Learning unit1: PREPARE DOCUMENT LAYOUT

Learning Outcome1.1: Set up the document

a piece of written, printed, or electronic matter that provides information or evidence or that serves
as an official record

A document is a written, drawn, presented, or memorialized representation of thought, often the

manifestation of non-fictional, as well as fictional, content.

1.1.1 Paper size and layout

 Paper size

standards govern the size of sheets of paper used as writing paper, stationery, cards, and for some
printed documents.
The ISO 216 standard, which includes the commonly used A4 size, is the international standard for
paper size

Example of Paper Size

Standard International Paper Sizes and Measurements

Paper
Size Inches Millimeters Centimeters

33-1/8 x 46- 841 x 1188 84.1 x 118.8

A0
13/16 in mm cm

23-3/8 x 33- 594 x

A1 59.4 x 84.1 cm
1/8 in 841 mm

16-1/2 x 23- 420 x

A2 42.0 x 59.4 cm
3/8 in 594 mm

11-3/4 x 16- 297 x

A3 29.7 x 42.0 cm
1/2 in 420 mm

8-1/4 x 11-3/4 210 x

A4 21.0 x 29.7 cm
in 297 mm

A5 5-7/8 x 8-1/4 148 x 14.8 x 21.0 cm

 Paper
Size Inches Millimeters Centimeters

in 210 mm

4-1/8 x 5-7/8 105 x

A6 10.5 x 14.8 cm
in 148 mm

2-15/16 x 4-
A7 74 x 105 mm 7.4 x 10.5 cm
1/8 in

2-1/16 x 2-
A8 52 x 74 mm 5.2 x 7.4 cm
15/16 in

 Paper orientation

Page orientation is the way in which a rectangular page is oriented for normal viewing. The two most
common types of orientation are portrait (vertical) and landscape (horizontal).

What is the paper orientation for printing?

Paper orientation is the direction of rectangular paper for viewing and printing. Paper
can have either landscape or portrait orientation. Instrumental parts are most often
printed using portrait orientation, as this allows two or three pages to be spread out at a
time on most music stands

 Margins

Margins are the blank spaces that line the top, bottom, and left and right sides of a
document. They are important because they help make a document look neat and
professional. To change margins, click on the Margins button, found on the Page Layout tab
A margin is a space separating text or other elements from the edge of the paper
commonly adjusted through the page setup. ... Most programs allow for the top, bottom, left,
and right margins to be set. The standard margin settings are 1" top and bottom and 1.25" left
and right.

There are the 4 types of margin:

Answer: The distance between the written text and the edge of the paper is called
margin. There are four types of margins available in MS-Word. They are left, right, top
and bottom
Examples of Document Margin

By default, a new document's margins are set to Normal, which means it has a one-inch space
between the text and each edge.
The margin helps to define where a line of text begins and ends. When a page is justified
the text is spread out to be flush with the left and right margins. When two pages of content are
combined next to each other (known as a two-page spread), the space between the two pages
is known as the gutter.

 Columns

Columns are a group of cells aligned vertically, and they run from top to bottom.
Rows are a group of cells arranged horizontally to provide uniformity , and the
combination of columns and row is Table as Multiple cells
a table is a structure of vertical columns and horizontal rows with a cell at every intersection.
 1.1.2 Divide document into sections
 Section breaks

Section breaks are used to divide the document into sections.

For example, format a section as a single column for the introduction of a report, and then
format the next section as two columns for the report's body text.
The different kinds of section breaks include next page, continuous, even page, and odd
page breaks

Add a section break

1. Select where you want a new section to begin.
2. Go to Layout > Breaks.
3. Choose the type of section break you want: Next Page Section break starts the new
section on the following page. Continuous Section break starts the new section on the
same page.

Removing a Section Break

1. Open your document in Word.

2. Select the Home tab.
3. Click the Show/Hide button in the Paragraph section.
4. Select the section break you wish to delete.
5. Press the Delete key on your keyboard
In a word processor, like Microsoft Word, a segment break divides your document's sheets into
segments that can have a distinct arrangement or layout. Section breaks allow you to make
formatting variations inside each of these segments.

 Hyphenation

Hyphenation is what you do when you use a dash-like punctuation mark to join two words
into one or separate the syllables of a word. ... The process of using a hyphen, that short
dash in compound words like dog-friendly, fast-acting, and well-known, is what hyphenation is
all about.
Manual hyphenation: On the Layout tab, click the Hyphenation button and choose Manual on
the drop-down list. Word displays a box with some hyphenation choices in it, as shown here.
The cursor blinks on the spot where Word suggests putting a hyphen. Click Yes or No to accept
or reject Word's suggestion

1.1.3 Advanced formatting

 Font/color/effects

A font is a graphical representation of text that may include a different typeface, point size,
weight, color, or design. ... Software programs like Microsoft Word, Microsoft Excel, and
WordPad allow users to change the font used when typing text in the document or spreadsheet,
as do web designers

There are 4 main font types in MS Word

The most common font styles are Regular, Italic, Bold, and BoldItalic. This is not the
limit, however, and not every font will include these four. Indeed, the styles available for
a particular font are entirely up to the font designer. WordTips is your source for cost-
effective Microsoft Word training.

Example of Fonts that are Font color , Font style , Font size , …..

You can change the look of your text by changing its fill, changing its outline, or adding effects,
such as shadows, reflections, or glows. Note: You can also apply text effects to WordArt.

Font style and effect

 A style is a predefined combination of font style, color, and size of text that can be
applied to selected text. A theme is a set of formatting choices that can be applied to an
entire document and includes theme colors, fonts, and effects

You can change the look of a shape or text box by changing its fill or by adding effects
to it, such as shadows, glows, reflections, soft edges, bevels, and three-dimensional (3-
D) rotations. A fill is a color, pattern, texture, picture, or gradient applied to the interior of
a shape

 Border and shading

A border in Microsoft Word 2019 is a paragraph-level format. Yes, it's a line. People call it a
line. But as a paragraph format, a border is coupled to a paragraph on the top, bottom, left, or
right or some combination thereof. The line can be thick, thin, doubled, tripled, dashed, or
painted in a variety of colors.

How to Use the Borders and Shading Dialog Box in M.S Word
 Click the Home tab.
 In the Paragraph group, click the triangle by the Borders button to display the Borders
menu.
 Choose the Borders and Shading command. The Borders and Shading dialog box
appears, as shown here. The Borders and Shading dialog box.

Shading words or paragraphs gives them a background color

that updates when you switch to a different document theme. It's different from highlighting
text, which has a very limited choice of colors, and doesn't update when you switch to another
theme
  Format painter
Format Painter is used when you want to copy formatting from one item to another. For
example if you have written text in Word, and have it formatted using a specific font type, color,
and font size you could copy that formatting to another section of text by using the Format
Painter tool

 Indenting paragraph
an indentation is a blank space between a margin and the beginning of a line of text. The
beginning of this paragraph is indented. Standard paragraph indentation is about five spaces or
one-quarter to one-half of an inch, depending on which style guide you follow

 Spacing paragraph

Just as you can format spacing between lines in your document, you can
adjust spacing before and after paragraphs. This is useful for separating
paragraphs, headings, and subheadings
 Line spacing
Line spacing is the space between each line in a paragraph. Word allows you to customize
the line spacing to be single spaced (one line high), double spaced (two lines high), or any other
amount you want.The default spacing in Word is 1.08 lines, which is slightly
larger than single spaced.
 Learning Outcome 1.2: Work with pictures
1.2.1 Insert a picture

How to Insert and Crop Pictures in Word

1. Click in your document where you want to insert your picture.
2. Click the Insert tab.
3. Click Pictures button.
4. Navigate to the picture you want to insert and select it.
5. Click Insert button
 Compress a picture
Our Image Compressor uses a smart combination of compression algorithms and best optimization to
compress the size of your images while keeping the same level of quality. Upload up to 20 Images (.jpg
or .jpeg) at a time to compress and Wait for the compression to finish the job

 Position of picture

1.Select a picture.
2.Select the Layout Options icon.
3.Choose the layout options you want: To bring your picture in front of the text and set it
so it stays at a certain spot on the page, select In Front of Text (under With Text
Wrapping), and then select Fix position on page

 Increase the Contrast

Adjust the contrast of a picture
1. Click the picture that you want to change the contrast for.
2. Under Picture Tools, on the Format tab, in the Adjust group, click Contrast.
3. Click the contrast percentage that you want

 Use a Transparent Overlay

A transparent overlay is a layer of hue used to creatively change the color of an image
  Drop Shadow

Add a drop shadow to text

Select the WordArt text you want to add a shadow to. ... On the Drawing Tools
Format tab, click Text Effects > Shadow and then pick the shadow you want.
When you rest your pointer on one of the shadow effects, it appears as a
preview on the text
Quick tips for adding borders and shadows to pictures in Word
1. Right-click the picture and select Borders and Shading.
2. On the Borders tab, select the Box setting. ...
3. Click the Drawing button in the Standard toolbar.
4. Click the Shadow Style button in the Drawing toolbar

1.2.2 Picture styles

 Picture border

To add a border to a picture:

1. Select the picture you want to add a border to, then click the Format tab.
2. Click the Picture Border command. A drop-down menu will appear.
3. From here, you can select a color, weight (thickness), and whether the line is dashed.
4. The border will appear around the image.
 Picture effects

1.Click the picture, and then click the Format Picture tab.
2.Click Picture Effects, point to a type of effect, and then click the effect that you want.
3.To fine-tune the effect, click Options at the bottom of any effect menu

 Picture layout
1.Select a picture.
2.Select the Layout Options icon.
 3. Choose the layout options you want: To bring your picture in front of the text and set
it so it stays at a certain spot on the page, select in Front of Text (under with text
wrapping) and then select Fix position on page

1.2.3 Overlaying text on an image for readability

 Wrap text around a picture

1. Select the picture or object.

2. Select Format and then under Arrange, select Wrap Text.
3. Choose the wrapping option that you want to apply

Learning Outcome 1.3: Create references within the document

1.3.1 Pagination

 Page Number
Select Insert > Page Number, and then choose the location and style you want. If you don't
want a page number to appear on the first page, select Different First Page. If you want
numbering to start with 1 on the second page, go to Page Number > Format Page Numbers,
and set Start at to 0
 Header
A header is a separate bit of text at the top of a printed page. A header might be the title of
the novel you're reading, which is repeated on each page of the book. ... In any case, a header
is set apart from the main text of a document and is sometimes printed in a larger or bolder font.
 Footer
In general, a footer is an area at the bottom of a document page containing data common
to other pages. The information in footers may include page numbers, creation dates,
copyrights, or references that appears on a single page, or on all pages
 1.3.2 Footnotes
 Insert footnotes /endnotes
Use footnotes and endnotes to explain, comment on, or provide references to something in
a document. Usually, footnotes appear at the bottom of the page, while endnotes come at the
end of the document or section
Footnotes and endnotes are both ways of adding extra bits of information to your writing
outside of the main text. Think of them like verbal asides, only in writing. You can use
footnotes and endnotes to add side comments to your work or to cite other publications like
books, articles, or websites

 Set format

Style sets allow you to format all elements in your document at once instead of modifying
each element separately. From the Design tab, click the More drop-down arrow in the
Document Formatting group. Choose the desired style set from the drop-down menu. The
selected style set will be applied to your entire document

1.3.3 Citations and Bibliography

 Insert citation
Add citations to your document

1. Click at the end of the sentence or phrase that you want to cite, and then on the
References tab, in the Citations & Bibliography group, click Insert Citations.
2. From the list of citations under Insert Citation, select the citation you want to use
  Manage sources
Source Manager in Microsoft Word helps if you have a lot of sources, or for some other reason
you need to manage the sources of the document. This tool simplifies you work with citations
Use the Source Manager to add a source
1. On the Document Elements tab, under References, click Manage.
2. At the bottom of the Citations tool, click. ...
3. Click New.
4. On the Type of Source pop-up menu, select a source type.
5. Complete as many of the fields as you want. ...
6. When you are finished, click OK

 Bibliography/citation styles
In your Word document, click on the References tab in the Ribbon. In the Citations &
Bibliography group, click the arrow next to Style. Click the style that you want to use for the
citation and source. Click at the end of the sentence or phrase that you want to cite

 Insert bibliography
Bibliography, as a discipline, is traditionally the academic study of books as physical, cultural
objects; in this sense

How to add a bibliography in Microsoft Word

1. Click where you want to insert the bibliography—usually at the end of the document.
2. Click the Reference tab. Then, click Bibliography in the Citations & Bibliography group.
3. From the resulting dropdown list, choose a bibliography

1.3.4 Table of contents

 Insert hyperlink
Select the text or picture that you want to display as a hyperlink. Press Ctrl+K. You can also
right-click the text or picture and click Link on the shortcut menu. In the Insert Hyperlink box,
type or paste your link in the Address box

 Create the table of contents

Create the table of contents

1. Click where you want to insert the table of contents – usually near the beginning of a
document.
2. Click References > Table of Contents and then choose an Automatic Table of Contents
style from the list.

 Customize table of contents

1. Go to References > Table of Contents > Custom Table of Contents.
2. Select Modify. ...
3. In the Styles list, click the level that you want to change and then click Modify.
4. In the Modify Style pane, make your changes.
5. Select OK to save changes

 Update an existing table of contents

1. Locate and click the table of contents in the document.
2. Right-click the table of contents and select Update Field in the pop-up menu.
3. In the Update Table of Contents window, select the Update entire table option and click
the. Button
  How to Delete a Table of Contents in Microsoft Word
1. Click on the References tab and from the Table of Contents group, click Table of
Contents .
2. Select Remove Table of Contents from the drop-down menu by clicking on it.
LEARNING UNIT2: APPLY BASIC COMPUTER OPERATIONS

2.1 Appropriate Conversion, Export and Import of files

Variety of different file formats:
File Formats In a computer, a file format is the layout of a file in terms of how the data within
the file is organized.
File extension in computing, It is a string of characters attached to a filename, usually preceded
by a full stop and indicating the format of the file.

1.Below is the most common file extensions used with text files and documents.

a) .doc and .docx - Microsoft Word file.

b) .xls- Microsoft Excel file.
c) .ppt- Microsoft power point file.
d) .odt - OpenOffice Writer document file.
e) .pdf - PDF file.
f) .rtf - Rich Text Format.
g) .tex - A LaTeX document file.
h) .txt - Plain text file.
i) .wks and .wps- Microsoft Works file.
j) .wpd - WordPerfect document.
2.Types of Image Files

 .JPEG (or JPG) - Joint Photographic Experts Group.

 .PNG - Portable Network Graphics.
 .GIF - Graphics Interchange Format.
 .TIFF - Tagged Image File.
 .PSD - Photoshop Document.
 .PDF - Portable Document Format.
 .EPS - Encapsulated Postscript.
 .AI - Adobe Illustrator Document.
 3. List of Audio File Formats

 WAV - Waveform Audio File Format (WAVE, or more commonly known as WAV due to its
filename extension; pronounced "wave" or /ˈwæv/ WAV) (rarely, Audio for Windows) is a
Microsoft and IBM audio file format standard for storing an audio bit stream on PCs.
 MP3 - the MPEG Layer-3 format is the most popular format for downloading and storing
music. ...
 OGG (Online Gamer Guilder)is a free, open source container format supporting a variety of
codecs, the most popular of which is the audio codec Vorbis.

Video Encoding Formats

 MP4(Media Player version 4) (mp4, m4a, m4v, f4v, f4a, m4b, m4r, f4b, mov)
 3GP (3gp, 3gp2, 3g2, 3gpp, 3gpp2)
 OGG (ogg, oga, ogv, ogx)
 WMV (wmv, wma, asf*)Windows Media Video is a series of video codecs and their
corresponding video coding formats developed by Microsoft. It is part of the Windows Media
framework
 WEBM (webm)is an audiovisual media file format. It is primarily intended to offer a royalty-
free alternative to use in the HTML5 video and the HTML5 audio elements.
 FLV (flv) is a file format used by Adobe Flash Player and Adobe AIR to store and deliver
synchronized audio and video streams over the Internet.
 AVIAudio Video Interleave (also Audio Video Interleaved), is a multimedia
container format introduced by Microsoft in November 1992 as part of its Video for Windows
software. AVI files can contain both audio and video data in a file container that allows
synchronous audio-with-video playback.
 Typical Extension
 Data Import techniques
 Data Export techniques
 Compress a file
File compression is a data compression method in which the logical size of a fileis reduced
to save disk space for easier and faster transmission over a network or the Internet. It enables
the creation of a version of one or more files with the same data at a size substantially smaller
than the original file.
Common compressed file extensions are .ZIP, .RAR, .ARJ, .TAR.GZ, and .TGZ.

Zip and unzip files

1. Locate the file or folder that you want to zip.

2. Press and hold (or right-click) the file or folder, select (or point to) Send to, and then
select Compressed (zipped) folder. A new zipped folder with the same name is created in the
same location

 File Conversion
File conversion is the process of converting a file into another type.
Most of Microsoft word like office 2016 has an option of converting word files into PDF
documents. To perform this, go to File> click on Save as >choose the location of file> on the
save as type option select pdf> click ok
NB: to convert video files into audio files we often use an application known as Format
factory
Format factory is a freeware and fully-featured media converter which can convert between
a slew of different audio and video formats with a specialty on converting between formats
for mobile devices. Format Factory can also take two separate audio files produced by your
phone and join them into one file.
2.2 Appropriate use of storage media
 Different types of storage (off-line/On-line storage)
Online data storage refers to the practice of storing electronic data with a third party service
accessed via the Internet. It is an alternative to traditional local storage (such as disk or tape
drives) and portable storage (such as optical media or flash drives).

Advantages of Online Storage

One of the biggest benefits of online storage is the ability to access data from anywhere. online
data storage also provides the ability to share files among different users. This is particularly
helpful for business users, although it's also popular with consumers who want to share photos,
videos and similar materials with their friends and family.

Disadvantages of Online Storage

 Some people worry about the security of cloud storage services, and some vendors have
experienced significant outages from time to time, leading to concerns about reliability.

Near line storage

 Near-line storage is a type of storage medium that is external to a computer and provides
quick and scalable access to storage devices/capacity within an IT environment.

 This term refers to any storage architecture, infrastructure or technology that resides
between online and offline storage sources.

 Near-line storage is used by corporations, including data warehouses, as an inexpensive,

scalable way to store large volumes of data.

 Near-line storage devices include DAT and DLTtapes (sequential access), optical storage
such as CD-ROM, DVD and Blu-ray, Magneto-Optical which utilize magnetic heads
with an optical reader, and standard also slower P-ATA and SATA hard disk drives.

Offline storage

 Offline storage refers to any storage medium that must be physically inserted into a
system every time a user’s wants to access or edit data.
 Offline storage can be any type of internal or external storage that can easily be
 Offline storage is any storage that is not currently online, live or connected to the
computer. The data stored in offline storage remains permanently in the storage device
even if it’s disconnected or unplugged from the computer after the data has been stored.
Offline storage is generally portable in nature and can be used on different computer
systems. Common examples of offline storage include floppy disks, compact disks and
USB sticks.

 External/Removable Hard Drive

An external hard drive is a portable storage device that can be attached to a computer
through a USB or FireWire connection, or wirelessly. External hard drives typically have
high storage capacities and are often used to back up computers or serve as a network drive.
Advantages of External Drives for Backup. The main advantages of external storage drives
are relatively low cost and convenience of setup.
 Solid State Drive (SSD)
Stands for "Solid State Drive." An SSD is a type of mass storage device similar to a hard disk
drive (HDD). It supports reading and writing data and maintains stored data in a permanent
state even without power. Internal SSDs connect to a computer like a hard drive, using
standard IDE or SATA connections.
While SSDs serve the same function as hard drives, their internal components are much
different. Unlike hard drives, SSDs do not have any moving parts (which is why they are
called solid state drives). Instead of storing data on magnetic platters, SSDs store data
using flash memory. Since SSDs have no moving parts, they don't have to "spin up" while in
a sleep state and they don't need to move a drive head to different parts of the drive to access
data. Therefore, SSDs can access data faster than HDDs.
SSDs have several other advantages over hard drives as well. For example, the read
performance of a hard drive declines when data gets fragmented, or split up into multiple
locations on the disk. The read performance of an SSD does not diminish based on where
data is stored on the drive. Therefore defragmenting an SSD is not necessary. Since SSDs do
not store data magnetically, they are not susceptible to data loss due to strong magnetic fields
in close proximity to the drive. Additionally, since SSDs have no moving parts, there is far
less chance of a mechanical breakdown. SSDs are also lighter, quieter, and use less power
than hard drives. This is why SSDs have become a popular choice for laptop computers.

While SSDs have many advantages over HDDs, they also have some drawbacks (they use
less moving parts which makes them less likely to experience damage from vibrations, drops,
accidents, and other wear and tear. Less moving parts also means that SSDs are much faster,
offering instant-load performance. Their lightweight components make them easier to carry).
Since the SSD technology is much newer than traditional hard drive technology, the price of
SSDs is substantially higher.

 Network Attached Storage (NAS) is devices store and share data for multiple
computers, that can be accessed remotely.

NAS is specialized for serving files either by its hardware, software, or configuration.

 USB Thumb Drive or Flash Drive.

A USB flash drive is a device used for data storage that includes a flash memory and an
integrated Universal Serial Bus (USB) interface. Most USB flash drives are removable and
rewritable. Physically, they are small, durable and reliable. ..A USB flash drive may also be
known as a flash drive or USB drive. USB can support up 127 peripherals can be connected
to a single USB host controller. USB device has a maximum speed up to 480 Mbps (for USB
2.0). Length of individual USB cable can reach up to 5 meters without a hub and 40 meter
with hub.

The two features of USB

USB can help the user to transfer data from portable devices like Laptops, smart
phone.
Some devices are powered on through the USB
 Optical Drive (CD/ DVD discs)
 There are three main types of optical media: CD,DVD, and Blu-ray disc. CDs can store
up to 700 megabytes (MB) of data and DVDs can store up 4.7 GB to 8.4 GB of data. Blu-
ray discs, which are the newest type of optical media, can store up to 50 GB of data.
 Cloud Storage.
Cloud storage is a service model in which data is maintained, managed, backed up remotely
and made available to users over a network (typically the Internet).
examples of Cloud Storage
are Google Docs, Xdrive, MediaMax and Strongspace. Perhaps most private computer users
are familiar with backup services in theCloud. Mozy.com and carbonite.com are
good examples of this technology.
 Storage capacity
Storage capacity refers to how much disk space one or more storage devices provides. It
measures how much data a computer system may contain. For an example, a computer with a
500GB hard drive has a storage capacity of 500 gigabytes. A network server with four 1TB
drives, has a storage capacity of 4 terabytes.
 Description of units of data
 Memory unit is the amount of data that can be stored in the storage unit. This storage
capacity is expressed in terms of Bytes.The computer memory units start from bit.
A bit (short for binary digit) is the smallest unit of data or information in a computer.
A bit has a single binary value, either 0 or 1)

NB: Byte is the fundamental unit to measure data.

Memory refers to anything that has ability of storing data.

Computer memory is any physical device capable of storing information temporarily

like RAM (Random Access Memory), or permanently, like ROM (Read-Only Memory).

 Computer - Memory Units.

No Unit & Description

1 Byte(1Byte)= 8Bits
2 Kilobyte (KB) 1 KB = 1024 Bytes
3 Megabyte (MB) 1 MB = 1024 KB
4 GigaByte (GB) 1 GB = 1024 MB
5 TeraByte (TB) 1 TB = 1024 GB
6 PetaByte (PB) 1 PB = 1024 TB
7 Exabyte
8 zettabyte
9 Yottabyte

 Disk formatting
Disk formatting is the process of preparing a data storage device such as a hard disk
drive(HHD), solid-state drive(SSD), floppy disk or USB flash drive for initial use.
 Partitioning: it is the process that enables users to divide a physical disk into logical
sections. For example, allowing multiple operating systems to run on the same device.
Partitioning a disk can make it easier to organize files, such as video and photo libraries,
especially if you have a large hard drive.

As the system is new, it is wise to create partitions on the hard disk. You can create 3 partitions
such as for example: Local Disk C: Disk (for software) and Disk E (for files storage i.e. music,
films, documents,…).
  Erase data: this is the way of removing (something written, for example) by rubbing,
wiping, or scraping data from a magnetic tape or other storage medium. It is simply to
delete (data) from a computer's memory.
Data erasure is a software-based method of overwriting the data that aims to completely
destroy all electronic data residing on a hard disk drive or other digital media by using zeros
and ones to overwrite data onto all sectors of the device.
2.3 Appropriate application of Printer settings
Printer is an electronic device that produces hardcopies from electronic files.
Why printer is called hardcopy output?
Hardcopy is a printed copy of information from a computer. Sometimes it refers to as a printout,
so it called hardcopy because it exists as a physical object. Hardcopy is tangible output that
usually printed.
Page setup
What is page setup?
Those parameters can include everything from the size, margins, page orientation, to quality of
print. it's a menu that allows users to customize the layout of a page. The page setup dialog box
is usually available from the File drop-down menu

Print preview It allows a user to see what a document will look like if printed.
Steps: Go on office button>print> print preview

 Print dialog box

 The Print dialog box lets the user select options for a particular print job. Forexample, the user
can specify the printer to use, the range of pages to print, and the number of copies. In
computing, a print job is a file or set of files that has been submitted to be printed.
 Selecting printer name
1.Start -> Printers and Faxes, or Start -> Control Panel -> Printers and Faxes.
2.Right-click the printer name, and left-click Properties.
3.Click the Ports tab, and widen the first column which displays IP address of the printers.

Factors to consider when purchasing a printer

Here are 5 things to consider when purchasing a printer.

1. Image Quality-Depending on your target market, your image quality requirements may differ.
2. Size &Speed-The size of the printer will depend on what image sizes you wish to offer.
3. Media Handling- Make a list of everything you currently print on.
4. Ease of Use: Having a printer that is easy to use means less frustration and troubleshooting.
5. Spport- Before buying a printer, find out what’s supported
 Is phone/email support included?
 Does the technical support staff respond quickly?
 Do you have access to an expert or experienced users?
 Are parts end-user replaceable? Do parts require a service technician to replace?
 Is there access to tutorial videos and instructional documents?
 If there are any known issues, are there working solutions or workarounds?
 If my printer completely goes down, how long before I’m back up and running?

A few more things to consider

Price
Ink usage
Ink cost
Maintenance/Cleaning
Warranty
RIP compatibility
Printer longevity
Resale value

 Printer options: represent the states that can be assigned to printer features.
 Printing one or more copies: Print multiple copies of a document. If you don't choose a
certain number of copies to print, Word automatically prints one copy. But you can
 change that to almost any number you'd like, as long as it's not more than
32,767copies at one time.

 Printing in black/white or color

Black and white is one color. Though it sounds like two colors, black and white
printing refers to printing in black ink on white paper. Another term for this is one color
printing.
 Print page ranges
Open the print dialog by pressing Ctrl+P, In the General tab, choose Pages from
the Range section. Type the numbers of the pages you want to print in the text box, separated
by commas. Use a dash to denote a range of pages.

2.4 Appropriate connect computer

Network

A network is a set of devices connected by physical media links. In other words, is a term refers
to an interconnection of two or more entities like computers, devices and people.

A network is a collection of computers, servers, mainframes, network devices, peripherals, or

other devices connected to one another to allow the sharing of data. An example of a network is
the Internet, which connects millions of people all over the world
Computer network: is a group of two or more computers connected together for the purpose of
sharing resources (files and printers)
Common types of area networks based on size
 Personal area network, or PAN: is a computer network for interconnecting devices
centered on an individual person's workspace. A PAN provides data transmission among
devices such as computers, smartphones, tablets and personal digital assistants.
 Local area network, or LAN

LAN is usually a small network constrained to a small geographic area such as home, school,
computer laboratory, office building, or closely positioned group of buildings. All nodes are
under the same administration.

Metropolitan area network, or MAN : is a computer network that

interconnects users with computer resources in a geographic area or region
larger than that covered by even a large local area network (LAN) .MAN is used for medium
size area. Examples for a city and its surrounding or a state.

 Wide area network, or WAN: this is usually a larger network that covers a large
geographic area. It connects countries, continent even the whole world.
 Wireless Local Area Network or WLAN:is the wireless equivalent of the LAN and
WAN. Using a communications channel that combines many types of media such as
telephone lines, cables, and air waves.
  Storage-Area Network (SAN) : Is a computer Network which provides access to
consolidated , block level data storage . SANs are primarily used to access storage
devices such as Disk arrays and Tape libraries from sever so that the devices appear to
the operating system as direct attached storage
Some of basic hardware components of LAN's are:
 Networking Interface Card (NICs): Is a computer hardware component that connects a
computer to computer network. Early Network Interface Cards were commonly implemented on
expansion cards that plugged into a computer bus.
 Server: It is the computer that serves information to other computer. these computer computers
are called Clients, can connect to a server through either LAN or WAN such as Internet. A
Server is a vital piece of your IT infrastructure.
 Station: is High performance computer system that is basically designed for a single user and
has advanced graphics capabilities, large storage capacity and a powerful microprocessor(CPU)
 HUB: is components of network that connects device together, a hub also can acts as a repeater
in that it amplifies signals that deteriorate after travelling long distances over connecting cables.

 Switch: It is multiport device that improves network efficiency. It maintains limited routing
information about nodes in the internal network and it allows connections to systems like hub
and router.

 Router: It helps to transmit packets to their destinations by charting a path through the sea of
interconnected networking device using different network topologies. Routers are intelligent
devices and they store information about the networks they are connected to.

 Access point: An AP is technically involve either a wired or wireless connection , it commonly

means a wireless device
Power Supply: is an electrical device that supplies electric power to an electrical load . the
primary function of a power supply is to covert Electric current from a source to the correct
voltage , current and Frequency
An Internet Protocol address (IP address) is a numerical label assigned to each device connected
to a computer network that uses the Internet Protocol for communication. An IP address serves
two main functions: host or network interface identification and location addressing
An internet protocol (IP) address allows computers to send and receive information. There are
four types of IP addresses: public, private, static, and dynamic. An IP address allows
information to be sent and received by the correct parties, which means they can also be used
to track down a user's physical location

Find your IP address

1. On the taskbar, select Wi-Fi network > the Wi-Fi network you're connected to > Properties.
2. Under Properties, look for your IP address listed next to IPv4 address
What are two types of IP addresses?

There are two types of IP addresses – public and private. Public IPs are used by routers and by
computers connected directly to DSL modems without a router. Private IP addresses are
special IP addresses that are known only to a router and its home network

What are the five classes of IP?

With an IPv4 IP address, there are five classes of available IP ranges: Class A, Class B, Class
C, Class D and Class E, while only A, B, and C are commonly used. Each class allows for a
range of valid IP addresses, shown in the following table. Supports 16 million hosts on each of
127 networks

IP address classes

Class Address range

Class A 1.0.0.1 to 126.255.255.254

Class B 128.1.0.1 to 191.255.255.254

Class C 192.0.1.1 to 223.255.254.254

Class D 224.0.0.0 to 239.255.255.255

Types of networks
✓ Based on transmission media: Wired (UTP, coaxial cables, fiber-optic cables)
and Wireless
✓ Based on network size: LAN , MAN and WAN
✓ Based on management method: Peer-to-peer and Client/Server
 A peer-to-peer (P2P) network is created when two or more PCs are
connected and share resources without going through a separate server
computer.

 Client/server network. A computer network in which one centralized,

powerful computer (called the server) is a hub to which many less powerful
personal computers or workstations (called clients) are connected.
  Common types of area networks based on main purpose
Storage area network, or SAN

Itis a dedicated, high-speed network that provides access to block-level storage.

how is a SAN different than NAS and how does how it segregate storage traffic?

SAN provides a pool of storage resources that can be centrally managed and allocated as needed.
A SAN typically uses Fiber Channel connectivity, while NAS typically ties into to the network
through a standard Ethernet connection. A SAN stores data at the block level,
while NAS accesses data as files
 Enterprise private network, or EPN
It is a computer network built by an enterprise to interconnect the sites of the company (such as
head and remote offices, shops, production sites, etc.) on purpose to share the computer
resources.
 Virtual private network, or VPN
It is a term used to describe a digital network within another physical computer network. VPNs
are used to allow individuals access to protected information stored on a private network by
connecting to that network using a public network.
 Connect to the internet

 Fixed internet
Fixed internet is a group of computers, printers, phones, and other equipment that
are connected by wires, rather thanby radio signals.Having fixed network points also
means that cables will have to be removed whenever the office layout changes.

 Mobile internet
Mobile internet in computing this network transports data, voice, and video over a network via
a mobile device. It is accessed by means of a smartphone, laptop or other mobile device.
LEARNING UNIT 3: MANAGE DATA

3.1 Proper management of data types

 Description of data types
Definition of data type: In computer science and computer programming, a data type or simply
data type is an attribute of data which tells the compiler or interpreter how the programmer
intends to use the data.
 Data type (Byte, integer, long, single, double, currency, decimal, string, Boolean, date,
object, variant)
TYPE DESCRIPTION STORAGE RANGE OF
VALUES
Byte The byte is a unit of digital 1 byte 0 to 255
information that most commonly
consists of eight bits, representing a
binary number.
Integer The most natural size of integer for 4 bytes -2,147,483,648
the machine. through 2,147,483,647
(signed)
Long Long is a data type used in 4bytes 2,147,483,648 to
programming languages, such as 2,147,483,647
Java, C++, and C#.
Single Single precision floating-point. Will 4 bytes -3.402823E+38 to -
1.401298E-45 for
handle most decimals
negative values
1.401298E-45 to
3.402823E+38 for
positive values
).
Double For decimal values, this data type is 8 bytes +/- 1.7e +/- 308 (~15
generally the default choice. digits)
 Double precision floating-point.
Will handle most decimals
Currency Use for currency. Holds up to 15
digits of whole dollars, plus
4 decimal places. Tip: You can
choose which country's currency to
use
Decimal
String
Boolean value that is either True, or False 0 or 1
Date
Object Holds addresses that refer to objects.
You can assign any
reference type (string, array, class,
or interface) to an Object variable.
Variant it means the value can hold any data: 16 bytes -22
strings, numbers, references to bytes
objects and so on.

 Length
 Description
 Techniques of entering data types in cells and their default formats
 Labels to describe pieces of information
 Values (Raw numbers or dates)
 Formulas to perform calculations
3.2 Proper application of data validation
Create validation rules (Entries allowed in the cell, prompt message and Warning alerts)
 Search/Find. Replace
MSW Find & replace. MSW Find &replace. To locate a word or phrase in a Word document, use
Edit/Find. Enter the word or phrase into the Find what: field and select Find Next. To replace a
word or phrase, select the Replace tab and enter the text to be found and the text to be replaced
 Find and replace text
1. On the Home tab, choose Replace. Or, press Ctrl+H.
2. In the Find what box, enter the word or phrase you want to locate.
3. In the Replace with box, enter your new text.
4. Select Find Next until you come to the instance you want to update.
5. Choose Replace.

 Deleting a range of text

 In ms word select the content you want to delete, and press Delete on your keyboard.
 In ms excel Select range with cells you want to remove unwanted text, and then click
Data > Text to Columns.
 The undo command
The Undo command is activated by pressing the Ctrl+Z or Alt+Backspace key bindings.
The common command for Redo on Microsoft Windows systems is Ctrl+Y
 Spelling and grammar
A useful feature when checking spelling and grammar is Word's AutoCorrect feature.
When Word indicates a word in a document may be misspelled or incorrect, with a squiggle
under it, you can right-click the word to see suggestions. If a suggestion is correct, simply
select it to replace the word

 Synonyms -a statement of the exact meaning of a word

Find a synonym for a word in your document

1. Select the word in your document that you want to find a synonym for.
2. Control + click the word, and click Synonyms to open a short list.
3. If you see a word you like in the list, click it to replace the original word.

3.3 Adequate application of Logical functions

  Logical function overview (AND, OR, XOR and NOT)
 Between condition (IF function)

3.4 Adequate performance of data analysis, duplication removal and Conditional

formatting
 Create different types of charts
 Table style and application of conditional formatting
 Duplication removal

3.5 Appropriate application of data protection

Data protection principles

Fair and lawful
Purposes
Adequacy
AccuracY6-y
Retention
Rights
Security