala? If you forget it could be very frustrating.

Book for school

Clothes

Ground coffee

Jack Hammer

It could be a list of things you need to do before you accomplish a goal. Say you want to

become a football player.

Run every day

Join a football team

Email professional football player for advice

Find sponsorship

Save money for good football shoes

Study football rules

Watch professional football on television

Practice regularly

F. Research and the Academic Writing Process

See Article “Handbook of the Writing Process.” Everything in section E. is paraphrased

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from this source.

Prewriting:

Before writing you should analyze the situation. Were you given a specific topic to write

about? What is the question being asked? What is the goal? Are you going to describe,

or argue? How do you want the reader to react? Do you want them to learn something

new, do you want them to laugh or be persuaded? How do you want the words to

sound? Do you want it to be formal or informal? What is the structure of your writing?

Is it a poem, a play or an essay?

Make a plan. After analyzing the situation you should plan or decide what you are going

to do. For example, you may decide that you will write an essay on Gulu Town with the

purpose of arguing that Gulu Town is a great place.

Gather Information. Ask questions such as who, what, where, why, when and how.

To start collecting material first, write down what you already know. You can do this in

a few ways. One way is Freewriting, this means that you write down everything that

comes to your mind about the topic. Clustering is another way to jot down ideas, write

your topic down in the middle of the page and circle it. Then, write connecting ideas

around the topic and connect them with lines. You can make a list as well.

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Picture taken from www97.intel.com on Sept. 8, 2010

After writing down what you already know figure out what you don't know about the

topic. Once you have figured that out you can begin searching for answers. Use your

knowledge of surfing the Internet to find out answers. You can also ask other people for

help in finding answers.

Task: Decide on a topic and make a cluster map.

The next step will be to write a draft essay (more on essay writing later). Once you have

written a draft. You will need to revise your draft until it has no spelling errors, no

grammatical mistakes and is easy and interesting to read.

To edit your spelling and grammar you can use a computer tool. Do you remember what

that is. You can use spelling and grammar check. This program will guide you through

your document making suggestions. But it is not always correct. Think of words like

“there” “their and “they're.” They all sound like the same word, and they are all spelled

correctly but they have different meanings. The spell check function on the computer

just knows that each of those words are spelled correctly it cannot tell if it is used in the

right way.

So you have to reread your document and make changes, then have someone who is

good at essay writing to look over your work and make comments. If you have someone

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else read your essay they might find mistakes that you didn't notice because you knew

what you meant. When you are writing an academic paper it is for someone else to read.

Have someone insert comments into the essay as you read. Go to “insert” and then

“comment.”

Another way to check your work is to read it out loud. If you have trouble reading it out

loud, you probably need to make some changes.

Once you are sure it is as good as it can get you are ready to publish it. Now more about

essay writing…

G. Essay Writing

An essay is a formal document used for teaching. Often students will be asked to write

an essay because the process of writing an essay helps people to research a topic, to

argue a point and present it in a formal way.

Each essay begins with a title page. The first page includes the Title of the document,

the Author and the Date it was submitted. It may also include the name of the teacher

and the name of the class. There is no page number on the first page.

The essay itself consists of three main parts: an introduction, the body and a

conclusion.

Introduction: In the introduction of an essay you want to say what you are going to

say. In the introduction you will discuss the main points of your essay and include a

thesis statement. A thesis statement is the argument that you want to make. For

example, if you want to argue that growing and selling coffee will be better for your

village you will state “growing and selling coffee will be better for my village.”

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Here is an example of an introduction paragraph:

Body: In this section you will make your argument in paragraph form. Each paragraph

will be a new point. These points should “prove” your initial thesis statement. For

example if you wanted to prove that selling coffee is better for your village you would

make a number of points that might include: 1) coffee can be sold for more shillings, 2)

more shillings would provide more opportunities for the village, 3) Your village knows

how to spend shillings well and 4) Other villages that grow coffee are better off.

But just stating your point does not convince someone that you are right. You need to

provide examples. For example, to show that coffee can be sold for more shillings I

might say when I add up how many shillings I can make if I grow coffee on the same size

of land as I use for corn I can make 2 times as much money. Or I could quote the

market difference found in a newspaper and then calculate how much I could grow of

each.

For each point you will write a paragraph. Each paragraph will consist of three things,

your point, an example and a restatement of the point in different words. For example,

for the point “your village knows how to spend shillings well” the paragraph might look

something like this:

My village knows how to spend shillings well. For example, last year my village

used some extra money to build a school and pay for a professional teacher.

Because of this school I was able to learn how to run a business and now I can

feed my family and give money back to the village. So my village spends their

money responsibly.

You will write at least one paragraph for every point you want to make and typically you

will bracket the body of your essay with the two best points.

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Conclusion: At the end of your essay you will end with a restatement of your thesis

and a brief overview of the points you made.

Citations: Sometimes you will write an essay where everything is your own ideas

and experiences. But if some of your ideas are because of some research that you have

done, you need to acknowledge the work of others. For example, if I found out the price

of coffee from The Monitor newspaper, I would have to show others which newspaper I

got it from when the newspaper was printed and if it was an article in the newspaper I

also need to say who wrote the article. If I get an idea from a book, a movie, a magazine,

or an interview with someone I need to let the reader know where I got the idea so that

they can verify my work. If I do not say where I got the information from I could say

whatever I wanted and no one would know if it is true or not unless I cite it.

There are many ways to cite an idea. You can make a direct quote or paraphrase an

idea. You can use brackets in the text or insert footnotes.

There are different styles of citations and different styles are often used by different

disciplines of study. For instance Psychology teachers require that you use the APA

style. Information on these different styles can be found on the Internet. Try searching

“citations.”

Bibliography: At the end of a document is a list of all the sources you used in the

essay. This is done on a separate page. Centered and at the top of the page is the word

“Bibliography” “Works Cited” or whatever word(s) are used by the style you choose.

Below that is a list of sources that you used.

Sharing: Once you are done your essay and have edited it. You can share it with your

teacher. Your teacher may want it sent by email or printed out and handed in.

H. Resumes or CVs

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Resumes are sometimes required by employers. They describe why you would be good

for the job. It often includes a history of your work experience, your educational

achievements and other skills, abilities and interests that show the employer you are

right for the job.

Often times you do not need a resume, you simply make friends and your friends help

you get a job. This is called “networking” and is good to do regardless of whether or not

you can write a resume.

What to include in a resume:

Contact Information:

Name

Address

Phone Number

Email Address

Educational background

Name of Schools

Dates attended

Highest achievement reached, example, finished secondary school level 4 or

degree in education, or diploma in mechanics

Experience

Name of Job

Name of company or organization (if applicable)

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Dates worked

Other achievements or interests of relevance could include

Hobbies

Curiosities

Scholarships

Awards

Successes

On the next page is an example of a CV template:

[Your Name]

[Street Address, City, ST ZIP Code] [phone] [e-mail]

Objective [Describe your career goal or ideal job.]

Experience [Job Title]

[Dates of employment] [Company Name], [City, ST]

[Job responsibility/achievement]



[Job Title]





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[Job Title]





[Job Title]





Education [School Name], [City, ST]

[Dates of attendance]

[Degree obtained]

[Special award/accomplishment or degree minor]

Interests [Briefly list interests that may pertain to the type of job you

want.]

References References are available on request.

I. Books

Books serve many purposes; they can educate, persuade or entertain. A book is usually

a longer document and can be published on line or on paper. It can also be sold by a

publisher.

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A book is divided into chapters. Each chapter is a section of the book. There are two

types of books Fiction and Nonfiction.

Fiction Books are stories that are made up. They did not happen in real life. Some of

them could have happened in real life but did not. Others are perhaps totally unrelated

to real life whatsoever. These are called science fiction or fantasy. Books that could

have happened but did not are called novels.

Nonfiction Books are books that are based on real life facts. Facts are things that can

be verified by reliable sources. These are usually educational books. It could be a book

on the environment or on the daily life in Kenya. It could be about food or business,

philosophy, religion anything you can think of that is about reality.

Generally speaking, people read nonfiction books to learn, and fiction books for fun.

You could think of a nonfiction book as a collection of essays with a table of contents

added to it. When thought of that way it is not so overwhelming to think of writing a

whole book.

A table of contents is simply a guide at the beginning of the book that describes where to

find chapters. Every chapter should begin on a new page. Books definitely have page

numbers so that it is easier to find information. The table of contents has a list of

chapters and then page numbers of where to find those chapters. It is a way of

organizing the book for reference later on or before you start reading. See the Table of

Contents on page of this manual for an example.

Once you understand the structure of an essay and the structure of a book you can easily

“skim read” to find the information you need. First find a book with a title that interests

you. Then look at the table of contents and find a chapter that interests you. From there

look at the intro or concluding paragraphs to find the argument of the chapter and the

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points they will make. If you want to look into further detail of those points read the

beginning of each paragraph until you find the point you are interested in. And if you

are not satisfied with that paragraph look up the citation to find out where to look for

more information on the subject. Again, once you understand the structure it is easy to

do book “research.”

Task: Look up “book” in Wikipedia, and share what you learned.

8.2 Lesson 12: Excel Documents or Spreadsheets

Goals:

Understand its uses

Create a spreadsheet

Some spreadsheet examples

Sharing spreadsheets

A. Uses of Spreadsheets

There are a number of uses of spreadsheets. Typically a spreadsheet is for calculating

numbers, analyzing numbers, storing and presenting those numbers to others. It can be

very useful for accounting and business planning. It can also be useful for creating

charts. In this lesson you can learn how to create basic accounting documents such as a

budget, a balance sheet, an activity statement and a statement of cash flows. You will

also learn how to create a database that can be used for research purposes. So not only

will you learn how to make spreadsheets but you will learn some valuable business

skills.

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B. Spreadsheet Basics: Creating a Database

A spreadsheet is made up of cells, rows and columns. A cell refers to the individual box.

A cell can also refer to the intersection of rows and columns or where the row and

column meets, create a cell. You can put numbers or words into any box you choose.

The cells are arranged in rows and columns. The columns go up and down and are

arranged by letters a, b, c, etc. The rows are arranged by numbers 1, 2, 3, etc.

If you want to change the size of the cells move the mouse cursor to the part in between

the cells at the column or row level.

If you want to calculate numbers use a formula in one of the cells. Let’s start with the

basics. Always start with an = sign.

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=

Then add the equation you want the answer to. For example

=1+2

Hit “Enter”

What shows in the cell is not =1+2 but 3

The formula you typed appears on the box above whereas in the cell it shows the answer.

The place where the formula appears is referred to as the formula bar. So it’s always very

easy to curb/get someone who wrote the answer directly and someone who writes the

answer correctly using the formula because when you click on the box containing the

answer the formula automatically appears in the formula bar and at times for the first

time users you might not know.

Now try some other basic ones.

Formula bar

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The symbol * is for multiplying. This is because a computer understand multiplication

sign(X) as letter X. so always use * as a multiplication sign in Excel.

=3*5

The symbol / is for dividing

=4/2

=6-4

Now instead of calculating numbers, let’s calculate cells

Initially we learnt that Columns are labeled vertically with letters i.e. column A, column

B, column C up to column Z and the letters of Alphabets are known as column names.

The rows are labeled horizontally with numbers that is to say row 1, row 2, row

3, ………….up to infinity or no end.

In excel reading a box is in the way colunn by row. This means if I want to get an item

from a cell or individual box, I first read the column name i.e column A, Column B etc

then the row number where that particular item/figure is lying or stored and that is

known as the individual cell reference or name.eg A4. This means, I need the number in

column A but that item is in Row number 4. Let us check on the following examples

Horizontal Row numbers

Vertical Column Names A-Z

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below

=A1+A2 Item in column A but row number 1 plus (+) item in column A but row

number/line 2 and try the others.

=A3*A2

=A1/A4

=A4-A2

If there is no number in the cell it will act like a 0

Now say you wanted to do more complex calculations. Say you wanted to add up cells

A1, A2 and A3. You could use the formula below:

=SUM (A1:A3)

It consists of the calculation desired which in this case is the sum. The equal sign = and

in brackets the section of numbers to be calculated, in this case the numbers in cells A1

through A3.

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If you just wanted to add cell A1 and cell A3, you would separate the cell numbers with

commas in your formulas. For example:

=SUM (A1, A3)

Task: Insert the formula on your spreadsheet

You can also go to the formula button at the top of the page. Search for the formula you

want to use.

What are some other formulas?

SUM – Adds up the numbers in range

AVERAGE – Calculates the average in range

MAX – Finds the largest number in the range. MAX is a short form of the word

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Maximum

MIN – Finds the smallest number in the range. MIN is the short form of the word

Minimum

COUNT – Counts the number of cells in range with numbers in them

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COUNT – Counts the number of cells in range with numbers or text in them

IF – Calculates greater or lesser than. Eg. =IF(A1<A2, “Yes”, “No”) If A2 is 3 and A1 is 2

then it would say Yes.

SIN, COS, TAN – to calculate degrees =SIN (A4) for example

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Fill down – to fill in with a pattern. To do so select the column section you wish to fill

in with a formula or pattern. Go to “Edit” “Fill” and “Down.”

Series – If you want to fill in with a series of numbers like dates or just plain numbers

and do not want to type every one of them, there is a shortcut. Do the same as before,

select the section you want to fill in go to “Edit” “Fill” “Series” “Trend” and “OK.”

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Let’s take the example from below. In Column A in the second cell the number 1 was

inserted. The person wanted a series of numbers and did not want to type every one so

they filled in with a series (see above). Then they went to column B and in row 2 typed

in the formula =SIN (A2). Instead of typing in new formulas for every row like =SIN

(A3), =SIN (A4) etc. they thought it would be easier if the computer figured that out. So

they used the Fill Down method. They did the same for columns C and D except instead

of using the SIN formula they used the COS and TAN formula. =COS (A2) and =TAN

(A2) and filled down accordingly. Now this person has the SIN, COS and TAN numbers

for 1 through 8. If the person wanted the numbers for 1-300 they could do that in the

same amount of time.

REF

SIN

COS

TAN

1

0.8414

71

0.5403

02

1.55740

8

2

0.9092

97

-

0.41615

-

2.1850

4

3 0.14112 - -

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0.9899

9

0.1425

5

4 -0.7568

-

0.6536

4

1.15782

1

5

-

0.9589

2

0.2836

62

-

3.3805

2

6

-

0.2794

2

0.9601

7

-

0.29101

7

0.6569

87

0.7539

02

0.8714

48

8

0.9893

58 -0.1455

-

6.79971

Task: In cell B4 use the button to insert a formula, adjust the numbers if

needed.

With spreadsheets we often have things attached to numbers, they are not abstract

numbers, but based on real things. To identify numbers we usually assign names and

values at the top of the spreadsheet and on the left hand column. Here is an example

using the average calculation for analysis.

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Task: Create your own database and perform a calculation or two. When

you have completed your database try changing some of the numbers and

see how that affects the calculations.

C. Creating a Budget

A budget is a tool for business management. It is a guide to determine whether or not it

will be a good business. A budget consists of two parts, revenue and expenses. When

you minus expenses from revenue you get a profit or loss. The goal is to make a profit so

that you can send your kids to school, grow your business, eat well or make the life in

your community better.

Revenue

Revenue is an estimate of cash generated from business activity. It consists of the

number of sales times sale price. For example say Joe wanted to go into the corn selling

business.

# of corn cobs sold x sale price per cob $ = revenue

If Joe sells a corn cob for 200 shillings, and Joe sells 100 cobs a month how much is that

in one year?

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100 (cobs) x 200 (shillings) x 12 (months) = 240,000 shillings/year

When putting together the revenue budget try to be realistic and ask these questions. Is

the sale volume realistic, is the price realistic and is the revenue going to be constant

throughout the year. A cash budget can help plan for yearly cycles, we will get into that

later.

So in a yearly budget for corn growing Joe would put the following on his spreadsheet,

Joe uses bold to highlight the important categories like the totals so that it looks nicer

and is easier to read. Also note that he included the year at the top so that he can

organize his budgets. Organizing financial documents is called bookkeeping.

Then Joe looks at the expenses he expects in 2011.

Expenses

Seeds 2 x 20,000 -40,000

Food for Family 20,000 x 12 -240,000

Housing 0 0

Electricity 10,000 x 12 -120,000

Water 5,000 x 12 -60,000

Education for 200,000 x 4 -800,000

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Children

Total

Expenses -1,260,000

Question, is there any expenses that Joe missed?

When Joe puts the two together and totals them up this is what he gets:

The formulas for the arrows are = SUM(C4:C5), =SUM(C9:C14) or if you’d rather insert

positive numbers the formula becomes =-SUM(C9:C14) and finally the last formula you

can see in the diagram, it is =SUM(C6,C15)

Let us say that Joe wants to change his plan, does he have to change the formulas? No.

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What happens if we substitute 300,000 for corn growing revenue?

Notice how everything changes now that there is new information.

Task: You discover that Joe is going to have a problem if this is his plan,

what should he do? How can he change his budget plan?

What are the options for Joe? He has two basic options, he can cut costs/expenses, or

he can generate more revenue.

Task: Discuss how Joe might generate more revenue, 10 minutes. Then

discuss how Joe might cut expenses. Think of realistic examples and

change the budget to more realistic numbers if you think Joe's numbers are

not realistic. What is the better option, generating more revenue or cutting

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more expenses?

Task: Create your own budget for a business, be as realistic as possible.

Compare budgets and correct any misconceptions. Then decide who has

the best business budget and why.

D. Cash Budget

Sometimes revenue and expenses are not spread out evenly throughout the year. A cash

budget can help plan ahead to avoid hunger or missed opportunities during the year.

Take the corn growing business we discussed earlier and lets look at an example cash

budget for the next six months. Joe assumes that corn will be ready in seasons and not

come all at once.

Cash

Budget

Janua

ry

Februa

ry March April May June

Initial Cash

Balance

300,0

00 75,000

25,00

0

45,00

0

75,00

0

100,0

00

Revenue

Corn

10,00

0 5,000

50,00

0

60,00

0

50,00

0

20,00

0

Total

Revenue

10,00

0 5,000

50,00

0

60,00

0

50,00

0

20,00

0

Expenses

Seeds 0 - 0 0 0 0

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20,000

Food

-

20,00

0

-

20,000

-

15,000

-

15,000

-

10,00

0

-

20,00

0

Housing 0 0 0 0 0 0

Electricity

-

10,00

0

-

10,000

-

10,00

0

-

10,00

0

-

10,00

0

-

10,00

0

Water -5,000 -5,000 -5,000 -5,000 -5,000 -5,000

Education

-

200,0

00 0 0 0 0 0

Total

Expenses

-

23500

0

-

55,000

-

30000

-

30000

-

25000

-

35000

Cash

Balance

75,00

0 25,000

45,00

0

75,00

0

100,0

00

85,00

0

See how Joe has 300,000 to begin with. He was able to send one of his kids to school

for the semester, but three had to stay home. He used spreadsheet formulas to calculate

total revenue, total expenses and the cash balance. To calculate the cash balance he

used =SUM (Initial Cash Balance, Total Revenue, Total Expenses). This adds the initial

cash with revenue and then because the expense is a negative number it takes away from

the cash balance.

When Joe was done calculating January, he moved the ending cash balance up to the

top of February for the initial cash balance.

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You can see how the cash budget is a good predictor of possible troubles in the future.

Joe only had 25,000 by the end of February.

Task: Discuss what you think will happen in the second half of the year.

What should Joe do?

E. Income Statement

The income statement is like a budget, but it describes what actually happened after the

fact. Let’s see the income statement for Joe:

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Task: Discuss what did Joe decide to do after he looked at his budget? Did

it work? What should Joe do with the profit? Should he change anything

for the 2012 budget? What do you want to know about Joe's future before

making any further decisions?

F. Balance Sheet

Assets = Liabilities + Net Assets

What does this formula mean? Let's start with assets.

Assets are things that you or your business own that have value. This means that you

could sell them in the market.

2011 Income Statement

Revenue Explanation

Corn 200 x 100 x 12 240000

Potatoes 500 x 50 x 12 300000

Carrots 400 x 200 x 12 960000

Total Revenue 1500000

Expenses

Seeds 6 x 20,000 -120000

Food for Family 20,000 x 12 -240000

Housing 0 0

Electricity 10,000 x 12 -120000

Water 5,000 x 12 -60000

Education for Children 200,000 x 4 -800000

Total Expenses -1340000

Total Profit/Loss 160000

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Task: What kinds of things could you sell in the market, or have a value in

Shillings?

Examples:

Cash

Property

Housing

Inventory

Crops

Clothes

Tools

Liabilities are things you will have to pay for. For example. If you are renting a building

in Gulu and you pay at the end of the month. If it is near the end of the month and you

have not paid yet, you will owe the landlord money. This is a liability to you. On the

other hand, for the landlord, your liability is an asset and would record it as an asset.

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Net Assets are your Assets – Liabilities. Change in Net Assets happens when you make a

profit or loss on your income statement. So Assets are really Assets – Liabilities +

Revenue – Expenses.

Let's look at an example balance sheet.

Task: After looking at the balance sheet can anyone say why it is called a

balance sheet?

Answer. Because Assets will “balance” with “Liabilities and Net Assets”

How does the balance sheet help you? The goal is still to increase your net assets.

Assets

Cash 200000

Inventory 1500000

Property 700000

Buildings 200000

Tools 500000

Total Assets 3100000

Liabilities

Water Bill 200000

Rent Money 100000

Total Liabilities 300000

Net Assets

Previous Net Assets 2000000

Change in Net Assets 800000

Total Net Assets 2800000

Liabilities + Net Assets 3100000

Lam's Balance Sheet 2009

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Not always, but sometimes you can “rent” your assets. What is the benefit of renting

rather than selling? The benefit is that you get to keep your assets and still make

income. So in the future you can continue making money off of the same asset. What

types of assets can you rent out?

Examples:

Buildings

Property

Tools or equipment

Why would someone want to rent rather than buy? Because they cannot afford to buy

right now. Perhaps they do not want the ongoing expenses to owning, or perhaps they

think the value of the asset will go down over time and they want to buy it at a cheaper

rate. There are many reasons. If you want to build a business what is better renting or

buying?

Discuss: Is it worth taking out a loan to buy assets that will provide ongoing

revenue?

G. Calculating Interest Rates; Lending and Borrowing with a Bank

Interest Paid = Principal x Time x Rate

Most Banks will loan you money with the expectation that you will give the money back

with interest. Interest is an extra amount of cash that is revenue to the bank. If they can

loan money to reliable customers who will pay back the money with interest they will

give even more money to those customers. If you can prove to a bank that you are good

at handling money by showing them profit on your income statements and a balance

sheet with more net assets they are more likely to loan large sums of money to you.

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But getting a loan from a bank can be costly so it is good to be able to estimate how

much it is going to cost to take out the loan. If you think that the revenue generated by

the loan will exceed the interest paid, it will be a good idea to take out the money. If not,

you can find yourself in trouble.

Here is how to figure out the total cost of the loan.

Say you want to take out 1,400,000 to buy a good solar panel system from Kampala.

The bank is willing to give you the loan with the interest rate of 20% per year and you

need to pay back everything in 1 year. This is how you would figure it out:

1,400,000 (principal) x 1 (time) x 20/100 or .2 (rate) = 280,000 (interest paid)

In this case the bank made 280,000 by “renting” you their “assets” which in this case

was cash.

In total for this year you have to pay the principal plus the interest. So 1,400,000 +

280,000 = 1,680,000.

Now let us say that Joseph knew that he could make 2,000,000 from the 1,400,000

loan by buying the solar panel package and renting out the electricity. Is it right for

Joseph to take out the loan? How much money can he make from this in the first year?

How about the second?

Compound Interest

Compound interest simply means that interest is charged on interest. So say Joseph

decided he could only make 1,000,000 a year and the loan was for two years. Joseph

agreed to pay back the loan in full in two years with compounded interest. The first year

280,000 of interest was accumulated. This interest was added to the 1,400,000 to =

1,680,000. For the second year 20% interest was added to 1,680,000, not 1,400,000.

142


So by the end of the second year the total was:

1,680,000 x 1 x .2 = 336,000 additional interest. Note how the interest is more the

second year than the first.

336,000 + 1,680,000 = 2, 016,000

Should Joseph take out this loan?

Saving Accounts

On the other hand banks can make you money. The bank wanted to loan Joseph

1,400,000 at an interest rate of 20% but where does the bank get the money? You can

help the bank out by leaving your money with them.

Say Tessa has 1,400,000 that she does not need to spend right now. She thinks that she

will not need the money for another 2 years, so she goes to the bank and the bank tells

her that if she leaves her money with the bank for 2 years they will pay her back 14% per

year in compounded interest.

So she leaves her 1,400,000 with the bank. How much does she receive?

The first year she makes 1,400,000 x 1 x .14 = 196,000

196,000 + 1,400,000 = 1,596,000

In the second year she makes

1,596,000 x 1 x .14 = 223,440

223,440 + 1,596,000 = 1, 819,440

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If we want to figure out how much the bank made on this transaction we take what

Joseph paid to the bank in the two years: 2, 016,000 – 1,400,000 = 616,000 minus

what they paid to Tessa for using her money. 1,819,440 – 1,400,000 = 419,440

616,000 – 419,440 = 196,560

The bank provided a service to Joseph and Tessa for two years and in return it kept the

balance of 196,560.

Task: Discuss what is better taking out loans or setting up a savings

account?

Perhaps Joseph needed to take out the loan now so that in three years he could make a

profit and open his own savings account. Some assets last longer than the loan or make

more money than the loan expense.

Task: Discuss whether or not it is worth taking money out for a motorbike

so that you do not have to walk to work everyday? Does that investment

make you any money?

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8.3. Lesson 13: PowerPoint Presentations

Goals:

To become familiar with the PowerPoint Application

To learn presentation and public speaking skills

What is PowerPoint?

PowerPoint is for creating slideshow presentations. If a school has the technology a

teacher will use PowerPoint for teaching. Sometimes the PowerPoint will be projected

onto a large screen and the speaker will have a remote to move from one slide to the

next without having to be at the computer. Businesses will use it to convince investors

to invest in their company. And students can use it to share their research findings with

their class. The main advantage of PowerPoint is the ability to make simple slides that

are visible to a group of people. Word and Excel documents are not as easy to flip

through as PowerPoint is.

Secondly, the most amazing thing in Microsoft office PowerPoint is it gives you the

provision of creating scrolling or moving text or pictures and illustrations like charts

according to the different styles inbuilt in Microsoft PowerPoint and you can even draw

the path way through which your text will move on a slide show which impresses the

audience especially during presentation time and this is known as Animations

Most important and amazing not to forget is also how the different slides appears or

comes in after another during slides show presentation also known as Transitions as

illustrated in details later.

We shall later see how we can create animations and transitions on our text and pictures

or illustrations after finishing making your text or illustrations on the different slides.

Note: the pictures are from Microsoft office, but many of the functions will be the same.

Getting Started:

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How to start Microsoft office PowerPoint.

Go to start menu All programs Microsoft office

Microsoft office PowerPoint. Then a window like below appears.

Click in one of the two boxes below where it says “Click to add.” Many of the functions

for typing are the same as creating word documents.

Now click on “New Slide,” notice how on the left hand column there are now two slides.

146


If you want to change the format or layout of the slide, click on “layout” and choose a

layout you would like for that slide.

To go back to a different slide just click on it in the left hand column.

147


You will notice that in the middle of the slide there are a number of symbols. These

symbols allow you to add more visual elements to your slide other than text. For

example you can insert pictures, videos, graphs and spreadsheets.

Let’s try inserting a graph. You’ll notice that it opens an excel document that

corresponds with a graph. This is a good chance to make a visual display of the

148


information you collect. Just adjust the spreadsheet to adjust the graph. The categories

on the spreadsheet correspond to the categories on the slideshow. So if you replace

“Series 1” with “Jon” and “Category 1” with “Age,” in the spreadsheet, for example, that’s

how it will appear in the slideshow.

Creating/adding Animations on your text and illustrations

To add an animation to your text, highlight the text like below

149


There are so many animation styles as you have seen with the above example and you go

to where the is more animations and try the different styles according to your

preference.

Secondly, to add transitions go to animations then transition/more transitions as

illustrated below and try the different transition and after finding the one you like, click

apply to all.just move you mouse pointer over where is indicated transition and see the

change that appears.

Animations

150


You can get get many more transitions as below and try the to see the different changes

that appear

Transitions

All these are the different

transition styles you can try

151


Create as many slides as you want in whatever fashion you prefer and then if you want

to preview your slide show click on “Slide Show” or click on this icon below

to start slide show. It’s a shortcut to slide show and then “Slide Show from

Beginning.” It will open in full screen, you can move from one slide to the next by

clicking the mouse button or by tapping the arrow buttons on the keyboard. You can

even set the slide show to be automatic after some seconds or minutes according to your

preference. This means that you do not need to touch the mouse or scroll key on the

keyboard but the slides will change from one to another automatically. When you are

done, hit Esc at the top left hand corner of the keyboard.

When you are done save your slide show:

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Now your slideshow is ready for presentation. When you are ready to present open your

slideshow from where you saved it and start the slideshow from the beginning.

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8.4. Lesson 14: Introduction to Microsoft office Publisher

What is Microsoft Publisher?

Microsoft Publisher is a full-featured desktop publishing program that helps you design

and publish professional print and Web-based materials with ease. Using Publisher’s

familiar interface, you can precisely lay out blocks of text, graphics, calendars, order

forms, and more, while Publisher’s many built-in designs help you to quickly create a

professional publication in a matter of minutes.

What’s new in Publisher?

Publisher includes additional publication types and designs, which you can print,

publish to the Web, or distribute via e-mail. These options are available from the task

pane, which makes it easy to get started immediately. Other enhancements for

increasing efficiency include a new page sorter, which lets you use shortcut menus and

drag-and-drop functionality to rename, insert, delete, and rearrange pages, and the new

Find and Replace task pane, which lets you quickly search and replace text throughout

the publication.

Enhanced formatting options and layout features let you design publications with more

precision and flexibility; for instance, you can apply multiple master pages to a single

publication to control several page designs at once, and widow and orphan control let

you control the flow of text between linked text boxes.

154


Starting Microsoft Publisher

To start Publisher:

Click the Start button on the Windows task bar Point to All Programs Select

Microsoft Office.

From the Microsoft Office submenu select Microsoft Office Publisher

The Publisher toolbars and task menus

While all of Publisher’s commands are contained in the menu bar at the top of the

window, most of your tasks can be accomplished using the toolbars and task pane

menus.

Publisher’s toolbars, which group together shortcuts to command commands, are

virtually identical to those included in other Office applications. You can click a toolbar

button to quickly apply formatting, save or print a publication, copy or paste text, or

accomplish another of a variety of tasks.

To show or hide a toolbar, open the View menu, select Toolbars, and then select the

toolbar you want to show or hide.

The most frequently used toolbars are the Standard toolbar, the Formatting toolbar, and

the Objects toolbar.

The Standard toolbar contains buttons for opening, saving, printing, and editing

publications. The Zoom box and magnifying glass buttons at the end of the toolbar let

you change the display size of the publication you’re working in.

The Formatting toolbar contains buttons and drop-down menus for applying

155


formatting to text, paragraphs, and objects

The Objects toolbar, which is displayed vertically along the left side of the Publisher

window, provides buttons for inserting the objects you’ll include in your publication.

These include text boxes, picture boxes, lines, shapes, and Design Gallery objects.

To insert an object into a page of your publication, you simply click the button on the

Objects toolbar and then click and drag to the dimensions you want. This makes

Publisher a much easier and more versatile tool for designing professional publications

than standard word processing programs.

In addition, Publisher uses a task pane, located on the left side of the window, to group

common options, as well as to replace many standard dialogs:

156


Creating a new publication using the wizards

Publisher provides a large variety of pre-built designs for each publication type. To

quickly create a new publication, all you have to do is select the design and replace the

placeholder text and graphics:

From the File menu, select New.

In the New Publication task pane, select a publication type from the New from a design

list:

157


For this training manual, we’ll create a family newsletter designed for print. Later, we’ll

show you how to design a newsletter for e-mail distribution, as well.

Select Publications for Print.

It also opens the Quick Designs preview gallery, which displays designs you can use for

your publication

The preview gallery displays designs for the category selected in the New from a design

list. Scroll through the list of design categories and select Newsletters. The Quick

158


Publications preview gallery displays thumbnails for newsletter designs. Scroll through

the gallery. When you find a design you like, click it.

For our family newsletter, we’ll use the Rhythm Newsletter. The first time you use the

design gallery, Publisher prompts you to enter personal information, which it can

automatically include in your publications:

Enter the information you’d like to use and click OK. You can always change the

information later.

The publication is displayed in the main window:

159


If you select an option and decide you don’t like it, use the Undo button on the

Standard toolbar to restore the previous selection.

To change the font scheme for the newsletter, click Font Schemes.

We’ll select Online, because it has the general look we want to use. You can always

change individual fonts later.

Once you’ve adjusted the design to your liking, you can complete your publication by

replacing the text and graphics Publisher has included. The remainder of this training

manual describes how to do this.

160


Types of publications

You can create two types of publications in Publisher: print and Web. Each publication

type includes a large number of sub-types, each with its own set of pre-built designs.

For example, print publications include designs for newsletters, flyers, brochures,

business cards, signs, resumes, and labels. Web publications include designs not only

for web sites but also for electronic newsletters and other event announcements that you

can distribute via e-mail.

Publisher uses a distinct editing mode for print and Web publications, with each

containing specialized options. Print mode includes options for commercial printing,

which aren’t available to Web mode, while Web mode ensures that the elements you

include in your publication are optimized for the Web. If you aren’t sure which mode

you’re in, you can find out by checking the Publisher title bar.

Creating a blank publication

If you want to create your own design from scratch, you can start with a blank

publication:

From the File menu, select New. In the New Publication task pane, select either Blank

Print Publication or Blank Web Page.

Saving a Microsoft Publisher publication

You should save your publication as soon as you’ve selected the design and adjusted the

design elements:

From the File menu, select Save As. The Save As dialog opens.

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Browse to the location where you want to save the publication. Enter a file name into the

File name field. Make sure Publisher Files (*.pub) is selected as the file type, then Click

Save.

As you work, you can quickly save your changes by clicking the Save button on the

Standard toolbar.

You can always retrieve a saved document and edit it again as long as you know the

location where you saved you document.

But try as much time as you can to practice how to make many different publications

like business cards, brochures, calendars, certificates and so on as much as you can in

order to be familiar in Microsoft office publisher.

bosco-uganda ict training handbook (ii): office applications

Technology

microsoft word document

new document

old document

basics of office documents

open office programs

word functions

word documentsgoals

microsoft office publisher