ICT- MICROSOFT TOOLS

 

 

KINANGO TECHNICAL & VOCATIONAL COLLEGE  

P O BOX 6-80120  

SAMBURU- MOMBASA  

  

 APPLY MICROSOFT OFFICE TOOLS  

TRAINER:  MR MWASI  

EMAIL(assignments):teachermwasi8@gmail.com   

FOR MORE NOTES VISIT  

BLOG SITE: http://tmwasi.blogspot.com  

  

 

 

 

 

 

 

 

 

APPLY MICROSOFT OFFICE TOOLS 

 

UNIT CODE: IT/0S/ICTA/CC/04/4/A UNIT DESCRIPTION 

 

This unit covers the competencies required to understand the basic computer packages. It involves applying desktop publishing in official assignments, applying word processing using Ms Word, applying spreadsheet using Ms Excel, applying database management using Ms Access, applying graphic presentation using Ms PowerPoint, managing personal information using Ms Outlook.

ELEMENTS AND PERFORMANCE CRITERIA 

ELEMENT	PERFORMANCE CRITERIA (Bold and italicised terms are elaborated in the Range)
1. Apply word processing using Ms Word	1.1.Features of a word processor are outlined 1.2.Features of Ms Word interface are identified 1.3.Creation and formatting of document is done according to office tasks. 1.4.Printing of document is done
2. Apply spreadsheet using Ms Excel	2.1.Features of a spreadsheet are outlined 2.2.Features of Ms Excel interface are identified 2.3.Creation of a workbook and worksheet is done 2.4.Editing and formatting of a worksheet is done in accordance to the workplace procedures. 2.5.Printing of a worksheet is done
3. Apply database management using Ms Access	1.1 Features of a database management system are outlined 1.2 Features of Ms Access interface are identified 1.3 Creation of a database as per the user requirements is done 1.4 Manipulation of database objects is done 1.5 Printing of reports is done
4. Apply graphic presentation using Ms PowerPoint	4.1.Features of a presentation software are outlined 4.2.Features of PowerPoint interface are identified 4.3.Creation of presentations is done 4.4.Editing and formatting of the presentation is done 4.5.Previewing and printing of handouts is done.
ELEMENT	PERFORMANCE CRITERIA (Bold and italicised terms are elaborated in the Range)
5. Manage personal information using Ms Outlook	5.1.Features of an email client software are outlined 5.2.Features of Ms Outlook interface are identified 5.3.Sending and receiving of emails is done. 5.4.Organization of personal information using Ms Outlook is done 5.5.Configuration of Outlook is done 5.6.Printing of emails is done.

 

RANGE

Variable	Range May include but is not limited to:
Features of a word processor	Creating and editing texts, copying, moving ,pasting, deleting texts, grammar and spell checking, formatting, creating and editing tables, mail merging, customizing page layout, insert pictures, tables, shapes, table of contents, printing
Features of Ms Word interface	Tabs, ribbon layout, quick access tool bar, editing window, document views.
Features of a spreadsheet	Creating and editing worksheet data, data sorting and filtering, data analysis, charts, formulas and functions, data importation, formatting worksheets, customizing layout, printing.
Features of Ms Excel interface	Tabs, ribbon layout, worksheet window, worksheet views, formula bar.
Features of a database management system	Database, tables, queries, reports, forms.
Features of Ms Access interface	Tabs, ribbon layout, navigation pane, work space, quick access tool bar.
Features of a presentation software	Slides, handouts, multimedia, Design and animation
Features of PowerPoint interface	Quick access tool bar, ribbon layout, tab, slide pane, notes pane, slides thumbnails, slides views section.
Variable	Range May include but is not limited to:
Features of an email client software	Account management, sending and receiving mails, file attachment, email rules, tasks, calendar, appointments, meeting, personal information management.
Features of Ms Outlook interface	Quick access tool bar, tab, ribbon layout, navigation pane, active window.

 

REQUIRED KNOWLEDGE AND UNDERSTANDING

The individual needs to demonstrate knowledge and understanding of: 

1.      Creating, formatting, editing and printing using Ms word.

2.      Creating, editing, formatting and printing of worksheets using Ms Excel

3.      Design, develop and modify database objects as per requirements.

4.      Creating, modify, present and print a multimedia document using a Ms PowerPoint.

5.      Sending and retrieving mails, organizing the mail box, configuring email accounts 

 

 

FOUNDATION SKILLS

The individual needs to demonstrate the following additional skills:
•      Communications (verbal and written); •      Time management; •      Analytical •      Faults troubleshooting •      Problem solving; •      Planning;	•      Decision making;  •      Report writing;

 

 

 

 

 

 

EVIDENCE GUIDE  

This provides advice on assessment and must be read in conjunction with the performance criteria, required skills and understanding and range.

 

1. Critical Aspects of Competency	Assessment requires evidence that the candidate: 1.1 Created, edited, formatted and printed document using Ms Word 1.2 Created, edited, formatted and printed worksheets using Ms Excel. 1.3 Designed, developed and modified a database using Ms Access. 1.4 Designed, developed and presented a multimedia document using Ms PowerPoint. 1.5 Send and retrieve mails, organized the mail box and configured account settings using Ms Outlook.
2. Resource Implications	Resources the same as that of workplace are advised to be applied Including computer, printers, Ms Office, Presentation tools (Projectors, pointers) printing papers.
3. Methods of Assessment	Comp 3.1	etency may be assessed through: Oral questioning
	3.2	Practical demonstration
	3.3	Observation
	3.4	Written test
4. Context of Assessment	4.1	Competency may be assessed individually in the actual workplace or through simulated work environment
5. Guidance information for assessment	5.1	Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended.

 

 

 

 

1.1 Features of a Word Processor

A word processor is software designed for creating, editing, and formatting text documents. Key features include:

•       Text Formatting: Font style, size, color, bold, italics, underline.

•       Paragraph Formatting: Alignment, indentation, spacing, bullets, and numbering.

•       Styles and Templates: Predefined formatting options for consistency.

•       Spell Check and Grammar Check: Tools to correct spelling and grammatical errors.

•       Headers and Footers: Adding text or graphics at the top or bottom of pages.

•       Tables: Inserting and formatting tables for organizing data.

•       Graphics and Images: Inserting and manipulating pictures, shapes, and graphics.           Track Changes: Monitoring and reviewing edits made to the document.

•       Mail Merge: Combining data from a database with a document template for mass mailings.

1.2 Features of MS Word Interface

The Microsoft Word interface includes:

•       Ribbon: A toolbar that provides access to most commands, organized into tabs (Home, Insert, Design, etc.).

•       Quick Access Toolbar: Customizable toolbar for frequently used commands.

•       Document Area: The main workspace for creating and editing text.

•       Status Bar: Displays information about the document, such as word count and page number.

•       Navigation Pane: Allows for easy navigation through the document’s headings, pages, and search results.

•       Backstage View: Accessible through the File tab for file management tasks like saving, opening, and printing documents.

1.3 Creation and Formatting of Document

Creating and formatting a document involves:

•       Creating a New Document: Starting a blank document or using a template.

•       Typing and Editing Text: Entering and modifying text.

•       Applying Styles: Using built-in or custom styles for consistency.

•       Formatting Text and Paragraphs: Adjusting font, size, color, alignment, spacing, etc.  Inserting Elements: Adding tables, images, headers, footers, and page numbers.

•       Using Templates: Utilizing predefined layouts for specific document types (e.g., resumes, letters).

1.4 Printing of Document

Printing a document involves:

•       Previewing: Checking how the document will look when printed.

•       Page Setup: Adjusting settings such as margins, orientation, and paper size.

•       Print Options: Selecting the printer, number of copies, specific pages, and other preferences.

•       Executing the Print Command: Sending the document to the printer.

1.5 Features of a Spreadsheet

A spreadsheet is software designed for data organization, analysis, and storage in tabular form. Key features include:

•       Cells, Rows, and Columns: Basic units for data entry.

•       Formulas and Functions: Mathematical, statistical, logical, and text functions to perform calculations.

•       Charts and Graphs: Visual representation of data.

•       Data Validation: Ensuring data entry meets specific criteria.

•       Conditional Formatting: Automatically formatting cells based on their values.

•       Pivot Tables: Summarizing and analyzing large data sets.

•       Sorting and Filtering: Organizing and displaying data based on specific criteria.

1.6 Features of MS Excel Interface

The Microsoft Excel interface includes:

•       Ribbon: Contains tabs with commands for various tasks (Home, Insert, Formulas, etc.).  Quick Access Toolbar: Customizable for frequently used commands.

•       Workbook and Worksheets: The entire file (workbook) containing one or more sheets (worksheets).           Formula Bar: Displays and allows editing of the active cell’s content.

•       Status Bar: Shows information like sum, average, and count of selected cells.

•       Grid of Cells: The main area for data entry and manipulation.

1.7 Creation of a Workbook and Worksheet

Creating a workbook and worksheet involves:

•       Starting a New Workbook: Opening a blank workbook or using a template.

•       Adding Worksheets: Creating new sheets within the workbook.

•       Entering Data: Inputting data into cells, rows, and columns.

•       Saving the Workbook: Naming and saving the file for future use.

1.8 Editing and Formatting of a Worksheet

Editing and formatting a worksheet involves:

•       Editing Data: Modifying cell content, using formulas and functions.

•       Formatting Cells: Adjusting font, alignment, borders, and fill color.

•       Using Conditional Formatting: Applying formats based on cell values.

•       Inserting Charts and Graphs: Creating visual data representations.

•       Sorting and Filtering Data: Organizing and displaying specific data sets.

1.9 Printing of a Worksheet

Printing a worksheet involves:

•       Print Preview: Checking how the worksheet will look when printed.

•       Page Setup: Adjusting margins, orientation, paper size, and scaling.

•       Print Area: Defining specific areas of the worksheet to print.

•       Print Options: Selecting the printer, number of copies, and specific pages.

1.10 Features of a Database Management System

A Database Management System (DBMS) is software for creating, managing, and manipulating databases. Key features include:

•       Data Storage: Efficiently storing data in tables.

•       Data Retrieval: Querying data using SQL or other query languages.

•       Data Integrity: Ensuring accuracy and consistency of data.

•       Data Security: Controlling access and protecting data.

•       Data Backup and Recovery: Protecting data against loss and ensuring recovery.

•       Multi-user Access: Allowing multiple users to interact with the database simultaneously.

1.11 Features of MS Access Interface

The Microsoft Access interface includes:

•       Ribbon: Commands organized into tabs (Home, Create, External Data, Database Tools).

•       Navigation Pane: Lists database objects like tables, queries, forms, and reports.

•       Design View: Allows detailed design and modification of database objects.

•       Datasheet View: Allows data entry and editing in a table-like format.

•       Property Sheet: Customizes the properties of database objects.

1.12 Creation of a Database

Creating a database involves:

•       Starting a New Database: Opening a blank database or using a template.

•       Defining Tables: Creating tables with appropriate fields and data types.

•       Establishing Relationships: Linking tables using primary and foreign keys.

•       Entering Data: Populating tables with data.

1.13 Manipulation of Database Objects

Manipulating database objects involves:

•       Creating Queries: Retrieving and manipulating data.

•       Designing Forms: Creating user-friendly data entry interfaces.

•       Generating Reports: Formatting and summarizing data for presentation.

•       Writing Macros and Modules: Automating tasks and adding custom functions.

1.14 Printing of Reports

Printing reports involves:

•       Designing Reports: Using Access’s report design tools to format data.

•       Previewing Reports: Checking how the report will look when printed.

•       Printing Options: Selecting the printer, number of copies, and specific pages.

1.15 Features of a Presentation Software

Presentation software is designed to create and display visual presentations. Key features include:

•       Slides: Individual pages of a presentation.

•       Templates and Themes: Predefined slide layouts and styles.

•       Multimedia Support: Inserting images, audio, video, and animations.

•       Transitions and Animations: Adding visual effects between slides and on slide elements.

•       Slide Show Mode: Displaying the presentation on a screen.

1.16 Features of PowerPoint Interface

The Microsoft PowerPoint interface includes:

•       Ribbon: Tabs with commands for slide creation and formatting (Home, Insert, Design, Transitions, etc.).

•       Slide Pane: Displays thumbnails of all slides in the presentation.

•       Slide Workspace: Main area for creating and editing slides.

•       Notes Pane: Area for adding speaker notes to slides.

•       Slide Sorter View: Allows easy rearrangement of slides.

1.17 Creation of Presentations

Creating presentations involves:

•       Starting a New Presentation: Using a blank presentation or a template.

•       Adding Slides: Creating new slides and choosing appropriate layouts.

•       Entering Content: Adding text, images, charts, and other elements to slides.

•       Applying Themes: Using built-in or custom themes for a consistent look.

1.18 Editing and Formatting of the Presentation

Editing and formatting a presentation involves:

•       Editing Content: Modifying text, images, and other slide elements.

•       Applying Styles: Using font styles, colors, and effects.

•       Inserting Multimedia: Adding and formatting images, audio, and video.

•       Adding Transitions and Animations: Creating dynamic effects between slides and on slide elements.

1.19 Previewing and Printing of Handouts

Previewing and printing handouts involves:

•       Handout View: Preparing slides for printouts.

•       Print Options: Choosing layouts (e.g., slides per page) and settings for printing.

•       Print Preview: Checking the layout before printing.

•       Executing the Print Command: Sending the handouts to the printer.

1.20 Features of an Email Client Software

An email client is software used to send, receive, and manage email. Key features include:

•       Inbox Management: Organizing received emails.

•       Composing and Sending: Creating and sending new emails.

•       Attachments: Sending and receiving files with emails.

•       Folders and Labels: Organizing emails into categories.

•       Spam Filtering: Identifying and managing unsolicited emails.

•       Calendar Integration: Scheduling and managing events.

1.21 Features of MS Outlook Interface

The Microsoft Outlook interface includes:

•       Ribbon: Tabs with commands for email management, calendar, and contacts.     Navigation Pane: Access to mail, calendar, contacts, and tasks.

 

•       Reading Pane: Preview of selected emails.

•       To-Do Bar: View of upcoming appointments and tasks.

•       People Pane: Information about contacts and communication history.

1.22 Sending and Receiving Emails

Sending and receiving emails involves:

•       Composing Emails: Writing and addressing new emails.  Attaching Files: Adding documents or images to emails.

•       Sending: Delivering the email to recipients.

•       Receiving Emails: Checking the inbox for new messages.

•       Replying and Forwarding: Responding to or passing on received emails.

1.23 Organization of Personal Information Using MS Outlook

Organizing personal information involves:

•       Calendar Management: Scheduling appointments, meetings, and events.

•       Contact Management: Storing and organizing contact information.

•       Task Management: Creating and tracking tasks and to-do lists.

•       Notes: Keeping notes and reminders.

1.24 Configuration of Outlook

Configuring Outlook involves:

•       Account Setup: Adding email accounts and configuring server settings.

•       Customization: Adjusting interface and functionality preferences.

•       Rules and Alerts: Creating rules for automatic email management.

•       Security Settings: Configuring security options like encryption and spam filters.

1.25 Printing of Emails

Printing emails involves:

•       Selecting Emails: Choosing emails to print.

•       Print Options: Configuring settings for layout, paper size, and print range.

•       Print Preview: Checking how the email will look when printed.

•       Executing the Print Command: Sending the email to the printer.