ICT

Key Unit Competence

Generate a table of contents and use one document to have multiple copies for different recipients.

2.1 Table of Contents (TOC)

A table of Contents is a piece of information used by readers to quickly find or locate what they are looking for in a book, magazine or any piece of literature.

Activity 2.1

Creating Table of Contents

Follow the following steps carefully to create a table of Contents:

Step 1: start Ms Word and then create a new document in which you need to add table of Contents. You will save the document asb

now use Microsoft Word and type the following text as it appears; then you will use it to create table of Contents and Lists of tables and figures in activity 2.2 and 2.3.

Information and Communication Technology Syllabus

ICT syllabus in secondary schools contains a number of items of study. one of the interesting items in the syllabus is about software. When a teacher plans to have an ICT lesson from the Computer Laboratory, all learners smile (like a smiley face shown on the right) because they are going to use computers practically. there is some information about software as shown above:

Computer Software

Definition of computer software

Computer software is defined as a series of instructions that tell the computer hardware how to process data. Computer software is sometimes called computer program. It is divided into two main categories;

             .system software

            .Application software.

About three quarters of what learners study is application software. As shown in the figure above.

System software

these are computer programs that control the operation of a computer and its hardware devices. system software act as an interface between the user, application software and computer hardware. Modern computers are complex machines having many running parts all of which need system software to keep running. systems software also provide general functionality for other programs to use, tools to speed up the computer, tools to develop new software and programs to keep the user safe from attacks.

System software is divided into:

        .Operating system: For example, Windows 8, Windows 10, Linux and many others.

       .Utility programs: For example, Antivirus, Disk defragmenter and others.

       .Translator software: For example, Assembler, Interpreters and compilers.

       .Programming languages: For example, machine code, Assembly and Java.

  The table below summarizes system software

Application software

these are programs that help end-users to accomplish specific tasks using a computer. these programs define what a computer can be used for. Most application programs are available as packaged software that can be bought and installed on your computer. the common categories of application software include:

Word processing software

Word processing software is the key to learning other application programs. on the above is a 7-point star for Microsoft word.

Spreadsheets software

Management of figures is best learnt from lower level with spreadsheets software. this knowledge is important in business calculations. We give Microsoft excel a six-point star as shown on the above.

Presentation software

It is important that learners can convey information to particular audience in an organized way using a computer program. We can now give Microsoft PowerPoint a 5-point star.

other applications are equally good and learning the first three (above) gives a learner a good foundation for understanding other professional applications as given faster.

• Graphics and Multimedia software.
• Computer Aided Design (CAD) software.
• Database Management systems.
• Desktop Publishing.
• Project Management.
• Geographic Information systems.
• education software.
• entertainment software and many others.

The table below summarizes Application software

Step 2:Apply Heading styles to the text that you want to include on the table of Contents (Ms Word will use these styles to build the TOC automatically).

Note: the objects you see in text were wrapped. to wrap them and appear like that, you have to do the following:

• Click shape (the drawing tools automatically display under Format tab).
• Click Wrap text in the Arrange group on the Format tab.
• In the Wrap text menu, select tight (you can also test other options to see how they work).
• Move the picture or shape to the right until all the text appears on the left of the shape.
• Release the mouse button. Justify your paragraph or block of text in case of need by clicking Justify button in paragraph on Home tab.

• Definition of computer software
• system software
• Application software

• operating system
• Utility programs
• translator software
• Programming languages
• Word processing software
• spreadsheets software
• Presentation software
  

 

• Input Hardware
• output hardware
• Processing hardware
• storage hardware

2.2 List of tables and list of figures

List of tables and figures is used to keep information organized and provide easy access to a specific element needed in the document, for example a table or particular figure such as a drawing or photo, etc.

Creating a list of tables and list of figures

Activity 2.3

open My TOC document. Just below the table of Contents:

a) Create a list of tables in the document.

b) Create a list of figures in the document.

c) save the document as List of Figures.

Follow the procedure below to generate a list of tables (table of Figures);

a) Creating a List of Tables

Step 1: Add Captions to every table in the document using procedure given below:

• First select a table on to which you need a caption.
  
• Click “Insert Caption” command on References tab. (see picture 2.7 below).
• edit table caption and click OK. (see picture 2.8).

Repeat the procedure for all the tables in the document

Repeat step 1 for all other tables in the document.Use the following text for table 1 and 2 as table captions:

Table 1: summary of system software

Table 2: summary table for application software

Step 2:Click where you want to insert the table of Figures.

Step 3: on References tab in the Captions group, click on Insert Table of Figures to build the table.

Step 4: In the table of figures dialog box (as displayed in picture 2.9), select the caption label as “table” and click OK.

The resulting list of tables is shown in picture 2.10.

The resulting list of tables appears as shown below.

Optional steps you may take before clicking OK

Step 5:Adjust table’s formatting such as setting whether to show page numbers or changing the style of tab leader. You can use a preset style from “Formats” drop down menu. In case you want to customize the style, leave it set to “From template”.

Step 6:Click “Modify” and click again “Modify” in the style dialog box to customize the style of the table. You can change the table’s font, size and other settings in the two dialog boxes. then click OK.

Step 7:Click “Options” in the table of Figures dialog box. Check ‘Style’ and select style used for your figure labels to build table based on text style rather than data taken on insert caption. If you used insert caption you can skip this step.

Using the modify style dialog box, if font size is 12, bold and underline styles are used on our list of tables, and a table leader is also changed, the list of tables will appear as shown below.

b) Creating a List of Figures

Step 1:Repeat steps 1 in (a) above (creating a List of tables). In this case add captions for all the figures. see procedure in the picture below (picture 2.14).

Step 2:Repeat step 2 of part (a) i.e. (step 2 in creating a List of tables).

Step 3:Repeat step 3, however in the table of Figures dialog box, select Figure.

Step 4:Click OK.

The resulting table of figures may appear as shown in picture 2.15.

2.3 Mail merge

A mail merge is the process that produces personalized letters by combining a database of names and addresses with a formal letter created in a word processor.

Activity 2.4

a) Create the letter below in Microsoft Word, that will invite parents to their meeting at GS Bumbogo school. save the letter as “Parents Meeting”. Follow other instructions after this letter.

b) Use mail merge feature to generate letters for the following parents in the table below.

Creating a mail merge document

Step 1: Create a letter which you will send to various persons; similar to the one shown on screen in picture 2.16, save it as ‘parents meeting’.

Step 2: on the Mailings tab, click the Start Mail Merge button and then select Letters in the menu.

Step 3: Click on the Select Recipients button which is next and in the list that appears select Type a New List.the new Address List box appears.

Step 4: In the new Address List, click Customize Columns.the Customize Address List appears to enable you customize the fields. (see picture 2.18).

Note: You do not need all the fields that come with the program, so you can customize them by clicking on the Customize Columns as shown in picture 2.18.

Referring to the data in table 2.1, the customized fields could appear as shown in picture 2.19:

Step 5: After customizing your fields, click OK. then start entering in your data i.e. Recipients list.

Step 6: Click OK after entering Recipients list. You will be prompted to save the file (the Data source).

Step 7: the Save Address List dialog box will display to enable you save the data file. type in the file name as “parents” and select suitable location, then click save button.

Step 8: Click on Edit Recipients list on the Mailings tab, in case you want to edit some Recipients (or you can ignore this step). see picture 2.21.

Step 9: a) Click a location in the main document (Letter) where you want to insert the first merge field.

b) Click on the Insert Merge Field button, a drop down list of fields used will appear, click on the appropriate field to be inserted in the cursor position.

c) Repeat the above step until all fields in the data file are inserted in the document (Letter) in appropriate positions.

d) Preview results using the Preview Results group buttons.

Step 10: see picture 2.21:a) Click on Finish & Merge button in the Finish group; select Send Email Messages—to send merged documents as emails; or select Print Documents—to send merged documents directly to the printer to be printed or select ‘Edit individual documents’ to edit and print copies after merging them.

b) now select Edit individual documents, the Merge to New Document dialog box will display. select All and click OK.

c) the merged document will appear with a temporary name (Letters1); save the document using a new name or location.

d) Print your document when you need.

Activity 2.5

1. open Microsoft Word and make mailings tab active. study your screen and then compare it with buttons you see in picture 2.23.

2. Using picture 2.23 above; identify the buttons used to perform the following activities:

a) to delete or add more names and addresses.

b) Display items you create using mail merge.

c) to see the letters before you merge.

d) to insert merge fields at the cursor position.

e) to send merged letters as mail or print them directly on the printer.

3. Mr. Gatete is a secretary of Biscuit trading Company Ltd. His company intends to invite its shareholders for the Annual General Meeting (AGM) this year.

the content of the letter is to be similar to all shareholders except for each shareholder’s personal details and titles.

Mr. Gatete has prepared the letter below to be sent to various shareholders.

Required

a) type the letter as it appears and save it as Biscuit letter.Include a Header as your name.

b) Use mail merge features in Microsoft word to create the table above, save it in your folder as shareholders.

c) Link the table to the letter and generate letters for various shareholders. save the new generated file as Biscuit-Data.

Activity 2.6

1. Ms. Mutesi Mary is the head of ICT in Maranyundo Academy. she is organizing an ICT learners’ seminar at her school. she intends to send letters to ICT teachers of various schools requesting for their learners to attend this seminar in September 2018. the content for the letter is the same for all schools except school names, ICT teachers and other details.A copy of the letter to be sent to schools.

a) type the letter and save it as ICT seminar.

Required

(i) Indent the body of the letter left and right by “0.5”.

(ii) Apply single line spacing on each paragraph of the body.

(iii) Put a spacing of 12pt before and after each paragraph.

(iv) Apply a bold Heading1 style to the subject for the letter with font size of “15.5” and dashed underline.

(v) Insert a text watermark of 2018 and save the changes.

(vi) Using a mail merge feature create the table above and save it as “ICT Schools” in your folder.

(vii) Use a suitable word processing feature to merge the table to the letter (ICT seminar) in order to generate individual letters to be sent to various schools.

(viii) save the resulting file in your folder as “ICT Letters”.

Suggested answers for each of the letters required in Activity 2.6 is displayed in picture 2.24 below.

2.4 Organize, print and view shortcuts

Before you print your document, you should preview your document and specify which pages you want to print.

Activity 2.7

open ICT Letters file you created using the right password, organize and print one copy of the letter for Mr. ngabo Desire and 2 copies of the letter for Mrs. Mutesi Desire.

Follow the procedure given below to print the required document.

Steps to preview your document

1. on the File menu/tab click Print.

2. to preview each page, click the forward and backward arrows at the bottom of the page.

3. If the text is too small to read, use the Zoom Slider at the bottom of the page to enlarge it.

4. enter the number of copies, to print. (see picture 2.25).

5. Under Printer, select a printer to use (in case you frequently change printers).

6. Under Settings, select options you need i.e. select Print Current Page.

7. Click on Print button to produce a hard copy of the document. (see the picture 2.25 shown below)

Note: Before you click on Print, ensure that the printer you select is connected to your computer and switched on.

View Shortcuts

In case you need to use view shortcuts to see your document in different ways, click a desired view button on the lower right of the document. see picture 2.26.

2.5 Protect your document

Use passwords to prevent other people from opening or modifying your documents. However, if you use a password and forget it, Word processors like Microsoft Word cannot retrieve the forgotten passwords. there are two methods to protect a document with password.

Steps to protect your document with a password

Method 1

1. Create or open an existing document, in this activity open the file ICT Letters. click the File tab. the Backstage view opens.

2. In the Backstage view, click Info (see picture 2.27).

3. Click Protect Document. see picture below for Protect Document options.

Meaning of various options

·Mark as Final: make the document read-only.

·Encrypt with Password: set a password for the document.

·Restrict Editing: control what types of changes that can be made to the document.

·Restrict Permission by People: use a Windows Live ID to restrict permissions.

·Add a Digital Signature: add a visible or invisible digital signature.

4. Click ‘Encrypt with Password’.

5. In the Encrypt Document dialog box that displays (as shown on picture 2.28), type in the desired password for your document and click OK.

6. Retype the password again in the dialog box to confirm it and click OK.

now, you have protected your document with a password.

Method 2

1. Create or open an existing document for which you want to apply a password.

2. Click File tab; on the backstage view that displays, click Save As.

3. the save As backstage view displays save locations, click Browse. see picture 2.29.

4. the Save As dialog box displays, click Tools drop down arrow (see picture 2.30)

5. Click General Options (see picture 2.30).6. In the dialog box that appears, type in password to open the document. Retype the password and click OK.

End of Unit 2 Assessment

1. Use Microsoft Word, typeset the following document and save it as ‘Certificate of Appreciation’ this document is a certificate and should have a page border as shown.

Other Instructions

a) Use 1.5 line spacing for your work and no space after each paragraph.

b) Make the following changes to the title:

(i) Change the name of the school to stencil bold font face, font size 26 and dark blue color.

(ii) Change the second line to font size 16 and bold.

(iii) Change the third line to font size 14 and bold.

c) Leave enough space between “Southern Province”, Rwanda and ICT Club to accommodate a suitable graphic (good image) that will work like your school badge.

d) Underline the heading, “Certificate of Appreciation” change it to size 20 and color dark red. Apply a double strike through.

e) Use blue font color for signatories in font size 15

. f) Apply dark red color to page border.

g) ensure that your work fits on one page of your document Center all text. Format the rest of the text as you wish correctly.

h) the certificates are to be awarded to the following members. Create a data source and save it as ‘data file’.

i) Using a word processing facility, merge the fields above to the certificate ( place fields in appropriate positions). Change the color of the merged fields in red bold color in your main document.

j) Merge the document and the certificate such that each member of the club in the data source has a complete certificate for printing.

k) name the new file as ICT certificates with a password as, ‘joint1001’. Print a copy of the new document and close the file.

2. explain the meaning of the word Formal letter and explain how it differs from the database of names and addresses?

3. open a blank document and in it create the following items:

a) type two brief paragraphs about the history of your school. Add a suitable picture such as a clip after.

b) type five points about why you joined your school, the good about your school and the bad about your school. Insert one picture related to computers. Provide a suitable heading.

c) Insert a new page in your document. type a heading “Science Teachers”. A brief information about science subjects such as physics, chemistry. Create a table with science teachers and the subjects they teach. Include a suitable picture on the page.

d) type a list of Arts Teachers in a table, with a suitable heading on a new page. type a brief information about Arts subjects.

e) Create a list of Sports activities in your school with brief information related to your school. Provide a suitable heading that should be on a new page. Insert two pictures related to sports listed.

f) Insert a new page in your document and create a list of favorite sports stars in your country and on International level. Use two column table.

g) Generate reason(s) why you should not change your school. Do this on a fresh page.

h) save your file as ‘Love4-myschool’.

Instructions

·Generate a table of Contents for your document.

·Create a List of tables for the document.

·Create a list of Figures you have added in your document.