Computer Studies / Data Processing · Lesson 7

Word processing, spreadsheets, presentation, graphics and web design

JAMBWAECNECO

What the syllabus asks

JAMB: Section C Computer Application Packages 1 Word processing (MS Word, WordStar, WordPerfect; features; application areas; launch, basic and other operations, fonts, formatting, justify, search, spell check, file merging); 2 Spreadsheet (MS Excel, VisiCalc, SuperCalc, SPSS, Calc; environment, status bar, menu bar, formula bar; worksheet, workbook, cells, ranges; data types number, label, formula;…

WAEC: Computer application: word processing, spreadsheet (simple calculations with and without built-in functions; pie chart, histogram, bar chart), graphics (CorelDraw designs), presentation package

NECO: Computer application: word processing, spreadsheet (simple calculations with and without built-in functions; pie chart, histogram, bar chart), graphics (CorelDraw designs), presentation package

What you will learn

Define application package and word processor and give examples.
Identify the parts of the MS Word window and the steps to start and exit it.
Define and perform the basic and further operations of a word processor, including mail merge.
Define spreadsheet, give examples and name the parts of the Excel window.
Use the terms workbook, worksheet, cell and range, and the three data types.
Write formulas and use SUM, AVERAGE, MAX, MIN, COUNT and IF; work out results by hand.
Choose and construct suitable charts, including calculating pie-chart angles.
Describe presentation packages and the main PowerPoint operations.
Define graphics, distinguish raster and vector images, and describe CorelDRAW tools.
Plan simple CorelDRAW designs: business card, logo, flag, invitation card and certificate.
Define web design packages and list the elements of good web design.

Key points

Application packages are ready-made programs; office suites bundle a word processor, spreadsheet, database and presentation package.
Word processors: MS Word, WordStar, WordPerfect; used in offices, publishing, journalism and education.
Word window: title bar, Quick Access Toolbar, ribbon/menu bar, ruler, document area, scroll bars, status bar.
Basic operations: create, edit, save, retrieve, print, close; move = cut + paste; copy + paste duplicates.
Formatting: font type and size, bold/italic/underline, alignment (left, centre, right, justify), spacing, margins.
Find/Replace (Ctrl + F, Ctrl + H); spell check F7; mail merge = main document + data source.
Spreadsheets: VisiCalc (1979, the first for PCs), SuperCalc, Lotus 1-2-3, Excel, Calc, Google Sheets.
Workbook = file; worksheet = one sheet; cell = row and column meeting point (B4); range = block (B2:D4).
Data types: number, label, formula; formulas start with =; order: brackets, ^, * /, + −.
Functions: SUM, AVERAGE, MAX, MIN, COUNT, IF, ROUND; $B$1 is an absolute reference.
Charts: pie for parts of a whole (angle = value ÷ total × 360°), bar/column to compare, line for trends, histogram for frequencies.
PowerPoint: slides, placeholders, layouts, themes, transitions, animations; F5 runs the show; Slide Sorter rearranges.
Graphics: Paint, Harvard Graphics, Photoshop, CorelDRAW, AutoCAD; raster = pixels, vector = mathematical shapes.
CorelDRAW tools: Pick, Shape, Rectangle F6, Ellipse F7, Text F8, Fill, Group Ctrl + G; designs: card, logo, flag, invitation, certificate.
Web design: HTML, XML, Dreamweaver, RapidWeaver, Google Web Designer, SharePoint Designer, NetObjects Fusion, Xara; elements: navigation, visual design, content, web friendly, interaction, accessibility, intuitiveness, branding.

Start here: Application packages and word processors

An application package is a ready-made program (or suite of programs) written to do a common job for many users, so that each user does not have to write their own program. The office packages are usually sold together as a suite: Microsoft Office (Word, Excel, Access, PowerPoint), LibreOffice (Writer, Calc, Base, Impress) and Google Workspace (Docs, Sheets, Slides).

What is word processing?

Word processing is the use of a computer to create, edit, format, store, retrieve and print text documents such as letters, reports, notes and examination questions. The program used is a word processor.

Examples named in the syllabuses: MS Word, WordStar (an early word processor from 1978) and WordPerfect. Others are LibreOffice Writer, Google Docs, Apple Pages, WordPad and Notepad (a plain-text editor with almost no formatting).

Features of word-processing programs

Word wrap: text flows to the next line automatically.
Editing: insert, delete, cut, copy, paste and move text without retyping.
Formatting: fonts, sizes, bold, italic, underline, colours, alignment, line spacing, margins, bullets and numbering.
Find and replace words throughout a document.
Spelling and grammar check, thesaurus and word count.
Tables, pictures, shapes, headers, footers and page numbers.
Mail merge to produce many personalised letters.
Save, retrieve, print and share (send by e-mail or store online).
Undo and redo mistakes.
WYSIWYG (what you see is what you get): the screen shows the page as it will print.

Application areas

The syllabuses list offices (letters, memos, minutes), publishing (books, magazines, newsletters), journalism (newspaper reports at outlets in Lagos and Abuja are typed and edited this way) and education (lesson notes, examination papers, project reports). Others: law (contracts), hospitals (discharge letters), churches and mosques (bulletins) and personal use (CVs and applications).

Advantages over the typewriter

Corrections are made on screen before printing; documents can be saved and reused; many copies print identically; spelling can be checked; and layout can be changed at any time. The disadvantages are the need for electricity and a computer, and the risk of losing unsaved work, a reason to save often.

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Practice questions

1. Which feature produces many personalised letters from one letter and a list of names?

Mail merge
Spell check
Word wrap
Thesaurus

Show answer

A: Mail merge
The data source supplies the names.

2. Ctrl + S in MS Word is used to

select all
print
underline
save the document

Show answer

D: save the document
Ctrl + A selects all; Ctrl + P prints.

3. Aligning text so that both left and right margins are straight is

centring
indentation
full justification
left alignment

Show answer

C: full justification
Left/right/centre alignment leave one edge ragged.

4. In Excel, the intersection of a row and a column is a

field
cell
range
sheet

Show answer

B: cell
E.g. B3.

5. A formula in Excel must start with

Show answer

A: =
E.g. =A1+B1.

Key words

Application package: Ready-made software written for a common task, e.g. word processing.
Word processor: Software for creating, editing, formatting, storing and printing text documents.
Insertion point: The blinking cursor that shows where typed text will appear.
Word wrap: Automatic movement of text to the next line when a line is full.
Ribbon: The band of tabs and command groups at the top of modern Office programs.
Save As: Saving a document under a new name, location or format.
Clipboard: Temporary memory holding cut or copied items until pasted.
Justify: Aligning text evenly along both left and right margins.
Font: A named design of characters (typeface), e.g. Times New Roman, in a chosen size.
Mail merge: Combining a main document with a data source to produce personalised copies.
Spreadsheet: Software that arranges data in rows and columns and calculates with formulas.
Workbook: An Excel file; it contains one or more worksheets.

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